Cellular Phone Usage PolicyCITY OF MIAMI BEACH
Office of the City Manager
Interoffice Memorandum
To:
From:
Subject:
Department Directors
Date: October 18, 2001
Jorge M. Gonzalez
City Manager
CELLULAR TELEPHONE USAGE AND REIMBURSEMENT POLICY
Attached is a copy of the City's Cellular Telephone Usage and Reimbursement Policy for
all employees who are provided a City-issued cellular phone. This policy was recently
created with input from representatives of the Administration. Also attached is a list of all
City employees who have a City-issued cellular phone. Please make sure to share a copy
of this policy with everyone in your Department who is on this list.
The attached policy is in keeping with my intention to further empower each of you,
However, as I have said repeatedly, with empowerment comes accountability. This policy
allows you to make the appropriate decision within your department. I encourage you to
use appropriate judgment in making your decision, This policy will become effective with
the October billing cycle.
Please note that everyone who has a City-issued cellular phone is required to sign a
statement that they have read and understand this policy. Once this is signed, please
return to Gladys Acosta in the Information Technology Department,
If you have any questions regarding this policy, feel free to contact Gladys at (305) 673-
7000 ext. 5775.
JMG/RI/ptw
c: Executive Staff
F:~CMGR~$ALL'JORGEGONVvlEMOS~city-issued-phor,as.cloc
CITY OF MIAMI BEACH
CELLULAR TELEPHONE USAGE AND REIMBURSEMENT POLICY 200'1
The City provides cellular telephones to City employees who conduct City
business while out of the office. The following are guidelines in effect for cellular
telephone usage and reimbursement:
POLICY
It is the responsibility of the Departmental Directors to approve all departmental
requests for cellular telephones which meet specific criteria. It is the responsibility
of the Information Technology (IT) department to evaluate cellular equipment and
telephone carriers, as well as administer installation, maintenance and billing
function. It is the responsibility of the departments and employees assigned a
City cellular telephone to exercise proper use as outlined in this policy.
APPROVAL OFCELLULARPHONE
All cellular phones to be used by City departments must be approved by the
respective Department Director. All departmental requests must be justified
annually on a prescribed form. Cellular telephone assignments are subject to
annual reviews to ensure continuing compliance with the approval criteria.
APPROVALCRITERIA
1. Executives who require a cellular phone.
2. Police and Fire personnel who require a cellular phone for the protection of
life and property.
3. All other requests recommended by the respective Department Director,
which strictly adhere to the approval criteria of this Policy.
The following are circumstances under which cellular phones will be considered
for all requests:
a. The intended user's job requires making and receiving phone calls while out
of office which are critical to the immediate safety of life and/or property.
b. The user's job requires making and receiving phone calls while out of office,
and delayed communications would cause a significant interruption in
delivery of services or a major negative economic impact to the City.
c. Other telecommunications methods such as fixed telephones, pagers, two-
way radio, voice mail, electronic mail, or FAX machines cannot provide cost
effective, satisfactory communications.
d. Other departmental portable or mobile cellular phones can not be shared or
pooled by the intended user, on an as-needed basis.
PLAN ALLOCATION
It will be the Department Directors (or his/her designee's) responsibility to
choose a package minute plan based on that employee's job responsibilities.
Once the original plan is chosen, it may only be changed by the Department
Director, or his/her designee, based on a review of the telephone usage.
INSTALLATION
Upon Department Director approval, the cellular telephone equipment evaluation,
acquisition, installation, airtime carrier and other services associated with the
cellular telephone request will be determined by the IT Department. Emergency
acquisitions will require as a minimum the verbal approval by the Department
Director followed by a formal request in order to continue the use of the cellular
telephone beyond 30 days.
OPERATING PROCEDURES
The IT Department will be responsible for establishing and administering specific
operating procedures addressing: maintenance, repair, servicing policies;
equipment warranties; lost, stolen or surplus equipment; customer service
requests; telephone records; billing and charge-back costs; user training;
departmental telephone liaisons; vendor and air-carrier coordination and any
other cellular telephone issues to effectively manage the City's cellular telephone
function.
The IT department will send a list to the Finance Department of all Users that
must reimburse the City for excess usage. The Finance department will be
responsible to monitor employee reimbursements and make timely reports to the
Department Directors, PD/Fire Administration and the IT Department.
USAGE AND BILLING
Department Directors are responsible for reviewing their departmental monthly
telephone bills, and control the assignment, usage and charges of their assigned
telephones. Departments will hold employees accountable for any improper use
for cellular or fixed telephones.
