Policy 14-1 RADIO & TELEPHONE COMMUNICATIONS



DISTRIBUTION    :    All Departments

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 and related equipment, and use of long distance telephone service.

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

PROCEDURES    :    I.    Radio Communications

A.    Prior to purchase of any radio equipment, the information systems director and electronic maintenance supervisor will approve specifications.  After     approval, the specifications will be forwarded to the purchasing division for review, if required, by the specifications review committee.

B.    It shall be the responsibility of the information systems department, in conjunction with the electronics maintenance division to:

1.    Insure the correct allocation of radio frequencies.
2.    Maintain all radio licenses and insure 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.    Insure 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 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 information systems department.

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 information systems department.

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.    Telephone Communications.

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 systems director.

B.    Individual departments shall be financially responsible for all charges regarding changes to telephone service in their department.

C.    Prior to purchase of telephone sets; the information systems department will be consulted to insure compatibility with city systems.  Upon approval by the information systems director, 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 charge to the office responsible for the call.
2.      It is the responsibility of the Department Director to insure that 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.
 3.      Department Directors shall determine their long distance telephone communications needs and provide the information systems director a list of the persons requiring long distance access. They shall also inform the information systems director when changes occur regarding long distance service.
4.     City staff should dial long distance numbers directly as much as possible, to avoid higher service charges.
5.     Department Directors shall review the need of each of their staff members to use a long distance calling card, and forward to the information systems director a list of those persons. Directors shall also receive a detailed list of specific long distance calls made from telephones within their department.

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 service director.

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 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.    Long distance and minute usage charges 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 cell phones are 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 service division, which shows monthly charges for cell phone usage.  They shall also receive a detailed list of specific charges made from each cell phone in their department.

REFERENCES:    FCC rules and regulations

RECISION:    This policy becomes effective June 14, 2001, and rescinds Administrative Policy 14-1, dated August 15, 1995.

RESPONSIBLE
DEPARTMENT:    Information Systems


______________________
Bill Baker
City Manager

June 14, 2001