CC - Item 7B - Accessibility and Technology Reimbursement Administrative Policy 5 E M e
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ar ICROSEMEAD CITY COUNCIL
STAFF REPORT
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TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BILL R. MANIS, CITY MANAGER/gets
DATE: OCTOBER 24, 2017
SUBJECT: ACCESSIBILITY AND TECHNOLOGY REIMBURSEMENT
ADMINISTRATIVE POLICY (AGENDIZED BY COUNCILMEMBER
ARMENTA)
SUMMARY
This item is presented to the City Council at the request of Councilmember Armenia.
Councilmember Armenia would like to discuss Administrative Policy 30-02: Accessibility and
Technology Reimbursement Policy as it related to provision B.
Provision B — Because these technologies are required to maintain contact with one another, the
City will provide the City Council, the City Manager, Department Heads, and Division Heads an
annual technology reimbursement that includes the following components:
• Once per calendar year, participants will be qualified for a one-time reimbursement
amount of no more than $300 for the purchase of eligible electronic devices. In order to
be eligible for the reimbursement,receipts must be turned in.
• Beginning in the month in which participants sign-up for this program, eligible
employees shall also receive a reimbursement of up to $150 per month for applicable
technology costs such as a voice and data plan. In order to be eligible for the
reimbursement, receipts must be turned in.
STAFF RECOMMENDATION
Discuss and provide direction to staff.
STRATEGIC PLAN IMPACT -None
FISCAL IMPACT - None
PUBLIC NOTICE PROCESS '-
r[EM NUMBER: / 3
City Council Meeting
October 24,2017
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This item has been noticed through the regular agenda notification process.
Prepared by:
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Marc Donohue, City Clerk
Attachment: Administrative Policy 30-02: Accessibility and Technology Reimbursement Policy
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Attachment
Administrative Policy 30-02: Accessibility and Technology
Reimbursement Policy
Policy Number: 30-02
CITY OF ROSEMEAD Date Established: Mav 8, 2007
''y Administrative Policy Manual Date Revised: May 8, 2007
City Manager Approval:
SUBJECT: ACCESSIBILITY AND TECHONOLOGY REIMBURSEMENT POLICY
PURPOSE: To establish an accessibility and technology reimbursement policy for City
Council Members, the City Manager, Department Heads, and Division
Managers.
GENERAL POLICY
Due to the nature of their responsibilities, it is important for the City Council, the City Manager,
Department Heads, and Division Managers to be able to access one another 24-hours a day.
In order for this to occur, these individuals must have the tools that will allow them to be
reached at all times, and as such, it is appropriate that the City provide these individuals with
the appropriate technology to maintain communications.
PROVISIONS
A. To be available 24 hours a day, the City Council, the City Manager, Department
Heads, and Division Heads must have access to certain communications devices that
they may not have otherwise purchased for personal use. Such devices shall include
a cellular phone and access plan, and may also include a personal data assistant or a
portable electronic device capable of receiving and sending messages.
B. Because these technologies are required to maintain contact with one another, the
City will provide the City Council, the City Manager, Department Heads, and Division
Heads an annual technology reimbursement that includes the following components:
Once per calendar year, participants will be qualified for a one-time
reimbursement amount of no more than $300 for the purchase of eligible
electronic devices. In order to he eligible for the reimbursement, receipts must
be turned in.
ii. Beginning in the month in which participants sign-up for this program, eligible
employees shall also receive a reimbursement of up to $150 per month for
applicable technology costs such as a voice and data plan. In order to be
eligible for the reimbursement, receipts must be turned in.
C. To qualify for the technology reimbursement, eligible participants must complete a
self-certification form (Exhibit A).
D. Participants in the program are required to submit copies of all eligible technology-
related receipts to the Finance Department for reconciliation, and all reimbursements
shall be made in a manner consistent with this policy.
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Policy 30-02
Accessibility& Technology Reimbursement Policy
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CITY OF ROSEMEAD
TECHNOLOGY REIMBURSEMENT SELF-CERTIFICATION FORM
Name: Date:
During this upcoming year, the following technologies will be used to remain accessible
to the City Council, the City Manager, and City staff:
(include a brief description of the equipment to be used,purchased, service plans, etc.)
ITEM(S) TO BE PURCHASED
NOTE— $300 MAXIMUM ONE-TIME REIMBURSEMENT AMOUNT FOR THE CALENDAR YEAR. RECEIPTS
MUST BE TURNED IN TO BE ELIGIBLE FOR THIS REIMBURSEMENT.
ESTIMATED MONTHLY REIMBURSEMENT ITEMS & AMOUNTS
NOTE— $150 MAXIMUM MONTHLY REIMBURSEMENT AMOUNT. RECEIPTS MUST BE TURNED IN TO
BE ELIGIBLE FOR THIS REIMBURSEMENT.
THE UNDERSIGNED HEREBY CERTIFIES THAT THEY HAVE READ ADMINISTRATIVE
POLICY NO. 20-03 AND HEREBY STATES THAT REQUESTED EXPENSES FOR
REIMBURSEMENT SHALL FALL WITHIN THE PROVISIONS OF THE POLICY.
FURTHERMORE, THE UNDERSIGNED AGREES TO PROVIDE EXPENSE RECEIPTS
PRIOR TO GETTING REIMBURSED.
Signature Date
City Manager's Signature Date