HomeMy WebLinkAbout04.a. Review Draft Position Paper To Update Board Policy No. BP 009 Cell Phone ReimbursementPage 1 of 4
Item 4.a.
DCENTRALSAN
MEETINGDATE: JANUARY11,2024
BOARD OF DIRECTORS
POSITION PAPER
DRAFT
SUBJECT: REVIEW DRAFT POSITION PAPER TO UPDATE BOARD POLICY (BP) NO.
009 - CELL PHONE REIMBURSEMENT
SUBMITTED BY:
TEJ I O'MALLEY, HUMAN RESOURCES AND
INITIATING DEPARTMENT:
OFFICE OF THE GENERAL MANAGER -
ORGANIZATIONAL DEVELOPMENT HUMAN RESOURCES
MANAGER
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
ISSUE
Board approval is required for any revisions to a Board Policy.
BACKGROUND
BP 009 - Cell Phone Reimbursement has not been revised since 2009 and several revisions are needed
in order to reflect technological changes, current District processes/procedures, and update/delete items
that may be irrelevant.
Specifically, the revisions include:
• A clear distinction between a reimbursement and a stipend as one is non-taxable and other is
taxable.
• Updates to reflect current procedures to begin the reimbursement and the stipend as those are now
handled by two different divisions, Finance and Human Resources respectively.
• Updated terms throughout the document to reflect current technology and ease of reading.
The strikethrough version (Attachment 1) is attached.
This matter was discussed during the Administration Committee on December 5, 2023 and questions
arose of the relevancy of this benefit being outlined in a Board Policy as the Management Group
Memorandum of Understanding (MOU) mandates the benefit. Staff were directed to confirm whether or
not that this benefit needed to be codified in a Board policy. Staff has reviewed the MOU and pursuant to
Section XXV of the MOU, there are no specific details of the benefit, but instead states "employees are
reimbursed for the work -related use of personal cell phones ..... in accordance with Board Policy #009". At
this time, the Board Policy is needed to codify this benefit. During the next round of negotiations, staff will
January 11, 2024 Special ADMIN Committee Meeting Agenda Packet - Page 9 of 32
Page 2 of 4
ensure that details of this benefit are codified into the Management Group MOU and subsequently will
retire the Board policy.
ALTERNATIVES/CONSIDERATIONS
The Board may elect not accept the revisions to BP 009 - Cell Phone Reimbursement.
FINANCIAL IMPACTS
None, as this is a benefit that is already provided via the Unrepresented Resolution and the Management
Group Memorandum of Understanding.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed this matter at its meeting on December 5, 2023 and January 11,
2024 and recommended
RECOMMENDED BOARD ACTION
Approve update BP 009 - Cell Phone Reimbursement.
Strategic Plan Tie -In
GOAL THREE: Workforce Diversity and Development
Strategy 3 - Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive
ATTACHMENTS:
1. Proposed Updated BP 009
January 11, 2024 Special ADMIN Committee Meeting Agenda Packet - Page 10 of 32
Attachment 1
Number: BP 009
Authority: Board of Directors
Effective: December 3, 2009
Revised: December 5, 2023
Reviewed:
Initiating Dept./Div.: Administration
BOARD POLICY
MANAGER. CELL PHONE REIMBURSEMENT POLICY
PURPOSE
To establish a cell phone policy to reimburse Unrepresented Employees and members
of the Management Group apace for the use of their personal cell phone to conduct
District business, with the goal of providing an efficient method of enhancing District
communications and improving productivity, and to facilitate the establishment and
maintenance of a key component of the District communications network in the event of
an emergency.
POLICY
All unrepresented employees and members of the Management Group
Managers be eligible for cell phone stipends and reimbursement in
accordance with the terms of the Unrepresented Resolution and the
Management MOU in effect at the time.
2. B. the employee-MagageF wishes to purchase a smart phone4e-.g-.
BllaGkberry, 'Ph^n^ off;), they will be reimbursed half the cost of the purchase
price of the phone (up to a maximum of $150.) and up to $100 per month for the
m^nthly SeFVi^^ fee
The employee Manager must submit an expense reimbursement request
via Oracle ivi.,^ °^^^„ntin^ with a copy of the receipt for the purchase of
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Page 4 of 4
Number: BP 009
MANAGER —CELL PHONE REIMBURSEMENT POLICY
Page 2 of 2
smart phone., and a copy of their billing statement, which will be kept
1 r r r • •
Employees ""fps may purchase new smart phones not more
frequently than every two years and receive half the purchase price {up to
a maximum of $150).- If, in the interim, the phone is lost or damaged, the
employee MaRager is fully responsible for its replacement.
3. Employees will also be eligible for a stipend of up to a maximum of 100 —dollars
for the monthly service fee for the phone. -The employee must submit a copy of
their billing statement to payroll to begin receiving the stipend. The stipend is
considered taxable income and will be taxed pursuant to the IRS regulations.
��w:........... _
4. The empl 2yge Manager -is responsible for the cost of any technical support on
the cell • •
on use, not IT. it is st )Rded that the ORSUraRGe plan for the phORe
be pUrGhased-.
5. The department DireGtnr mi ISt notify the annrenriate dena*nents within throe
e
s status that would affeGt their eligibility to
nnntini ie to renei"e a hell phone allewanne.The employee MaRager must notify
the District Ginn an agreement iNith the District stating that they will he
reimh. ircerJ mnnthl" through payroll, onrJ Will nn+ifi, the dis+rir+t immediately if the
service agreement is terminated and/or the phone is no longer being utilized for
District business.
6. The employee must secure all access to any District information (email, text
messages, etc.) in case of It is n ren11� �irement to set i p a password to hlnnL
IL —aEceSS to the email arrni mt should the phone being lost or stolen.
7. Seftware required fer twe_way s"nr+hrenizatinn between GFE) pwise and the
smart phone will he paid annually by the District+.Additional long-distance
business -related calls will be reimbursed through petty cash.
January 11, 2024 Special ADMIN Committee Meeting Agenda Packet - Page 12 of 32