New City Policies

The Beavercreek City Council has completed their review of City policies for the governing of purchases of equipment, materials, supplies and services. During the Council meeting on March 26, 2007, Council approved the following policies for purchasing, petty cash, travel and investment:

Purchasing Policy

The City of Beavercreek considers the expenditure of funds to be an important responsibility and requires all persons involved with the purchase of goods or services to exercise good judgment in spending taxpayer’s money.

While City Council has legal authority to purchase all materials, supplies, services and equipment, they have delegated the purchasing function to the City Manager. This policy is to maintain a decentralized purchasing process, which shall be monitored by the City Manager.

Each department head and/or authorized division head within this decentralized purchasing function shall be responsible for the function of procurement of suitable materials, supplies, equipment and services for their department.

In all such cases, the issuing of purchase orders, record keeping, and payment shall channel through the accounting office of the Finance Department in order that the proper purchasing records may be maintained.

Petty Cash Policy

The Petty Cash Fund Policy has been created to provide guidelines for the appropriate establishment, use, and accountability of such funds. Procedures have been established to encourage effective administration and internal control of cash handling operations throughout the City.

The majority of petty cash funds are established to enable departments to make small, emergency purchases where a purchase order is not cost effective. Other uses include the establishment of change funds for departments that collect cash receipts on behalf of the City and require change to appropriately complete the cash transactions. Expenditures must meet the legal requirements of City funds and may not be used to circumvent current purchasing procedures.

Any individual handling City petty cash is responsible to the City of Beavercreek for proper security and accountability. Due to the personal liability involved in performing cash handling functions, it is important that only authorized employees handle monies for City business. Employees are required to appropriately safeguard, account for and document all cash maintained on behalf of the City. The cash should be maintained in a secure, locked device or some other location appropriately approved by the Finance Department.

Travel Policy

The policy was developed to serve as a guide for those who travel on City business in determining expenses which the City will reimburse. The purpose of this policy is to define authorized reimbursable expenses incurred in travel on City business and to control the expenditure and reimbursement of such expenses. Elected officials, commission members, and all other employees of the City of Beavercreek who are required to travel on City business shall be reimbursed for expenses incurred in accordance with the provisions of this policy.

The City Manager must approve prior to and in advance, all requests for reimbursement of expenses incurred in travel on City business.

Investment Policy

This policy gives the City Manager the authority to make investments on behalf of the City to achieve the best return for the portfolio given the prevailing market conditions at the time the investment is made.

The above policies were created to ensure that the administration and internal control of purchasing, petty cash, travel and investments are strictly followed guidelines in the expenditure of City funds.

These new policies have been approved and will go into effect immediately.

Employees found to be abusing any of these policies may be subject to disciplinary action.

Other policies are listed below. Click the link for more information.

If you would like a copy of any of these new policies, please click the links below. Copies are also available at City Hall, 1368 Research Park Drive, Beavercreek, OH 45432.

Telephone and Fax Machine Usage Policy

Cellular Phone Usage Policy

E-mail and Other Electronic Telecommunications Policy

PDF Version

CITY OF BEAVERCREEK
PETTY CASH POLICY

PURPOSE:

SUMMARY:

The majority of petty cash funds are established to enable departments to make small, emergency purchases where a purchase order is not cost effective or a credit card can be used. Other uses include the establishment of change funds for departments that collect cash receipts on behalf of the City and require change to appropriately complete the cash transactions. The amount of the petty cash fund is established at the time the fund is approved. Expenditures must meet the legal requirements of City funds and may not be used to circumvent current purchasing procedures.

APPLICABILITY

This policy is applicable to every City department involved in handling any City cash. Employees with any type of cash handling function are required to be familiar with the requirements of this policy.

RESPONSIBILITY

The Beavercreek City Council has the authority and responsibility for establishing a resolution for policies and procedures for all cash handling activities. In carrying out these policies and procedures, the City Manager and/or his designee is responsible for:

· Enforcing policies and procedures governing the receipt, handling, custody, and disbursement of funds.

· Requiring the establishment and maintenance of records accounting for funds received and paid by the City.

· Performing periodic audits of departments with cash handling operations.

· Establishing and authorizing banking depositories to be used for City funds.

· Establishing and authorizing procedures for granting, maintaining, and terminating departmental petty cash funds.

· Reconciling all petty cash funds on an as needed basis.

SEGREGATION OF DUTIES

Cash handling operations must be subject to daily supervisory review and management. To minimize the potential for mistakes or misappropriation of cash, the segregation of cash handling duties is recommended. The duties of collecting cash, maintaining documentation, preparing deposits, and reconciling records should be separated among different individuals. In departments where the separation of duties is not feasible, strict individual accountability and thorough management supervision and review is required.

SAFEKEEPING

Departments handling cash are responsible for the safekeeping of these City assets. Physical security should be emphasized to every employee involved in cash handling. The following general guidelines should be followed to help maintain the integrity of those areas handling cash:

· Unauthorized persons are not allowed in areas where cash is handled.

· Doors should be locked at all times in areas where cash is handled. Safe doors should be kept closed during working hours and locked at times when it is not necessary to be in and out of the safe.

· Large sums of cash should be counted and handled out of sight of the general public.

· Individuals should keep working funds to a minimum at all times. Excess funds should be in a locked device or deposited in Finance Department.

· Cash should never be unattended. This applies to cash boxes and desk tops. If an employee leaves his or her work station for any reason, regardless of how briefly, cash must be appropriately secured in a locked place.

· For overnight storage and during other periods when cash is not being used, it should be kept in a safekeeping device, either a safe or locked container.

· Under no circumstances should an individual keep City cash with their own personal funds, deposit City funds in a personal bank account or take City funds to one’s home for safekeeping.

· Employees found to be abusing the petty cash policy may be subject to disciplinary action.

PETTY CASH GUIDELINES

· Adequate receipts and documentation must be maintained to support all transactions made from the Petty Cash Fund.

· Expenditures must meet the legal requirements attached to the source of City funds used to establish the account.

· The petty cash fund may not be used to circumvent City purchasing procedures.

· A petty cash fund or custodian may be revoked at the discretion of the City Manager.

· No one single item purchased with petty cash may exceed twenty-five ($25).

· Incremental purchasing (splitting one large purchase into several small purchases) is not allowed.

· Employees using petty cash funds are responsible for providing tax exempt certificates to vendors who do not already have them.

· These tax exempt certificates may be obtained from the Finance Department.

UNALLOWABLE EXPENSES

· See Purchasing Policy and Travel Policy.

ESTABLISHING A PETTY CASH FUND

· A petty cash fund may be established by a request from the department head and approved by the City Manager. The request should specify the general purpose of the fund, the amount of the fund, the source of funding, the physical location of the fund, how the fund will be secured during business and non-business hours, and the name and title of the fund custodian. Documentation stating why other purchasing procedures are not appropriate should be attached to the request.