If the user is on a plan which has "included minutes" then calls made within these
minutes need not be reimbursed to the City. All calls that exceed the package
minute plan, which are billed by the cellular carrier must be reimbursed to
the City unless proper justification is submitted to the Department Director.
The Department Director will approve all justifications.
Reimbursements for excess usage will be based on the charges billed by the
cellular carrier.
· Users should highlight the excess usage.
· Calculate the reimbursement for excess usage by utilizing the rate per minute
that is itemized on the invoice.
· Provide a copy to their Department Director for review.
· Remit the bill and proper reimbursement payment to the Finance Department
Cashier Window on the first floor of City Hall no later than 7 days after they
are received.
Those employees that have a personal cellular phone and occasionally have
usage for City business will be reimbursed to the employee at the rate charged
by the cellular carrier. Proof of invoice must be forwarded and approved by
Department Director.
AUDITS
The Internal Audit departments will randomly spot check bills to ensure that
personal calls are being paid.
LOST OR STOLEN PHONES
Lost or stolen cellular phones must be reported immediately to Risk
Management and Information Technology.
I have read and understand the above stated policy.
Employee Name:
Signature:
Date Received:
Cellular Tel. #:
Plan Allocation:
Monthly Service Cost
Included Minutes
Nights & Weekend
Other Features
Cingular Wireless Phone Inventory 10/17/2001
as of 9124101
Title First Name Last Name
IT * * * John Visser
Sgt G Navarro
Dir Public Works Fred Beckmann
Dir Arts& Ent James Quinlan
Property Mgt John Gresham
RC&P Domingo Macias
RC&P Dale Bryant
Asst Chief Raymond Martinez
RC&P Thomas Knight
City Mgr Jorge Gonzalez
Comm Mgr Gladys Acosta
Property Maint John Toledo
Property Maint Ralph Moreno
Comm Res Mgt Lynn Bernstein
Parking Alarm Phone
Dir Arts& Ent James Quinlan
Dir Parking Saul Frances
Chief T Thompson
Dir Code AI Childress
Fire 300 Shift Commanders
Chief E DeIFavero
Dir Property Brad Judd
City Mgr Robert Middaugh
A. Dir Pub Wks Michael Alvarez
City Mgr Jorge Martinez
MBTMA Judy Evans
Fire SP Events Coordinator
Building Phil Azan
Dir IT Kay Randall
Chief T Rice
Building Richard McConachie
Fire Rescue Lieutenant
Property Maint Frank Diaz
Property Maint Mike Tsakrios
A. Director Code Eric Wardie
Supervisor PSCU
Emergency Coor E Yuhr
Property Maint Vernon Cash
City Mgr Timothy Hemstreet
Property Maint Charles Zarate
IT Emergency Spare
Phone #
305-297-0100
305-297-0491
305-297-0893
305-297-4488
305-298-9096
305-308-0220
305-308-0246
305-308-0430
305-308-0441
305-308-0663
305-308-2001
305-308-2348
305-308-2457
305-308-2568
305-308-2570
305-308-3352
305-308-3398
305-308-3762
305-308-3793
305-308-3826
305-308-3927
305-308-3957
305-308-3999
305-308-4551
305-308-4597
305-308-5348
305-308-5702
305-308-5876
305-308-6620
305-308-6651
305-308-6657
305-308-7485
305-308-7901
305-308-7974
305-308-8921
305-308-9183
305-308-9497
305-308-9503
305-310-8222
305-318-0954
305-31 8-1555
Location
Code
640
1110
810
380
1720
940
920
1110
940
310
1750
1720
1720
860
462
380
461
1210
1520
1210
1210
1722
310
810
9322
183
1210
1510
640
1210
1510
1210
1720
1720
1520
9405
1210
1720
310
1720
1750
F:\COMP%$ADM%FY00%BELLSOINVENTORY99-00 Page I
Cingular Wireless Phone Inventory 10/17/2001
as of 9124/01
Title First Name Last Name
