HomeMy WebLinkAbout102-16 - Res. Amending Res. 56-16 Adding Chapter 16 to County Code Adopting County Cellular Telephone Policy RESOLUTION NO .
AMENDING PERSONNEL POLICY RESOLUTION 5646 BY ADOPTING A MASON
COUNTY CELLULAR TELEPHONE POLICY , AND ADDING CHAPTER 16 TO THE
MASON COUNTY PERSONNEL POLICIES
WHEREAS , Mason County recognizes the need to address the use of cellular
phones and text messaging to conduct the County' s business and its obligations under
the Public Records Act ;
WHEREAS , Information Services drafted and circulated proposed policy to
Elected Officials and Department Heads for review , comments and suggestions ; and
WHEREAS , the Information Services Manager recommended the Mason
County Cellular Telephone policy dated 12 -20 -2016 be adopted .
NOW, THEREFORE , BE IT RESOLVED , the Board of County Commissioners
hereby adds to Chapter 16 of the Mason County Personnel Policies adopting the Mason
County Cellular Telephone Policy ( Chpt . 16 ) as attached .
ADOPTED THISI- day of >? CC Vy\ ' , 2016 .
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY , WASHINGTON
ATTEST :
AW
Terri Jeffreys, . 1 r
M liss re ry , Cle of the Board
Randy eatherlin , Commissioner
APPROVED AS TO FORM
s1� '�
Tim Sheldon , Commissioner
.ram
Timothy White ead ,
Deputy Prosecuting Attorney
C : Elected Officials & Department Heads
MASON COUNTY CELLULAR TELEPHONE POLICY
(Wireless Communications Device Policy)
16 . 1 POLICY
This policy applies to all employees of Mason County, unless otherwise addressed by
a current collective bargaining agreement . Mason County Sheriff' s Office cellular
telephone contracts will remain under their administration and public safety cellular
use policy .
16 . 2 DEFINITIONS
" Cellular Telephones " -This includes , but is not limited to : Mobile devices that can
be used for phone calls and/or texting messages , internet and network features .
" Electronic Files " - Information stored electronically residing on storage media
containing data, images , programs or other information . This includes all files
produced or copied onto County- owned or operated hardware, or files produced or
copied either to or from other information systems on behalf of the County .
" Text Messages " - is the act of composing and sending brief, electronic messages
between two or more mobile phones , or fixed or portable devices over a phone
network .
" Internet" - Refers to connectivity with other agencies , networks and/or services
outside local area networks established and maintained by Mason County .
16 . 3 POLICY FOR COUNTY OWNED CELLULAR PHONES
It is the policy of Mason County to provide employees with efficient, cost effective
telephone communication equipment and services . The purchase and utilization of
cellular telephones shall be limited to the requirement and specification contained in
this policy .
The acquisition of cellular telephones shall be limited to those instances in which
there is a demonstrated need for such equipment to perform essential County business
or to improve safety, increase productivity, increase service to the public , or in
situations in which necessary communications cannot be provided by any other
means . The purchase of cellular telephones shall be subject to approval by the
department head and completed by Mason County Information Services with the
exception of the Mason County Sheriff' s Office who will remain on their individual
12 - 12 - 2016 Page 1
contract for services due to the existing contract ' s efficiencies and cost savings as of
this policy date .
County Information Services Department shall install, service and support cellular
telephones software connected to the County ' s network system . All equipment
purchases , including hardware (phones) or software ( applications) , shall be approved,
in writing, by the department head prior to purchase or installation on to cellular
phone or communications equipment by Information Services . County issued cellular
telephones will be programmed to automatically connect to county internet service
when available .
Additionally, electronic communication equipment purchased and owned by
employees with the intent of using it for County purposes will not be eligible for
County reimbursement or to be placed on the County ' s network system .
16 . 4 USE OF CELLULAR PHONES
Discretion is to be used in discussing confidential information using cellular
communication . Cellular transmissions can be overheard by others . Employees are
responsible for taking reasonable precautions to prevent theft and/or vandalism of
cellular equipment. In an event an employee fails to use reasonable precautions , the
county may require the employee responsible for such cellular telephone to reimburse
the county for the reasonable cost to replace such telephone .
16 . 5 PERSONAL USE
The County recognizes that occasions arise in which personal calls or text messages
need to be made or received on a cellular telephone . However, it is intended that
cellular telephones be used for County business -related purposes . Personal calls and
text messages are to be minimized . Calls or text messages home or to the family, etc . ,
by County staff when required to work extended hours shall be considered business
calls or texts .
Making and receiving personal calls or text messages should be limited . Use of
personal cellular telephones and/or County telephone equipment and services should
not result in additional costs to the County and should not interfere with performance
of official duties or normal business operations . Employees are trusted to exercise
good judgment in both the duration and frequency of such calls and text messages .
The County reserves the right to monitor the billing and use of all County owned
cellular telephones . The County normally does not reimburse employees for calls
made on personal cellular phones .
1242 - 2016 Page 2
16 . 6 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES
If the conditions of this policy are violated by the employee , the department head may
restrict or terminate the use of County owned cellular phone and may result in
disciplinary action up to and including termination ,
16 . 7 RECORDS RETENTION
The County Auditor ' s Office will retain copies of the County cellular telephone
billing records . These billing records must include call history (all numbers called
and text messages) in accordance with the laws set forth by the State of Washington .
Billing records sent to the Auditor ' s Office without the call history will not be paid
and sent back to the department due to lack of information . Text message contents
will be retained the in the same fashion as the County ' s e-mails for both County
owned and Mason County Sheriff' s Office cellular telephones .
ils , electronic files and Internet usage made Cellular phone calls , text messages , e-ma
on County owned phones are subject to the Public Records Act (RCW 42 . 56 ) , and the
Washington Court Rules and specifically General Rules (GR) 22 , 31 and 31 . 1 for
courts . Therefore , there is an extremely narrow scope of expectation of privacy . All
calls and text messages are open to public records requests . Information Services will
provide text message management ; install the application for and storage of text
messages .
16 . 8 SERVICE BILLING
Information Services will manage and administer all County cellular phone contracts
(excluding Sheriff' s Office) to include consolidation into one contract for the County,
service plans , maintenance agreements and upgrades . The retention software will be
purchased and funded by Information Services .
The cellular company will provide Information Services with individual department
statements of monthly services . Information Services will provide individual
department a copy of their monthly statements . Each County department / office will
be responsible for yearly budgeting and Support Services will voucher payment from
the individual departmental budgets .
1242 - 2016 Page 3
The consolidated contract ' s services will be shared by all County owned cellular
telephones and will be subject to review by Information Services of individual ' s
idual ' s usage exceeds the County ' s average usage and an overages fee usage . If indiv
is charged , those individual ' s departments will be responsible for the payment of the
overage fee .
16 . 9 RELATED POLICIES
This Cellular Telephone policy coincides with the following County Personnel
policies .
Chapter 8 — Employee Responsibilities and Conduct Policy
Chapter 12 — Non-Discrimination &Harassment Policy
Chapter 14 — Mason County Electronic Information Acceptable Use Policy
Chapter 15 — Social Media Policy
1242 - 2016 Page 4