· Forward the petty cash form to the Finance Office.

· Once the form has been reviewed and approved by the City Manager, a check will be issued to the custodian to establish a petty cash fund.

· The petty cash fund custodian will be notified when the check is available for pick-up.

· The size of the petty cash fund should be contingent on the nature of departmental needs, not to exceed $500, unless specifically approved by the City Manager.

· Each petty cash fund should have a designated fund custodian. The custodian is accountable for the petty cash until another person is officially designated as the new custodian or until the fund is closed.

DUTIES OF PETTY CASH CUSTODIAN

Each petty cash fund established is specifically assigned to one individual who is designated as the fund custodian. This individual should have exclusive access to and control of the fund. In carrying out the duties assigned, it is the custodian’s responsibility to understand and follow the procedures below:

1. Petty cash funds must be properly safeguarded. The custodian is personally responsible at all times for the appropriate and adequate safekeeping of these funds. The money should be kept in a secured, locked location and should never be commingled with an individual’s personal funds or any other City funds. Only the custodian and the Finance Director should have access to the keys or safe combination.

2. The custodian is responsible for keeping accurate records of the fund. Each time monies are withdrawn from the fund, a petty cash form should be appropriately completed. This form shows the amount withdrawn, the individual who has been given the money, the purpose, the date, a signature of the individual who has the money, signature of the person’s department head, and custodian approval.

3. Once the purchase has been completed, the individual should return the paid sales receipt and any change to the custodian. The petty cash receipt form should be attached to the sales receipt and maintained in the safekeeping area for proper accountability of the funds. Please note, the sales receipt should always include the vendor’s name. Adding machine tapes and scrap pieces of paper will not be accepted as proper documentation.

4. Custodians are required to reconcile daily, weekly, or monthly, or as needed, depending upon the amount of activity involved and the dollar amount of the fund.

5. When balancing the fund, the following steps should be taken:

a. Count the cash on hand.

b. Total the receipts on hand.

c. Add replenishments in transit.

d. The total petty cash (cash on hand, receipts on hand, and replenishments in transit) should equal the total original balance of the fund.

e. The difference is either a shortage or overage and should be made up or returned when the fund is replenished, after following the proper guidelines.

6. The custodian shall maintain appropriate records on a daily basis, as this petty cash fund is subject to audits, at all times, by the Finance Department and State Auditors.

7. The custodian will be personally accountable for the petty cash fund until all of the funds and/or receipts have been submitted to the Finance Department and the fund closed. Employees found to be abusing the petty cash policy may be subject to disciplinary action.

8. To change the custodian on a departmental petty cash fund, the Finance Director should submit a memo to the City Manager stating the reason for the change and the City Manager must authorize this change.

9. Departments are required to replenish the fund by forwarding the outstanding receipts to the Finance Department. At that time, the receipts will be audited, expenditures will be recorded, and a check will be issued to the custodian for the amount of the receipts.

10. Petty cash funds are subject to unannounced physical counts or audits by the Finance Director. If it is determined that a petty cash fund is being misused or improperly reconciled, the fund may be closed.

CLOSING A PETTY CASH FUND

If it is determined that an existing petty cash fund is no longer needed, the custodian must close the fund. The remaining cash and all receipts should be taken to the Finance Office for deposit. The appropriate account number can be obtained from the Finance Department before the deposit is made. Supporting documentation will be forwarded to the Finance Office for reconciliation.

OVERAGES AND SHORTAGES

Both overages and shortages should be noted and tracked by the custodian and then reviewed and certified by the Finance Director. Significant amounts should be immediately reported to the Finance Director and the City Manager. If there appears to be a growing pattern or anything unusual or strange about the overages and shortages, that information must be disclosed immediately to the City Manager. Employee found to be abusing the petty cash fund may be subject to disciplinary action.

PETTY CASH REIMBURSEMENTS

1. The Finance Department maintains a petty cash fund from which reimbursement can be made to City employees for miscellaneous purchases or for expenses incurred on the City’s behalf.

2. Petty cash reimbursements are limited to $25 or less, items in excess of $25 must be processed using the purchasing procedures outlined in the Purchasing Policy. The practice of processing several Petty Cash Vouchers to the same employee for reimbursement of expenses incurred for a single purpose, the total of which exceeds the $25 limit (pyramiding) is prohibited.

3. Since the City is a tax-exempt entity, petty cash reimbursements will not be made for Ohio sales tax charged on the purchase of goods, except when it is unavoidable and approved by the City Manager. Tax paid on meals and lodging while traveling on official City business is reimbursable, provided the total cost is within the allowable amount.

4. A request for a petty cash reimbursement must be made on a Petty Cash Voucher and requires the signature of the initiator. An original receipt and/or invoice for each expenditure must be attached to the voucher.

5. When the basis for reimbursement is not self-evident, a justification or explanation must be provided on the Petty Cash Voucher. The lack of an explanation may in itself be sufficient basis for rejection of the transaction.

6. Expenses reimbursed through petty cash must meet every test applied to purchases and payments that follow the more formal processes contained in the reimbursement policy. Accordingly, reimbursement for gifts, donations or personal expenses is not permitted.

7. The Petty Cash Voucher may not be used to pay any individual for personal services.

8. Petty cash will be disbursed at the time a request is submitted in person. At the time of cash disbursement, the signature of the person picking up cash is required on the Petty Cash Voucher, verifying receipt of cash from the Finance Department.

PDF Version

PURCHASING POLICY

INTRODUCTION

The City of Beavercreek considers the expenditure of funds to be an important responsibility and requires all persons involved with the purchase of goods, or services to exercise good judgment in spending taxpayer’s money.

SCOPE OF AUTHORITY

The City Council is responsible for the expenditure of all City funds. The City Council is responsible for adopting City Ordinances governing the purchases of equipment, materials and supplies and services for the City. The City Manager is required to formulate purchasing policies and procedures that are in compliance with applicable Federal and State law, the City Charter, City Ordinance and overall City Policy.

While City Council has legal authority to purchase all materials, supplies, services and equipment, they may and have delegated the purchasing function to the City Manager who in turn may delegate the responsibility to his designee. The current policy of the City is to maintain a decentralized purchasing process, which shall be monitored by the City Manager.

In all such cases, the issuing of purchase orders, record keeping, and payments shall channel through the accounting office of the Finance Department in order that the proper purchasing records may be maintained.

OBJECTIVES

1. The City Manager will facilitate effective purchasing by offering assistance to all departments with all purchases.

2. The purchasing system includes budget controls that insure that only individuals with budget authority initiate purchases and, when appropriate, that they seek competitive bids.