Chief Floyd Jordan
Property Maint Bruce Lamberto
Dir RC&P Kevin Smith
RC&P Fairway V
Police Bernie Winer
Police AI Kareem
Asst Dir RC&P Sugar Firtel
RC&P North Shore V1
Exe Asst Ronnie Singer
RC&P Andy Plotkin
RC&P Youth Center V
RC&P A Lutze
City Mgr Mayra Diaz-Buttacavoli
RC&P Stillwater V
RC&P YC ADA Bus
RC&P Ken Wierleski
RC&P Ellen Vargas
RC&P North Shore V2
RC&P Normandy Isle
City Mgr Christina Cuervo
City Mgr Michael Aller
Comm Joe London
Public Info Nannette Rodriguez
Exe Asst Mary Greenwood
Neighborhood Svcs Vivian Guzman
Fin. Director ** Patricia Walker
PIO Alfredo Boza
Major Gerard Tollefsen
Asst Chief Donald De Lucca
Captain Anthony Marten
Chief Richard Barreto
Captain Leonard Alamo
Major Steve Robbins
Captain Charles Press
Captain Charles Garabedian
Sgt R Gullage
Captain Anthony Pizzo
Sgt Julio Yero
Sgt Robert Hundevadt
Captain J ames M azer
Captain Casey Conwell
Phone #
305-318-2016
305-318-3858
305-318-3884
305-318-4075
305-318-4213
305-318-4313
305-318-5482
305-318-8612
305-318-9804
305-331-2263
305-331-2289
305-331-2355
305-331-2657
305-331-3042
305-331-4030
305-331-4350
305-331-6537
305-331-6898
305-331-8245
305-331-8758
305-331-9123
305-332-0999
305-332-3153
305-332-4973
305-333-3060
305-333-4300
305-335-4423
305-335-6406
305-335-6410
305-335-6418
305-335-6434
305-335-6442
305-335-6446
305-335-6448
305-335-6471
305-335-6480
305-335-6485
305-335-6490
305-335-6502
305-335-6575
305-335-6620
Location
Code
1210
1720
920
950
1110
1110
950
950
310
950
950
950
310
950
950
950
950
950
950
310
441
1750
350
1790
860
360
1110
1120
1110
1140
1110
1150
1130
1140
1130
1140
1120
1140
1140
1130
1120
F:\COMP%$ADM\FY00%BELLSOINVENTORY99-00 Page 2
Cingular Wireless
Phone Inventory
as of 9/24/01
10/17/2001
Title
Marine Patrol
Major
Captain
Sgt
Police
Captain
Sgt
Police
Police
PSCU Mgr
Sgt
Cultural Arts
Parking
Parking
Parking
Parking
Parking
Parking
Parking
Parking
Captain
Sgt
RC&P
RC&P
RC&P
Risk Mgt
Risk Mgt
Lt
Lt
City Mgr
RC&P
RC&P
Police
Public Works
Public Works
Public Works
Public Works
Public Works
Public Works
Public Works
Public Works
First Name Last Name
Priscilla Grandage
Pat Schneider
Tom Weschler
William Turner
Lydia Shows
Carlos Noriega
Steve Jones
David Allen
Robert Frame
Tasha Whittinham
Greg Butler
David Whitman
Board Message
Board Message
Board Message
Board Message
Board Message
Board Message
Board Message
Board Message
Brian Miller
Larry Bornstein
B Rodriguez
YC Rec Bus
John Oldenburg
Clifton Leonard
Ron Caplan
Brian Sliman
John Tighe
Ramiro Inguanzo
Summer P&R
Summer P&R
Bobby Hernandez
Donald Shockey
Carla Dixon
Michel Magloire
Jorge Chartrand
John Kranick
Walter Reddick
Carl Hastings
John De Pazos
Location
Phone # Code
305-335-6627 1120
305-335-6638 1150
305-335-6650 1110
305-335-6677 1140
305-335-6681 1140
305-335-6688 1130
305-335-6693 6072
305-335-6696 1120
305-335-6774 1130
305-335-6822 9405
305-335-7734 1120
305-343-0072 6080
305-343-1295 463
305-343-1296 463
305-343-2199 463
305-343-2200 463
305-343-2201 463
305-343-2296 463
305-343-2297 463
305-343-2298 463
305-343-2555 1150
305-343-4455 9405
305-343-4476 950
305-343-4477 950
305-343-4478 940
305-409-1070 1790
305-409-1071 1790
305-450-5196 6069
305-450-5197 6069
305-450-7146 310
305-815-9319 950
305-815-9320 950
305-972-1133 1110
305-979-6346 820
305-979-6347 820
305-979-6348 820
305-979-6349 820
305-979°6350 820
305-979-6351 820
305-979-6352 820
305-979-6353 820
F:\COMp~$ADM~PY00~BELLSOINVENTORY99-00 Page 3