Title
Resolution Modifying The City's Personnel System Policy (PSP) To Update The Appointed City Officials And Other Housekeeping Items
Summary
Description of Topic: (who, what, where, when, why and how much)
There is a need to modify the PSP to update the additional appointed city officials and for other housekeeping items on Leaves of Absence, Safety and Computer Use.
Budgetary Impact: N/A
Non-Capital Item:
____ Budgeted under account #_______________ (discussion item)
____ Not budgeted, requesting transfer of $__________ from Account #______________ to Account #_____________.**Request to Transfer Departmental Budget Dollars form must be attached**
____ Not budgeted requiring increase to account #___________ in the amount of $____________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital - Departmental **Capital Purchase Worksheet form must be attached**
____ Budgeted under account #______________ for $_________ and described in budget as ________________________. Additional amount needed, if any: Increase in budget of $_________ OR, transfer of $________ from Account #____________ to Account #_____________**Request to Increase OR Request toTransfer Departmental Budget Dollars form must be attached**
____ Not Budgeted - account #____________ requires budget increase of $_____________.**Request to Increase Departmental Budget Dollars form must be attached**
Capital Project - **If requesting to start a project, a Capital Project Worksheet form must be attached**
In current year Capital Projects Plan:
_____ Yes, described as __________________________, planned amount $___________, requesting $_________ as total project estimate, including contingencies, under account #_________________
_____ No, requesting $___________ as total project estimate, including contingencies, under account #____________________.
_____ No, requesting an increase of $___________ to an already approved project titled ________________________ that is being tracked under Account No. ___________________.
Body
WHEREAS, There is a need to modify the City's Personnel System Policy (PSP) to update sections on appointed city officials and other housekeeping items on Leaves of Absence, Safety and Computer Use.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: Adds the following modifications to the City's Personnel System Policy (PSP) as shown below.
Section 1.2: Coverage of the PSP.
(4). Appointed City Officials. The following City officials shall be appointed by the City Council: City Clerk, Finance Director/City Treasurer, Police Chief, Fire Chief, Executive Director of General Government/Administration, HR Director, City Engineer, City Prosecutor, City Planner/Building Official, Executive Director of Leisure Services, Executive Director of Public Safety, and Executive Director of Infrastructure and Development. Unless designated otherwise by the City Council, these appointed official positions are full-time positions. These officials are covered under the PSP and are eligible for benefits as described in the PSP. These appointed officials shall, after appointment, have a term of office that shall continue until the next general election and thereafter until a successor is elected by the City Council and qualified.
Section 3.7: Leaves of Absence, Holidays and Attendance.
(9). Family Medical and Servicemember Leave Policy
FMLA and Workers' Compensation Interaction. If an employee's on-the-job accident causes him/her to suffer from an FMLA serious health condition requiring the employee to miss work while under a doctor's care, the City will also designate the time off as FMLA leave. If the employee receives workers' compensation benefits from the City's workers' compensation insurer, the employee cannot receive any other accrued paid leave that is normally made available for use during FMLA leave (e.g., vacation, sick leave).
Section 5.3: Safety
(3). Reporting Work-Related Damage To Personal Items. The City will reimburse or replace certain types of personal items if the item is needed in order for the employee to perform their job duties, and if the damage is directly related to work performed. Employees may wear other personal items not needed for their job at their own risk. Supervisors or Department Heads will determine what other personal items are acceptable to wear on the job.
The following items will be considered for reimbursement (this is not an all-inclusive list): prescription glasses, sunglasses (for employees working outside), hearing aids, and other medical devices.
In case of any damage to personal items, the employee(s) shall notify his or her Supervisor or Department Head. If it is determined that reimbursement is warranted, the Supervisor or Department Head should issue a requisition for purchase order, or submit a written request to Accounts Payable if under $250. Backup documentation must be submitted providing the cost of the personal item(s). Reimbursement expenses should be charged to the departmental Miscellaneous Expense account.
Section 5.4: Computer Use.
(1). General Computer Use. In conducting City business, the City relies on communication technologies, the internet, and various electronic devices and computer applications to access information necessary to effectively perform City work and serve our citizens. These technologies are the property of the City and are intended only for business use. Only software approved by the City may be installed on City computers, and no City software may be copied or used in a manner that would violate the City’s software licenses. Employees shall not have rights or permissions to install, uninstall, or modify applications without the approval of the Information Technology Department.