PURCHASING APPROVAL REQUIREMENTS

In order to provide appropriate financial control over the expenditure of City funds, a system of approval levels has been established. Observe the following approval levels in placing orders:

1. Operating budget purchases under $100 require only appropriate departmental approval.

2. Operating budget purchases over $100 require department head/City Manager approval.

3. The City Manager shall direct the Director of Finance to certify that sufficient funds for the purchase are available.

4. The City Manager shall sign and approve the purchase order as the delegated Purchasing Agent.

5. Unless otherwise provided, all purchases involving the expenditure of $500 up to $5,000 shall be made after attempting to secure at least three (3) verbal quotes. The verbal quotes that are received should be attached to the appropriate purchase requisition along with an explanation of why a particular vendor was chosen.

6. All purchases involving the expenditure of $5,001 up to $25,000 shall be made after attempting to secure at least three (3) written quotes. The written quotes received should be attached to the appropriate purchase requisition along with an explanation of why a particular vendor was chosen. If for any reason three (3) written quotes cannot be obtained, a written explanation illustrating the reason should be attached to the purchase requisition.

7. All purchases involving the expenditure of over $25,000 should be obtained by using sealed bids after review by the Finance Director and before forwarding to the City Manager.

8. Budgeted capital acquisitions require the approval of the department head and reviewed by the Finance Director before forwarding to the City Manager.

9. Copies of all unsuccessful bids should accompany purchase requisitions.

10. Computer equipment and software purchases require the approval of the City Manager prior to their processing.

11. Contracts for equipment lease or rental require budget approval, and must be processed through the Finance Department.

12. The City Manager is the only person authorized to commit the City to expenditures and contractual obligations.

13. Employees found to be abusing the purchasing policy may be subject to disciplinary action.

HOW TO ORDER MATERIALS AND EQUIPMENT

Purchasing starts with the need that develops in a department. This need for materials, supplies and equipment is satisfied and expressed in the form of a purchase requisition. This need must not wait until an emergency exists because of failure to plan properly. The department must anticipate far enough in advance to allow ample time for its proper procurement.

1. Vendor Selection – Before selecting a supplier, please check to see if the vendor you want to use has done business with the City before. A list of such vendors is available from the Finance Department. If the vendor is not listed, please coordinate with the supplier and the Finance Department to insure that before making the purchase the City has information necessary to process payment. The Finance Department will assist with this information, if requested.

2. Procurement Value Table – The following table shows the different methods for acquiring goods and services. Explanations of each category follow:

Dollar Value	Petty Cash	Check Request	Purchase Order
Less than $25	Recommended	Not Recommended	Not Recommended
$25 to $100	Not Available	Required	Not Recommended
$100 and above	Not Available	Required	Required

FOR PURCHASES LESS THAN $25.00 IN VALUE:

A Petty Cash Purchase is one that can be made for up to $25. Where possible, purchases of $25 or less should be made from petty cash fund. Only operating funds will be allowed to have petty cash accounts. All other funds will utilize the purchase requisition method of procurement of items below $25. This petty cash fund will be under the direct control of the Finance Director.

The City gives you two ways to procure items totaling $25 or less.

Use your own cash or credit card, then to receive reimbursement:

Submit the original sales slip with a Petty Cash Voucher to the Finance Department. All petty cash slips must be approved by the head of the department.

Splitting of invoices by making two cash disbursements for purchases over $25 will not be permitted unless approved by the Finance Director.

If a department uses a particular supplier many times during the course of the year for small dollar purchases, a Blanket Purchase Order may be the best means of conducting business. Contact the Finance Department to discuss your options.

Between $25 and $500 – many suppliers allow the City to charge the purchase to a City account. In these situations, the supplier provides an invoice to the City.

PURCHASE ORDERS – There are three reasons for using Purchase Orders. One is to control the acquisition of goods and services when cost is a primary consideration. Another is to create an encumbrance that will help manage the departmental budget. Finally, when using a Purchase Requisition, everyone involved in the purchase cycle can track the order by referring to the purchase order.

To use a Purchase Order, fill out a Purchase Order Requisition and forward it to the Finance Department if it is greater than $100. The Finance Department generates the Purchase Order and sends it back to the department, either electronically or inter-office mail.

Use the following steps when processing a purchase requisition for goods and services:

1. A Purchase Order will not be issued unless an unencumbered balance exists in the appropriate account that is equal to or greater than the amount of purchase requested.

2. Prepare a Purchase Order Requisition: Complete as much of the form as possible with particular emphasis on providing the correct budget number information requested.

3. Forward the completed form to the Finance Department: Be certain to include as much information as possible. Catalog number(s), description of item(s), color, grade (if applicable), costs and vendor terms should be noted on each requisition.

4. Estimated prices are to be entered on the requisition when actual costs are not known.

5. Enter a date wanted (delivery date) on each requisition: Please specify a date. ASAP, RUSH, IMMEDIATELY are usually ineffective. Bear in mind that some requisitions based on dollar value must enter the competitive quotation process while others may require approval of the City Manager.

6. To insure a requisition is processed as quickly as possible, attach all appropriate signatures BEFORE forwarding to the Finance office.

7. Include any bid documents with the requisition.

8. The Accounts Payable Clerk shall examine all requisitions and shall have the authority to revise the account code charged and to return requisitions not properly completed. Requisitions should be prepared far enough in advance of the date that material will be used to enable the Finance Department to encumber the amounts and issue the purchase order.

9. If there are insufficient funds within the account to support the amount requested, the requisition will be returned to the department for further review.

The requisitioner receives a copy of the Purchase Order after it has been prepared. This copy contains all the order specifics as stated on your requisition including the ship to and accounting information. Please review this information carefully.

SPECIAL TYPES OF PURCHASE ORDERS

Blanket Purchase Order

The City of Beavercreek purchasing system is designed to provide you with a mechanism to track multiple small dollar purchases, contracts or maintenance agreements with a particular supplier charge to multiple budget numbers. By using a Blanket Purchase Order, you will create a mechanism to track the actual dollar volume you have done with a supplier over the term of the Purchase Order.

Blanket Purchase Orders are used for small, routine or normal operating supply purchases. At the beginning of each calendar year, Blanket Purchase Orders are issued to vendors based on the department’s requests and prior year’s usage patterns. Items which may not be purchased with a Blanket Purchase Order include: furniture, computer hardware/software, publications, subscriptions, memberships, and capital equipment.

The supplier will send all invoices against these orders directly to you. This is an important step in the processing of payments against a Blanket Purchase Order. Since you will be charging items placed under this order to a variety of accounts, you must see the invoice before it is processed to assign the accounting information. Once this is done, the original invoice should be sent directly to the Finance Department for payment.

