Item O5BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 05/16/12 Division: County Administrator
Bulk Item: Yes X No Department: Technical Services
Staff Contact Person/Phone #: Debbie Frederick 292-4441
AGENDA ITEM WORDING:
Approval for the County Administrator or his designee to change the existing County
cellular telephone usage policy to use a cellular telephone stipend program for County
employees who must be reachable outside of the office or on call during non-business hours
rather than providing County owned cellular telephones to these employees.
ITEM BACKGROUND:
provide a cellular telephone stipend to County employees that must have a cellular telephone in
the performance of their duties for the County use of their personal phones in lieu of providing
County owned cellular telephones. Employees that require voice service only will receive a
stipend of $13.85 per pay period and a bi-annual equipment stipend of $100.00. County
employees that must have texting and phone services will receive a stipend of $23.08 per pay
period and a bi-annual equipment stipend of $100.00. County employees that must have access
to email via a smart phone will receive a stipend of $46.15 per pay period and a bi-annual
equipment stipend of $200.00. Employees with existing cellular telephones will have the option
of transferring ownership of that cellular telephone
cellular account. The purpose of this change is to provide for a more efficient use of County
resources.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST: BUDGETED:
$ 192,200.00/yr Yes X No
COST TO COUNTY: SOURCE OF FUNDS:
$ 192,200.00/yr Primarily Advalorem
REVENUE PRODUCING:AMOUNT PER MONTHYear____
Yes No X
APPROVED BY:
County Atty OMB/Purchasing Risk Management ____
DOCUMENTATION:
Included X Not Required_____
DISPOSITION:AGENDA ITEM #
Revised 11/06
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Monroe County
Technical Services
1200 Truman Avenue
Key West, FL 33040
Ph. (305)292-5110
Fax. (305)295-5105
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4403.4
Date: May 4, 2012
Subject: Stipend for Use of Personal Cellular Telephones
Enclosures: (1) Cellular Telephone Stipend Request Form
(2) Cellular Telephone Equipment Stipend Request Form
Effective Date: May 16, 2012
1.Background:
In order to conduct County business in an expeditious and timely manner, Monroe County provides
cost reimbursements for the official use of personal wireless communication devices to conduct
official business and for their use in emergency situations. The wise and prudent use of the cellular
telephone is required in order to be fiscally responsible; therefore, Monroe County shall develop
guidelines for the use of personal wireless communication devices.
2.Purpose:
The purpose of this instruction is to establish standardized guidelines for reimbursement of costs
associated with official use of personal wireless devices for official County business
communications.
3.Cancellation:
This instruction is to remain continuously in effect unless specifically revised or cancelled.
4.Instructions:
Cost reimbursements for the utilization of personal cellular telephones and related equipment is for
the purpose intended.
A.
It is the intention of the Board of County Commissioners to provide a monthly stipend for
the use of personal cellular telephones for official and emergency communication. Personal
use of cellular telephones must not interfere with the performance of job related task. Use
of a cellular telephone while operating a County vehicle is not permitted and failure to
comply with this rule will subject the employee to appropriate discipline.
M.C.A. Inst. #4403.4
May 1, 2012
Page 2
5. Action:
A.
Monroe County will provide a monthly stipend to reimburse employees that meet the
following criteria for official County use of their personal wireless devices:
a.
The employee spends significant portions of their work day out in the field or,
b.
The employee must be reachable in non-work hours to deal with emergencies or
other situations as they arise, and
c.
The supervisor of the employee approves providing for said stipend
B.
Monroe County will provide a monthly stipend for official use of personal wireless
equipment as follows:
a.
Voice Services $30 per month
b.
Text Services $20 per month
c.
Data Services (Internet, Email) $50 per month
C.
To receive the monthly stipend, an employee must complete the Cellular Telephone Stipend
Request Form. The employees supervisor, Department Head/Division Director, and
County Administration will sign this form to indicate their approval of this stipend.
D.
County Email Access To receive the stipend for data services, an employee must use one
of the following cellular telephone devices:
a.
iPhone 3Gs, iPhone 4, iPhone 4s
b.
Android Phones running 2.3 or 4.0 software
c.
Windows Phones running 7.5 or 8.0 software
E.
This policy does not cover the use of personal tablet computers, cellular data modems, or
F.
Employees may decide to carry a separate phone attached to their personal calling plan to
use for County business as their primary County cell phone.
G.
Supervisors and Department Heads will review the stipend program on an annual basis and
certify to OMB, Personthe number of employees receiving the
stipend and the amounts of those stipends those employees are receiving and direct that any
adjustments be made as necessary.
H.
Bi-annually, Monroe County will provide an additional equipment stipend to employees to
cover wear and tear relating to the use of the phone as follows:
a.
$100 for non-smartphones used for voice or voice/text only
b.
$200 for smartphones
I.
County employees must fill out an equipment stipend request form to receive the stipend
and the form must be signed by the the Department Head/Division
Director, and County Administration to indicate their approval of this equipment stipend.
M.C.A. Inst. #4403.4
May 1, 2012
Page 3
J.
The equipment stipend may be given to the employee once at any time during the first 24
months of this program at the election of the employee with approval of County
management. Once the employee has received the first stipend, then that employee must
wait 24 months before they are eligible to receive it again.
K.
County Employees who currently carry a County issued cellphone will have the option to
transfer ownership of their existing County cellular telephone to their personal account with
AT&T provided, of course, that they have service with AT&T. County phones will not
work on other mployees that use another carrier or have a County phone
that is an older model may elect to use the first stipend towards the purchase of a phone with
the carrier of their choice.
L.
Technical Services will setup and provide access to the County email system for employees
that require it. Employees who receive the stipend are solely responsible for their own
technical support.
M.
Monroe County will continue to issue cellular telephones for specific employees on a case-
by-
N.
Monroe County issued cellular telephones shall be used for official county business and
emergency communications use only. Monroe County issued cellular telephones may be
utilized for personal telephone calls BY EXCEPTION ONLY and must be documented.
O.
Technical Services has developed and distributed Administrative Instruction 4401.5
Telecommunications Procedures that includes instructions for the limitation and utilization
of County cellular telephones for official County business and emergency communication
use only. Said instruction has been distributed to all Department Heads and Division
Directors. All employees assigned or utilizing a County issued cellular phone shall be fully
cognizant of the contents of Administrative Instruction 4401.5
_______________________
Debbie Frederick
Deputy County Administrator
Distribution: List III
Originator: DNO
Review: 05/1/2013
M.C.A. Inst. #4403.4
May 16, 2012
Page 4
Enclosure (1)
Monroe County Technical Services
1200 Truman Avenue, Suite 211
Key West, FL 33040
Ph: (305) 295-5110
Fax: (305) 295-5105
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M.C.A. Inst. #4403.4
May 16, 2012
Page 5
Enclosure (2)
Monroe County Technical Services
1200 Truman Avenue, Suite 211
Key West, FL 33040
Ph: (305) 295-5110
Fax: (305) 295-5105
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