Employees shall not use City communication equipment, computer systems, or communication methods, including e-mail, to communicate any information (including words, pictures, cartoons, etc.) that could be construed as a violation of our Equal Employment Opportunity/Harassment Policy as outlined in section 2.3 of the PSP. The City of Foley strives to have a workplace that is free of harassment and is sensitive to the diversity of our employees. Therefore, we do not allow employees to use electronic devices and electronic communications in ways that are disruptive, offensive to others, or harmful to morale. Employees who violate our policy on the use of City computers and other communication systems are subject to discipline, up to and including dismissal.
(2). Safety and Security. Employees have no personal right to privacy with respect to the City’s internet access, e-mail, data stored on City-owned electronic devices, or information obtained on the internet. The City may review, audit, and download e-mail messages and web browsing content that employees send and/or receive. Sending or receiving personal e-mail messages or using the internet for personal use should be kept to a minimum.
Appropriate measures must be taken when using electronic devices to control the confidentiality, integrity, and availability of sensitive information, including personally identifiable information (PII), and to ensure that access to sensitive information is restricted to authorized users. These measures should include locking the screen of any electronic device when it is not attended and requiring some form of password, PIN, pattern, or biometric scan to unlock it. Passwords should never be shared with anyone else and, if written down, should never be left in an accessible location. Any lost or stolen devices, whether personal or issued by the City, if they store City data or have accounts that are logged into City-owned applications, must be reported immediately to the IT Department. Storing or accessing City data on personal devices is strongly discouraged.
Regular application of security patches is critical to the safety and reliability of the City’s technology infrastructure. The IT Department manages the patches and monitors the network during their deployment, but employees are responsible for accepting the updates and rebooting their devices in a timely manner.
All information that could be considered proprietary or essential to City operations should be saved to a server or device that is regularly backed up and protected from environmental and cyber disasters. In that same regard, any personal data (music, pictures, etc.) that is not essential to City operations should not be saved on the servers, as that would qualify as misuse of the City’s technology resources. Any employee that is unsure of where to store information should consult with their supervisor and/or a member of the IT Department.
Access to an e-mail account, use of electronic devices, and network access credentials are examples of privileges which may, by the authority and at the discretion of the IT Department, be restricted or removed if an employee fails to adequately participate in the City’s cybersecurity training or demonstrates a disregard for proper technology safety and security practices.
(3). Remote Work. During circumstances in which remote work has been approved by the City leadership and the Human Resources Department, employees should consult with the IT Department regarding removal of any computer equipment from City property and/or how to safely access City data from outside of the City network.
(4). Social Media Communications. During non-working time or when City employees are away from work, many choose to engage in personal communications with co-workers and others using computers and other communication devices. For example, an employee might communicate with a co-worker, a friend or a family member on a social networking website (such as Facebook, MySpace, or LinkedIn), via “instant or text messaging,” via e-mail, or by posting information on a blog, etc. (called “Social Media Communication”).
The City recognizes the growing importance of Social Media Communications and respects City employees’ right to use these media during their personal time. However, the use of City computers for Social Media Communications is subject to our policy on Computer Use in Section 5.4(1) above. Social Media Communication on City computers for personal reasons must be kept to a minimum.
The City does not seek to interfere with employees’ Social Media Communications during non-working time utilizing personal communications devices. The City does not access or monitor these communications in any manner. However, you should be aware that your personal Social Media Communications could, one day, be brought to the attention of a co-worker, a supervisor, a Department Head or an Appointed City Official. Even though you may have considered your communication to be a private personal communication, if the other person(s) with whom you chose to communicate (via Facebook, text message or e-mail, for example) choose to share your communication with others, and your communication is brought to the attention of the City, the City reserves the right to take whatever action the City deems appropriate if the content of your communication violates City policies or rules of conduct, including taking disciplinary action. For example, if a supervisor includes a sexist or racial comment about a City employee in a Social Media Communication, and that comment is brought to the attention of the City, the City reserves the right to take whatever disciplinary action the City deems appropriate, up to and including dismissal. Another example: if an employee engages in Social Media Communication with a co-worker in a manner that violates our Equal Employment Opportunity/Harassment Policy, and the communication is brought to the attention of the City, the City reserves the right to take whatever action the City deems appropriate, including disciplinary action up to and including dismissal.
In summary, please keep in mind that, when you communicate with others via Social Media Communication, your communication can be recorded or printed or otherwise memorialized by the persons to whom you sent the communication and later shown or “published” to other people with whom you had no intention of sharing your communication. If your communication is brought to the City’s attention, and the communication warrants disciplinary or other appropriate action for a violation of City policies or rules, the City has the right to take such action even if you did not intend to share your communication.
SECTION 2: This Resolution shall become effective immediately upon its adoption as required by law.