To issue a blanket purchase order, it will be necessary for the using department to execute a requisition form and forward same to the Finance Department. Upon receipt of same, the Finance Department will issue an open order with a term not extending beyond the current fiscal year. The purposes for which a using department may request a blanket purchase order are the services of an accountant, architect, attorney at law, physician, professional engineer, construction project manager, consultant, surveyor or appraiser by or on behalf of the City, fuel, oil, gas, roadway materials, and utilities, and any purchases exempt from competitive bidding and any other expenditure that is recurring and reasonably predictable operating expense.

The City Council enacts the budget based upon the passage of an appropriations ordinance. The appropriations ordinance controls expenditures at the level of personnel services, operating, capital expenditures/expenses, transfers, and debt service by fund except for the general fund where the control is by department within the general fund. Only City Council may authorize appropriation transfers between personnel services and operating expenses, operating and capital, capital and personnel, and between transfers and capital, operating, and personnel services. Debt service transfers also require council action. The Finance Director, following authorization by the City Manager may transfer part of all and any unencumbered appropriation balance for any department provided such transfers are within existing appropriations. Council action to make transfers require an ordinance unless the transfer is within existing appropriations, which then will require a motion only.

INTERNET PURCHASING

Purchasing through the internet is prohibited without a purchase order or approval from the City Manager. Actual ordering of the good or service may be done provided a purchase order exists or approval is granted at the time of the order and an invoice is generated to the requesting department.

VIEWING YOUR PURCHASE ORDER TRANSACTIONS

In addition to the hard copy of the Purchase Order, the requisitioner may also view their order “on line” via Caselle Applications. Once the order has been entered into the system by the Finance Department, all information related, including budget, receipt and invoicing information, can be viewed through the Caselle Applications.

Once a Purchase Order is created in the system, an encumbrance for the amount of the purchase is charged against the budget line(s) assigned to the purchase. This encumbrance is deducted from the account balance at the time the PO is approved by the City Manager. Once the item is received and invoiced, the encumbrance for the acquisition is removed and the actual cost of the item is charged to the account balance.

Budget status can also be viewed on line in the Caselle Applications. For more information on encumbrances, budgets and budget viewing, please contact the Finance Department.

TAXES

The City of Beavercreek, a municipality, is exempt from all City and State of Ohio sales tax and Federal Excise taxes. Exemption certificates will be issued by the Director of Finance upon request.

DISBURSEMENTS

The Finance Director will determine when disbursements may be made at times other than the regular semi-monthly payments. Vendors or other persons wanting bills paid or refunds may contact the City’s accounts payable section for payment. Other departments may not obligate the City by suggesting that disbursements will be made immediately.

BIDDING

The City of Beavercreek requires competitive bidding whenever the value of the purchase exceeds $500. Bids/quotes or explanations of the reasons bid/quotes were not solicited are required for all acquisitions over $500.

Two types of bid solicitations, either formal or informal shall be used. The determination of which type of bid to be used shall be at the discretion of the department, except as otherwise provided by law or administrative policy.

1. Specifications are developed and reviewed by the Finance Department, the requesting department and any other City employee that has expertise in the type of commodity or service being purchased (i.e. vehicles, computers, construction, etc.).

2. Sealed Bid – Public notice is required for formal sealed bidding with a bid opening at a specified place on a scheduled day at a scheduled time. Invitations to bid are advertised for two consecutive weeks in the Beavercreek News Current. Depending on the commodity or service being bid, or by special request from the department, advertising may be placed in the Dayton Daily News or other area publications. Also, this notice shall be included in the bid documents. Sealed bids will be publicly opened and read at the date and time specified in the written notice, unless otherwise indicated in the bid documents.

3. Quote – This is a request for prices or quotations that is mailed, faxed, communicated by telephone, emailed or otherwise delivered electronically by the department with due date and time noted. There is no public reading of bids or quotations. Departments shall provide an opportunity for qualified prospective vendors to prepare timely bids or quotations.

4. Department Recommendation – Bid and/or quote evaluations are completed by the requesting department, who must recommend its preferred vendor, items, options, etc.

5. Finance Director and City Manager’s Approval – The department submits their bid and/or quote evaluations along with their recommendation to the Finance Director and the City Manager for approval.

The names of the bidders and the amounts bid shall be supplied to any person upon request after the opening of the bids (if sealed bids) and as soon as the evaluation of the bids and/or quotes are completed and the award is made. Information will not be released in situations in which the release would provide a competitive advantage to any of the bidders.

Nothing contained in these conditions shall be construed to mean that the lowest priced goods or inferior or substandard goods must be purchased. The staff is to purchase goods at the lowest cost consistent with the quality and service required.

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TRAVEL POLICY

This policy was developed to serve as a guide for those who travel on City business in determining expenses which the City will reimburse. The purpose of this policy is to define authorized reimbursable expenses incurred in travel on City business and to control the expenditure and reimbursement of such expenses. Elected officials, commission members, and all other employees of the City of Beavercreek who are required to travel on City business shall be reimbursed for expenses incurred in accordance with the provisions of this policy.

While City Council has legal authority to purchase all materials, supplies, services and equipment, they may and have delegated this function to the City Manager who in turn may delegate the responsibility to his designee.

OBTAINING AUTHORIZATION FOR REIMBURSEMENT OF EXPENSES

A. The City Manager must approve prior to and in advance, all requests for reimbursement of expenses incurred in travel on City business. These expenses may be reimbursed by the Finance Department upon approval of the Department Director and City Manager. Travel Requests from elected officials do not require advance City Manager approval, but are subject to the Travel Policy in all other regards.

B. The following procedures will be used for trips requiring the approval of the City Manager:

1. Use of Travel Approval Request/Reconciliation Form hereinafter called Form TR. (Attached)

a) To be used to obtain approval for estimated travel costs and, if necessary, to request funds in advance.

b) To be used to detail the request for reimbursement of actual expenses incurred and should be completed upon return from the trip.

2. Prepare Form TR and submit to the Finance Department for review and funding approval. Your request will then be forwarded to the City Manager for final approval. Be sure to fill in all appropriate blanks, including the detail of estimated expenses by expense category on the left hand portion of the form. Also, be sure to indicate those items for which prepayment by check is absolutely necessary (such as advance registration fees). A copy will be returned to you once the form receives City Manager’s approval.

3. Employees found to be abusing the Travel Policy may be subject to disciplinary action.

C. Exceptions

1. Occasionally, officials and employees will be required to travel on City business where time does not allow for prior preparations of an expense estimate. Expenses, when accompanied by a properly executed receipt, incurred on such occasions will be reimbursed where the City Manager determines that an emergency exists.

