Loading...
Res 14-35 Approving Amendments to the Personnel ManualCIAN V \ .i:a I LVATI, W31 WHEREAS, the Town of Westlake realizes that updates and refinements to our standardized personnel policies and procedures are an ongoing and necessary practice; and WHEREAS, the goal of the Town of Westlake is to provide policies and benefits that are competitive to surrounding cities; and WHEREAS, the Town of Westlake desires is to provide employees with a personnel manual that reflects the goals and vision of the Town's leaders; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. SECTION l: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTIN 2: That, the Westlake Town Council hereby approves the personnel policy amendments attached to this resolution as Exhibit "A, and its inclusion into the Town of Westlake Personnel Manual. SECTI®N 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 14-35 Page 1 of 5 SECTION 4: That this Resolution shall become effective from and after its date of passage. ATTEST: r 1-75 KeilyiEdwarTO wn Secretary 6 L. Lowry,,,,', Town Attorney V, StantonV Laura'Wheat, Mayor AEO Thomas E. Brymer, Town Manager Resolution 14-35 Page 2 of 5 Town -issued Mobile phones Mobile telephones acquired through the Town are for official use. Personal calls, except in extreme emergency, will not be paid for by the Town. Employees assigned mobile phones, either on a temporary (shared) basis or full time, are responsible for appropriate use and safekeeping. Using a Mobile telephone while operating a motor vehicle is strongly discouraged, employees should plan calls either before or after operating a motor vehicle. Employee Mobile Phone Allowance The mobile phone allowance is designed to offset the cost to the employee for using his/her personal device for Town business. At the sole discretion of the Town Manager, eligible employee may receive a mobile phone allowance in lieu of a Town -issued mobile phone. If approved for a mobile phone allowance, the employee shall enter into a Mobile Phone Allowance Agreement with the Town. The Town will not provide technical support for personal mobile phones, except for limited support for data communication with the Town's network for those authorized to have the ability to do so. Eligibility: Employees eligible for a mobile phone allowance include Department Heads, full- time employees whose job duties regularly require emergency call back, irregular work hours, or other job-related factors that require the employee to routinely utilize a mobile phone to effectively perform their job duties. To qualify for a Mobile Telephone Allowance, an employee must not also have a Town issued phone. An eligible employee must return any Town -issued mobile phone prior to receiving a mobile phone allowance. Allowance Amount: The employee mobile phone allowance amount shall be $80.00 per month. No further reimbursement for mobile phone expenses (including accessories, usage fees, or other charges) is available to employees who receive a mobile phone allowance. Payroll Processing: Payments equaling one-half (50%) of the monthly mobile phone allowance shall be included on the eligible employee's paycheck twice per month, subject to all applicable taxes and deductions under federal and state law. This allowance does not constitute an increase Resolution 14-35 Page 3 of 5 to base pay, and will not be included in the calculation of percentage increases to base pay due to salary increases, promotions, reclassification, etc. EmployeeResponsibilities: The employee must retain an active mobile phone contract as long as a mobile phone allowance is in place. The employee must provide their department head with their current mobile phone number and provide immediate notification if the number changes. Employees receiving a mobile phone allowance are expected to carry the mobile phone on their person, both on and off duty, and respond when called for Town business. Missed calls should be returned promptly; no later than the following business day. Employees receiving a mobile phone allowance are required to notify their supervisor in advance the employee anticipates they will be inaccessible by mobile phone. Employees may choose the mobile service provider and plan design of their choice. Use of the phone in any manner contrary to local, state, or federal laws will constitute misuse, and may result in immediate termination of the mobile phone allowance. An employee receiving a mobile phone allowance is solely responsible for replacing his/her personal mobile phone within five (5) business days if it is stolen, lost, or damaged. The employee must notify the Town of any lost or stolen device so the Town may take any action against unauthorized access to Town information. Allowance 'Termination: If an employee resigns, is terminated, transfers to a different department, or no longer qualifies for the mobile services allowance program, the allowance will be terminated. In the case of a resignation and/or termination, an allowance termination request is not required. If, prior to the end of the mobile services contract, either through a personal decision, employee misconduct/misuse, or an Town decision unrelated to employee misconduct, the employee needs to end or change the contract, the employee will bear the costs of any fees associated with termination of the service contract. Employees unable to purchase, maintain, carry and use an electronic communication device and/or services for business use (e.g., due to financial hardship) are required to notify their supervisor and the supplemental compensation will end immediately. If the employee terminates the mobile services contract at any point, he/she must notify their supervisor within five (5) business days to terminate the allowance. A delay in the notification may require a corrective payroll action to recover employer costs. Mobile Phone Reimbursement If a Town employee's position and/or responsibilities do not include the need for a Town issued mobile phone, employees may request reimbursement for the actual expenses of business-related mobile phone calls. Reimbursement for voice or data charges is limited to the total overage charge shown on the invoice; expenses for minutes included in the plan will not be reimbursed. Resolution 14-35 Page 4 of 5 The individual should make personal payment to the provider, and then should submit a request for reimbursement, identifying the business purpose. If personal use typically exceeds business use on a wireless phone, the employee should provide his/her own phone and submit reimbursement requests for business calls. A copy of the wireless phone bill, detailing the individual calls to be reimbursed, must accompany the reimbursement request. Although most wireless carriers do not include detailed phone records in their monthly statements, the information is readily available online from most major providers. Reimbursement documentation should identify the business purpose. Resolution 14-35 Page 5 of 5