CC - Item 8A - Accessibility and Technology Reimbursement Administrative PolicyROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BILL R. MANIS, CITY MANAGER���"
DATE: DECEMBER 12, 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 Armenta.
Councilmember Armenta 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.
This item was presented to City Council on October 24, 2017. Per City Council direction, staff
surveyed what other agencies provide for cell phone and device reimbursement. The survey
results are attached.
Many cities and agencies do not provide both cell phone reimbursements and device
reimbursements. On average, other agencies provide $50-100 per month. Very few entities
provide a device reimbursement. Of the few that provide a device reimbursement, the amount
ITEM NUMBER: ('
City Council Meeting
December 12, 2017
Page 2 of 2
ranges from $100 to $325 every two years. Based on these results, our current written policy of
reimbursing $300 every year is more than what other agencies are providing.
Staff also surveyed the estimated cost of a new cell phone. The retail price of a phone was used
to ensure equal pricing from all providers. The average cost of a new phone from the larger cell
phone providers include:
Apple iPhone* Samsung Galaxy**
Verizon $ 633.74 $ 674.40
AT&T $ 633.74 $ 676.99
Sprint $ 646.24 $ 619.00
T -Mobile $ 643.74 $ 707.50
*Average retail price of iPhone (X, 8 Plus, 8, 7 Plus, 7, 6S Plus, 6S, and SE at lowest GB available)
**Average retail price of Galaxy (Note 8, 58+, S8, S7, and R at the lowest GB available)
Based on the results of both surveys, and the City Council discussion at the meeting on October
24, 2017, some options to discuss are listed below.
Continue the monthly reimbursement of up to $150 and increase
technology device reimbursement to $600 every two calendar years.
Continue the monthly reimbursement of up to $150 and increase
technology device reimbursement to $650 every two calendar years.
Make no changes to the current Administrative policy.
STAFF RECOMMENDATION
Discuss and provide direction to staff.
STRATEGIC PLAN IMPACT - None
FISCAL IMPACT - None
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared by.
Brad McKinney, Assistant city Manager
the annual $300 for
the annual $300 for
Attachment A: Administrative Policy 30-02: Accessibility and Technology Reimbursement
Policy
Attachment B: Survey results
Attachment A
Administrative Policy 30-02: Accessibility and Technology
Reimbursement Policy
r F Policy Number: 30-02
CITY OF ROSEMEAD Date Established: May 8, 2007
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 be 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.
Page 1 of 2
Page 2 of 2
Policy 30-02
Accessibility & Technology Reimbursement Policy
Name:
CITY OF ROSEMEAD
TECHNOLOGY REIMBURSEMENT SELF -CERTIFICATION FORM
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 INTO
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
Attachment B
Survey Results
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