2. Reimbursement may be obtained by filing a completed Form TR with the City Manager along with a written explanation of the circumstances surrounding the trip.

REQUESTING REIMBURSEMENT FOR EXPENSES

Procedures

1. Upon return from your trip, use your copy of the Form TR and complete the Actual Expenses Column by recording the actual daily expenses incurred during the trip. Attach to Form TR the documentation of expenditures such as hotel bills, airline tickets, meals and other receipts for all expenditures listed. Use additional sheets if necessary.

2. Sign and submit the completed Form TR to the Finance Department for settlement within five (5) working days after return from the trip. If the employee is due any funds, a check will be issued the next check run after filing the Form TR. Any employee who does not submit the travel expense report Form TR, within thirty (30) days of their return trip, will forfeit reimbursement for the trip submitted.

Expenses Approved for Reimbursement

Officials and employees are expected to show good judgment in the matter of travel expenses and have proper regard for economy in the conduct of business away from the City. The following list of expense classifications is for information and guidance in determining expenses which are appropriate to travel on City business. Specifically prohibited are reimbursements for the purchase of personal items, alcoholic beverages and entertainment not scheduled in the convention program. Prohibited, also, are reimbursements for expenses of family members who accompany the employee on the trip. In the latter case, the expense report must be prepared in such a way to reflect those allowable expenses incurred by the employee.

1. Transportation

The method and class of travel selected shall be in the best interest of the City and the most economical for the City.

a. Air Travel

Airline reservations should be made directly with the airline and should be made as far in advance of a trip as possible to enable the City to obtain the lowest air fare available. “Coach” or third class air fare should be chosen as the acceptable means of travel. A receipt or invoice is required for reimbursement.

b. Ground Travel – Private Vehicles

If an employee uses a personal vehicle for city business, the employee shall be eligible for reimbursement at the city’s current allowance (contact the Finance Department for current rate). The allowance is to cover operating expenses, cost of gasoline, depreciation of vehicle, insurance, etc. If an employee receives a car allowance, reimbursement will be made for round trip distances of 50 miles or more.

When more than one City employee or other public official travels in one private vehicle and all have allowable expenses, only the owner of the vehicle will be reimbursed the allowable mileage charge. Other employees or public officials will be reimbursed for actual allowable expenses incurred to and from the authorized meeting.

c. Unused portion of airplane, railroad and bus tickets are subject to refund and all steps necessary to secure such refunds shall be taken by the traveler.

d. When a City vehicle is used and expenditure for gas, oil and emergency repairs are necessary, receipts must be submitted to receive reimbursement.

e. Charges for parking and storage of private or city vehicles will be allowed, including airport parking if a receipt is submitted.

f. Expenses for local transportation, such as taxi or bus fare, will be allowed only when necessary in the conduct of City business. Receipts must be submitted to receive reimbursement. In all cases, the most economical ground transportation between the airport and the conference hotel should be encouraged (i.e., Airport shuttle vs. taxi).

2. Lodging

Expenses will be allowed for adequate lodging when accompanied by a properly executed receipt. Hotel or motel accommodations are limited to medium-priced rooms. When an official or employee is accompanied by a family member, reimbursement shall only be made on a single room rate, which shall be indicated on the hotel or motel receipt.

3. Telephone and Fax

Telephone calls, both local and long distance, together with fax charges will only be allowed for official business.

4. Tips and Gratuities

It is understood that in traveling it is necessary to give gratuities. Reasonable amounts will be allowed for hotel, transportation and meal tipping (up to 20%), which shall be listed separately.

5. Registration Fees, Books, etc.

Fees charged for registration at any convention or meetings are allowed for reimbursement. A receipt of the fee should be included with the expense report. Officials or employees attending conventions are requested to file a copy of the convention program or some other evidence showing the name, dates and place of the meeting.

6. Meals

a) Expenses will be allowed for meals with a receipt up to the Federal Government Standard Meal Allowances rate as determined by the Internal Revenue Service (contact the Finance Department for the current $ limits). The Standard Meal Allowance includes fees and tips for persons who provide services such as food servers and other incidentals. Receipts shall be required for reimbursement of all meals

b) Expenses over the Federal Government Standard Meal Allowances will be allowed when authorized by the City Manager accompanied by a properly executed receipt (contact the Finance Department for the current $ limits). Also, organization sponsored functions such as luncheons and banquet charges may be exempted from these limits if approved by the City Manager.

Local Meals

a) Local meals incurred while representing the City at a meeting of a professional organization will be permitted under the following circumstances:

b) Submit a properly completed reimbursement form request reflecting the date, place, person(s) involved, business purpose, department head approval, account number and cost incurred to the Finance Department.

c) Local meals incurred in the course of City business with public officials or consultants will be reimbursed after the reimbursement request has been properly completed.

d) Other requests for reimbursement of local meals not covered above require specific authorization by the City Manager and must be properly documented and completed before reimbursement can be can made.

7. Miscellaneous Expenses

All items of expense accompanied by a properly executed receipt will be entered in this category and explained, such as parking, telephone/fax, postage, and any other expenses necessary to a successful completion of City business.

8. Credit Card

The City’s credit card may be used for emergency out-of-town travel, hotel reservations and seminar registrations only when prior authorization is given by the City Manager.

PDF Version

Investment and Depository Policy

SCOPE The Beavercreek City Council hereby directs that the Investing Authority of the City of Beavercreek shall reside with the City Manager or his designee hereinafter referred to as the “Administrator”, in accordance with this Investment Policy. The Investment Advisory Committee shall oversee the investments of the City of Beavercreek. This Policy is designed to cover all monies under the control of the City of Beavercreek, and those that comprise the core investment portfolio. Where content of this investment and depository policy is silent on a given investment or depository subject, the City of Beavercreek hereby adopts Chapter 135 of the Ohio Revised Code will be adhered to at all times, of which portions of the policies are summarized within this document.

I. Objectives and Guidelines.

A. The primary objective shall be the preservation of capital and protection of principal while earning investment interest.

B. The investment portfolio shall remain sufficiently liquid to enable the Administrator to meet reasonable anticipated operating requirements.

C. The final objective would be for the Administrator to strive to achieve the best return for the portfolio given the prevailing market conditions at the time the investment is made.

II. Investments Permitted by O.R.C. 135.14 are detailed as follows:

A. The Administrator may invest or deposit any part or all of the interim moneys. The following classifications of obligations shall be eligible for such investment or deposit:

1. United States treasury bills, notes, bonds, or any other obligation or security issued by the United States treasury or any other obligation guaranteed as to principal and interest by the United States. Nothing in the classification of eligible obligations set forth in this investment policy or in the classifications of eligible obligations set forth in divisions following this investment policy shall be construed to authorize any investment in stripped principal or interest obligations of such eligible obligations.

