Administrative Policy 14-1 Radio and Telephone Communications

SUBJECT : Radio and Telephone Communications

PURPOSE : To establish procedures for the purchase and the use of two-way radios, establishing/changing telephone service, acquisition of telephones, cell phones and related equipment, and use of long distance telephone service.

BACKGROUND : Radio and telecommunications devices are used extensively by city employees and as an integral part of their duties. A written policy is needed to effectively manage our two-way radio systems, telephone systems, and cell phone systems to ensure compatibility, proper accountability and maximum effectiveness of our resources.

PROCEDURES : I. Radio Communications

A. Prior to purchase of any radio equipment, the electronic maintenance superintendent will approve specifications. After approval, the specifications will be forwarded to the purchasing agent in the Financial Services Division for review, and if required, by the specifications review committee.

B. It shall be the responsibility of the Electronics Maintenance Division to:

1. Ensure the correct allocation of radio frequencies.

2. Maintain all radio licenses and ensure renewal requests are submitted in a timely manner.

3. Monitor radio frequency usage and make recommendations regarding the need for additional frequencies and when frequency use is in excess of nationally recommended standards.

4. Maintain equipment repair documentation.

5. Ensure all radios are calibrated in accordance with FFC Title 47 (part 80 to end), and prepare required documentation.

C. In accordance with FCC regulations, each repeater base station shall be equipped with an automatic station identifier, giving the station identification within such time frame as established by FCC guidelines.

D. Radio transmissions may be monitored and recorded by the Electronic Maintenance Division or Dispatch.

E. Each department shall have a list of users and the unit identification numbers used within the department. The list should be updated as changes occur and provided to the Electronic Maintenance Division.

F. All radio transmissions shall be in accordance with FCC regulations and standards set by the Radio Advisory Boards of the International Association of Fire Chiefs of Police, International Association of Public Safety Communications Operators.

II. Telecommunications.

A. Requests for changes in telephone service, such as adding or removing telephone lines or changes in line features shall be submitted to the information technology supervisor.

B. Individual departments shall be financially responsible for all charges regarding changes to telephone service in their department, including monthly fees and long distance charges.

C. Prior to purchase of telephone sets, the information technology supervisor will be consulted to ensure compatibility with city systems. Upon approval by the information technology supervisor, the requesting department will be responsible for acquisition of the hardware using established purchasing procedures.

D. The following policies and procedures apply to long distance telephone service:

1. Long distance calls, which are billed to the City, will be charged to the division responsible for the call.

2. Each department shall receive a monthly statement from the Financial Services Division, which shows monthly charges for each division.

3. It is the responsibility of the Department Director to ensure those personnel within their department are aware that telephones are provided for the purpose of conducting official business and any abuse of the telephone policy will be considered grounds for disciplinary action.

III. Cell Phone Communications

A. Request for changes in cell phone service, such as adding or revising cell phones, changing names associated with cell phone, or changing features shall be submitted to the information technology supervisor.

B. Individual departments shall be financially responsible for all charges regarding cell phone service in their department.

C. No cell phone service will be authorized that is outside the scope of the City of Lawton contract for cell phone service.

D. The following policies apply to use of cell phones.

1. Hand held cell phone calls, with either the City provided cell phone or employee personal cell phone, will not be made, nor received, while operating any City of Lawton vehicle or equipment. Hands free operation is permissible. Violation of this policy will be cause for disciplinary action.

2. The cellular monthly fee, long distance, and minute usage charges above the contracted usage will be billed to the cell number making the call.

3. It is the responsibility of the Department Director to ensure that the personnel within their department are aware that any city issued cell phone is provided for the purpose of conducting official business and any abuse of the cell phone policy will be considered grounds for disciplinary action.

4. Each department shall receive a monthly statement from the Financial Services Division, which shows monthly charges for cell phone usage.

5. Employees may, upon personal preference, receive work related calls (i.e. job assignment, job location, schedule, project/status update, etc.) and/or, if preferred and approved by the department director, sync with the city's MSExchange mail server to receive city emails on their personal cell phones. If an employee chooses to not receive work related calls or city emails on their personal cell phones, they must provide a written statement to their supervisor with a copy to the human resources director and the information technology supervisor stating their preference. Employees will not be compensated for their preference to use their personal cell phone for business communication.

6. Unless authorized in writing by their department director, non-exempt employees shall not utilize any city-issued cell phone or personal cell phone to conduct city business while off duty.

REFERENCES: FCC rules and regulations

RECISSION: This policy becomes effective April 19, 2016, and rescinds Administrative Policy 14-1, dated June 15, 2001.

RESPONSIBLE

DEPARTMENT: Administrative Services, Information Technology Division and Public Works Department, Electronic Maintenance Division.

______________________

Jerry Ihler

City Manager

4/5/16

 Added, June 14, 2001) (revised April 05, 2016