2. Bonds, notes, debentures, or any other obligations or securities issued by any federal government agency or instrumentality, including but not limited to, the federal national mortgage association, federal home loan bank, federal farm credit bank, federal home loan mortgage corporation, government national mortgage association, and student loan marketing association. All federal agency securities shall be direct issuances of federal government agencies or instrumentalities.

3. Interim deposits in the eligible institutions applying for interim moneys as provided in section 135.08 of the Revised Code. The award of interim deposits shall be made in accordance with section 135.09 of the Revised Code and the Administrator shall determine the periods for which such interim deposits are to be made and shall award such interim deposits for such periods, provided that any eligible institution receiving an interim deposit award may, upon notification that the award has been made, decline to accept the interim deposit in which event the award shall be made as though the institution had not applied for such interim deposit.

4. Bonds and other obligations of this state;

5. No-load money market mutual funds consisting exclusively of obligations described in division (A)(1) or (2) of this investment policy and repurchase agreements secured by such obligations, provided that investments in securities described in this division are made only through eligible institutions mentioned in section 135.03 of the Revised Code;

6. The Ohio subdivision's fund as provided in section 135.45 of the Revised Code;

7. Up to ten per cent (10%) of interim moneys available for investment in either of the following:

(a) Commercial paper notes issued by an entity that is defined in division (D) of section 1705.01 of the Revised Code and that has assets exceeding five hundred million dollars, to which notes all of the following apply:

(i) The notes are rated at the time of purchase in the highest classification established by at least two nationally recognized standard rating services.

(ii)The aggregate value of the notes does not exceed ten per cent of the aggregate value of the outstanding commercial paper of the issuing corporation.

(iii) The notes mature not later than one hundred eighty days after purchase.

(b) Bankers acceptances of banks that are insured by the federal deposit insurance corporation and to which both of the following apply:

(i) The obligations are eligible for purchase by the Federal Reserve System.

(ii) The obligations mature not later than one hundred eighty days after purchase.

No investment shall be made pursuant to division (A)(7) of this investment policy unless the Administrator has completed additional training for making the investments authorized by division (A)(7) of this investment policy. The type and amount of additional training shall be approved by the auditor of state and may be conducted by or provided under the supervision of the auditor of state.

B. Nothing in the classifications of eligible obligations set forth in divisions (A)(1) to (7) of this investment policy shall be construed to authorize any investment in a derivative, and no Administrator shall invest in a derivative. For purposes of this division, "derivative" means a financial instrument or contract or obligation whose value or return is based upon or linked to another asset or index, or both, separate from the financial instrument, contract, or obligation itself. Any security, obligation, trust account, or other instrument that is created from an issue of the United States treasury or is created from an obligation of a federal agency or instrumentality or is created from both is considered a derivative instrument. An eligible investment described in this investment policy with a variable interest rate payment, based upon a single interest payment or single index comprised of other eligible investments provided for in division (A)(1) or (2) of this investment policy, is not a derivative, provided that such variable rate investment has a maximum maturity of two years.

C. The Administrator may also enter into a written repurchase agreement with any eligible institution mentioned in section 135.03 of the Revised Code or any eligible dealer pursuant to investment policy VI, under the terms of which agreement the Administrator purchases, and such institution or dealer agrees unconditionally to repurchase any of the securities listed in divisions (A)(1) to (5), except letters of credit described in division (B)(2), of section 135.18 of the Revised Code. The market value of securities subject to an overnight written repurchase agreement must exceed the principal value of the overnight repurchase agreement by at least two per cent. A written repurchase agreement shall not exceed thirty days and the market value of securities subject to a written repurchase agreement must exceed the principal value of the written repurchase agreement by at least two per cent and be marked to market daily. All securities purchased pursuant to this investment policy shall be delivered into the custody of the Administrator or an agent designated by the Administrator. A written repurchase agreement with an eligible securities dealer shall be transacted on a delivery versus payment basis. The agreement shall contain the requirement that for each transaction pursuant to the agreement the participating institution or dealer shall provide all of the following information:

1. The par value of the securities;

2. The type, rate, and maturity date of the securities;

3. A numerical identifier generally accepted in the securitiesindustry that designates the securities.

No Administrator shall enter into a written repurchase agreement under the terms of which the Administrator agrees to sell securities owned by the subdivision to a purchaser and agrees with that purchaser to unconditionally repurchase those securities.

a. No Administrator shall pay interim moneys into a fund established by another subdivision, Administrator, or investing authority, if that fund was established for the purpose of investing the public moneys of other subdivisions. This division does not apply to the payment of public moneys into either of the following:

1. The Ohio subdivision's fund pursuant to division (A)(6) of this investment policy;

2. A fund created solely for the purpose of acquiring, constructing, owning, leasing, or operating municipal utilities pursuant to the authority provided under section 715.02 of the Revised Code or Investment policy 4 of Article XVIII, Ohio Constitution.

III. Leverage

The use of leverage, in which the Administrator uses the current investment assets as collateral for the purpose of purchasing other assets, is prohibited. The issuance of taxable notes for the purpose of arbitrage is prohibited. Contracting to sell securities that have not yet been acquired by the Administrator, for the purpose of purchasing such securities on the speculation that bond prices will decline, is prohibited.

IV. Maturity

A. At the time of making the investment, the Administrator should reasonably expect that the investment can be held until maturity. To the extent possible, the Administrator will attempt to match the investments with the anticipated cash flow requirements.

B. Except as provided by this investment policy, any investment made

pursuant to this investment policy must mature within five years from the date of settlement, unless the investment is matched to a specific obligation or debt of the subdivision.

C. Whenever investments or deposits acquired under this investment policy mature and become due and payable, the Administrator shall present them for payment according to their tenor, and shall collect the moneys payable thereon. The moneys so collected shall be treated as public moneys subject to sections 135.01 to 135.21 of the Revised Code.

V. Designation of Safekeeping Trustee

The Administrator is responsible for the safekeeping of all documents evidencing a deposit or investment acquired by the Administrator under this investment policy. Any securities may be deposited for safekeeping with a qualified trustee as provided in section 135.18 of the Revised Code, except the delivery of securities acquired under any repurchase agreement under this investment policy shall be made to a qualified trustee, provided, however, that the qualified trustee shall be required to report to the Administrator, Investment Advisory Committee, auditor of state, or an authorized outside auditor at any time upon request as to the identity, market value, and location of the document evidencing each security, and that if the participating institution is a designated depository of the subdivision for the current period of designation, the securities that are the subject of the repurchase agreement may be delivered to the Administrator or held in trust by the participating institution on behalf of the subdivision. Interest earned on any investments or deposits authorized by this investment policy shall be collected by the Administrator and credited by the Administrator to the proper fund of the subdivision.

Upon the expiration of the term of office of an Administrator or in the event of a vacancy in the office of Administrator by reason of death, resignation, removal from office, or otherwise, the Administrator or the Administrator’s legal representative shall transfer and deliver to the Administrator 's successor all documents evidencing a deposit or investment held by the Administrator. For the investments and deposits so transferred and delivered, such Administrator shall be credited with and the Administrator 's successor shall be charged with the amount of money held in such investments and deposits.

VI. Authorized Financial Institutions and Dealers

All investments, except for investments in securities described in divisions (A)(5) and (6) of this Investment Policy and for investments by a municipal corporation in the issues of such municipal corporation, shall be made only through a member of the national association of securities dealers, through a bank, savings bank, or savings and loan association regulated by the superintendent of financial institutions, or through an institution regulated by the comptroller of the currency, federal deposit insurance corporation, or board of governors of the federal reserve system.

Payment for investments shall be made only upon the delivery of securities representing such investments to the Administrator, or qualified trustee. If the securities transferred are not represented by a certificate, payment shall be made only upon receipt of confirmation of transfer from the custodian by the Administrator, or qualified trustee.

A list of institutions and dealers shall be maintained with the investing authority. Additions and deletions to this list shall be made when deemed in the best interest of the investing authority.

VII. Hiring of Investment Advisor

In making investments authorized by this investment policy, the Beavercreek City Council, on recommendation of the Administrator or Investment Advisory Committee may retain the services of an investment advisor, provided the advisor is licensed by the division of securities under section 1707.141 [1707.14.1] of the Revised Code or is registered with the securities and exchange commission, and possesses experience in public funds investment management, specifically in the area of state and local government investment portfolios, or the advisor is an eligible institution mentioned in section 135.03 of the Revised Code.

VIII. Reporting

The investing authority shall establish and maintain an inventory of all obligations and securities acquired by the investing authority. The inventory shall include the description of the security, type, cost, par value, maturity date, settlement date, and coupon rate. The investing authority shall produce a monthly portfolio report detailing the current inventory of all obligations and securities, and all transactions during the month, income received and investment expenses paid, and the names of any persons effecting transactions on behalf of the investment authority.

IX. Investment Advisory Committee

The Investment Advisory Committee will be comprised of the City Manager, the Finance Director, one Member of City Council and two City of Beavercreek residents experienced in finance and appointed by City Council, shall meet at least once every quarter to review the portfolio in terms of security, type, risk and investment return. As the Investment Advisory Committee deems necessary, other parties may be invited to attend as well. The Administrator shall be responsible for maintaining records of all investments and deposits and preparing reports that summarize recent market conditions, economic conditions, economic developments and anticipated investments for the Investment Advisory Committee meeting.

Pursuant to O.R.C. 135, all entities conducting investment business and all brokers, dealers, and financial institutions initiating transactions with the investment authority by giving advice or making investment policy, or executing transactions initiated by the investment authority, must acknowledge their agreement to abide by the investment policy’s content.

The institution below by signing submits that it has read and acknowledges the investment policy, and agrees to abide by its content.

Telephone and Facsimile Machine Usage Policy

Purpose and Scope

This Policy establishes guidelines for the appropriate usage of telephone equipment owned by the City of Beavercreek (the City), and outlines the expected recourse for documented misuse of such property and services. It applies to all full, part-time and seasonal employees of the City, regardless of the user’s location. Equipment covered by this policy includes traditional wireline telephones and facsimile machines.

Policy

The City’s telephone systems are available for the conducting of official municipal business, in the direct support of assigned duties and responsibilities of users, and the delivery of municipal services.

Desk telephones are provided to enable staff members to perform their duties and to conduct the business of the City.

Business and local calls made from desk landline phones are totally at the discretion of the staff member and it is the responsibility of each staff member to ensure calls are appropriate to their work and are conducted expeditiously. Private local calls are permitted without charge to the staff member provided they are conducted in an expeditious manner and do not tie up lines required for City business.

The City recognizes that, from time to time, employees may need to contact family during the work day. It is expected that these calls will be brief and employees should use their discretion.

Employees shall exercise common sense and good judgment in the personal use of telephone equipment. Such personal use shall be reasonably brief and infrequent in nature, shall not adversely affect the work performance of the employee or those of the employees’ co-workers, and shall not create the appearance of impropriety. Personal calls should be made during an employee’s break or lunch hour.

Each employee is required to read and sign this policy. In addition, to any other penalty, fine or cost reimbursement required by any provision of this policy, violation of this policy may result in discipline, up to and including termination of employment.

Long Distance Calls

If emergency personal calls must be placed outside of the Dayton local calling area, they must first receive supervisory approval. All personal long distance calls should be charged against the employee’s personal credit card or home phone number. If an employee makes a personal long distance call on a City phone and it can not be charged against an employees’ personal credit card or home phone, the employee will reimburse the City for that expense.

Employees are to document all long distance calls onto the Long Distance Telephone Call Log Sheet. Personal calls should be highlighted, noting the reason for each. At the end of each month, the employee is to sign and date the Long Distance Telephone Call Log Sheet and forward it to their supervisor for his/her review.

Department Heads will be responsible for reviewing the Long Distance Telephone Call Log Sheets and billing statements on a monthly basis bringing to the City Manager’s attention any perceived abuses of City telephones. Unauthorized personal use should be reported to the respective department head and the City Manager. It is the final responsibility of the Department Heads, however, to ensure that these directives are appropriately implemented, and to communicate to employees the consequences of noncompliance.

Facsimile Use

Employees may not use City FAX machines for personal use to send long distance facsimile messages, or to receive local or long distance facsimile messages. If an employee makes a personal long distance fax on a City account, the employee will reimburse the City for that expense; if an employee receives a solicited personal fax on a City machines, the employee will reimburse the City for the call.

Each Department Head is responsible for monitoring telephone use under his/her control. Monthly reports on phone call usage should be reviewed to help assure that the City Phone Policy is being followed. Questionable calls should be researched and corrective actions taken if appropriate.

Compliance with all City Policies

Each user of telephone equipment must comply with all City policies regarding sexual, racial, and other forms of harassment; i.e., refrain from using telephone resources for activities that are inappropriate or offensive to co-workers or the public. In the event that annoying or harassing telephone calls are received, the employee should assertively discourage the caller and promptly advise their supervisor. It is a crime under both state and federal laws for anyone to make threatening, abusive, obscene or harassing telephone calls. These laws have penalties of imprisonment and/or a fine.

Incoming Collect Calls

The acceptance of incoming collect calls is not authorized. Any exceptions must be approved by the City Manager, based on emergency requirements. Third party charged calls (calls placed from a non-City number to another non-City number and billed to an existing City number) are not authorized.

Operated Assisted Calls

Costly operator-assisted calls and services shall be avoided, especially call completions from directory assistance. All calls should be directly dialed whenever possible, and hard copy directories should be used to obtain directory information.

Pay-Per-Call Services

Calls to Pay-Per-Call Services are prohibited under all circumstances.

Authorized Uses

Examples of circumstances that fall under the guidelines for Authorized Uses in this section include, but are not limited to, the following, with the exception of long distance calls:

1. An employee is required to work overtime without advance notice and calls within the local commuting area (the area from which the employee regularly commutes) to advise his or her family of the change in schedule or to make alternate transportation or child or elder-care arrangements.

2. An employee makes brief calls to locations within the local commuting area to speak to a spouse, a minor child, an elderly parent (or those responsible for them, for example, school or day care center, and nursing home).

3. The employee makes brief calls within the local commuting area that can be reached only during working hours, such as a local government agency or a physician.

4. An employee makes brief calls to locations within the local commuting area to arrange for emergency repairs to his or her residence or automobile.

Definitions

1. Business Call – A call that fosters or supports the ongoing missions of the City.

2. Local Call – A call for which there is not separately stated charge on the City’s telephone bill issued by AT&T.

3. Long-distance call – A toll call that does not qualify as a local call, made either by or to another phone device that is not within the local calling area on the City’s telephone bill issued by First Communications.

4. Personal Call – A call that does not qualify as a business call.

5. Brief Call – The time it takes to accomplish the purpose of the call.

6. Pay-Per-Call Services – These services are a particular type of information service. They are offered through certain area code numbers and always carry a fee greater than the cost of simply transmitting the call. The fee may be a per-minute charge or a flat fee. Pay-per-call services can include “adult” services, “chat” lines, and psychic advice.

Violation of this policy may result in discipline, up to and including termination of employment.

Cellular Telephone Use Policy

Cellular telephones have become a valuable tool for City of Beavercreek employees to enhance their productivity while working away from their offices. The purpose of this policy is to set guidelines for City cell phone users. City cell phone users must comply with this policy, any applicable user manuals, applicable department/division policies and any other directives or policies involving City cell phones. Upon receipt of a City issued cell phone, an employee must read this policy and acknowledge, in writing, their understanding of it. Any infraction of this policy, including any action that has brought or may bring public embarrassment or discredit to the City may subject the violator to disciplinary action up to and including termination and possible criminal prosecution. There will be no tolerance of any behavior such as the sending or attempted sending of any communication or message that is harassing, obscene, and/or threatening to the recipient.

A. Responsibility and Authority

1. The City Manager and/or his designee, as well as Department Directors are responsible for determining employee need for wireless phone service within their respective departments and for periodically evaluating member eligibility. Departments should analyze the true business need for wireless communication while considering all other forms of communication available to City employees (pagers, landline phones, e-mail, radio, etc.)

2. Department Directors are also responsible for:

a. Informing employees of the purpose for cellular communication in conducting City business

b. Ensuring employees understand the requirements of usage

c. Communicating to employees the consequences of noncompliance

d. Ensuring compliance with this directive

e. Acting as a resource for employees regarding cell phone issues. Informing employees of the terms of their plan and changes to it as well as assisting them in troubleshooting any cell phone service or equipment problems.

3. Employees and their respective Department Directors are jointly responsible for understanding the terms of this directive as well as terms specific to the particular option of wireless communication chosen for the employee. Departments and employees should monitor the continued applicability of these services, equipment, and terms to the assigned duties and responsibilities of the user.

4. Individuals abusing this privilege may be subject to loss of cell phone privileges and disciplinary action.

B. Usage

1. City employees’ daily work activities may require the use of cell phones. Examples of those who may require the issuance of a City cell phone include the following:

a. Department Directors/Division Supervisors

b. Employees who perform field work necessitating a majority of time spent out of the office during the normal work day.

c. Those working in remote locations.

d. Those responsible for facility maintenance and services.

e. Those subjected to after-hours or emergency call-out.

f. Other functions as deemed appropriate by Department Directors.

2. City cellular equipment shall be used for appropriate business purposes in the most cost effective manner possible (i.e., using free cellular calls whenever possible). Cellular equipment should be used when other means of communication are not available. Such use is defined to be appropriate when an employee must make a call related to furthering City operations, but does not have access to a regular City telephone, and the contact cannot or should not wait until returning to the office.

3. The City also encourages employees to be good citizens and use cellular equipment to report emergency situations to appropriate authorities. The City discourages the disclosure of cellular equipment numbers to members of the public.

4. The City cellular equipment shall be used for appropriate business purposes and is limited to such purposes. Since cellular equipment is provided to conduct City business, the employee should limit personal usage to those that are essential. In the event that an employee must use a cellular telephone for personal use, the employee shall reimburse the City for such call(s) – see Section C Use of City Cellular Telephones.

5. The City Manager or designee shall be responsible for a monthly review of actual usage of cellular equipment time. Excessive personal use of the assigned equipment shall trigger a review of the employees overall use of such equipment. Violations of the City regulations governing such use of equipment may result in the employee’s loss of the cellular equipment or other appropriate sanction.

6. Each Department Director will periodically review the need for all cell phones used in their department and request the equipment as appropriate. Any department requesting the use of a new or replacement cell phone equipment or service must receive written approval for such use from the City Manager. Written justification may be required. It will also be the responsibility of the Department Director to monitor monthly cell phone use to ensure that phones are being used for appropriate business matters and investigating any unusual or questionable patterns, raising questions as necessary.

7. City cell phones are the property of the City of Beavercreek and are intended for official business use. Employees issued cell phones are responsible for any loss or damage to the phones and equipment assigned to them. Further, employees are ultimately responsible for all charges incurred on the phone assigned to them for calls not made or received in the interest of conducting business for the City of Beavercreek as specified in this policy. Lost or stolen cell phones must be reported to the employee’s supervisor immediately.

8. When an employee no longer has a demonstrated need for cell phone use or when the employee terminates employment with the department authorizing the cell phone’s use, that employee shall return all City cell phone equipment to that department.

9. Departments having employees who have infrequent need for cell phone communications may establish a “pool” phone provided to employees as needed. In such circumstances, the Department must establish stringent controls to account for possession of the cell phone and authorization guidelines such as during travel or other special work-related events. Cell Phone Coordinators and Department Directors will be responsible for assuring accountability under this section.

10. City-issued cell phones are to be used for work-related activities. While it is understood that occasional personal calls of short duration may be necessary, personal calls must be kept to a minimum and must be incidental to business use. The use must not interfere with City business or the employee’s job performance. In no case should a City cell phone replace an employee’s personal cell phone. Should personal calls placed on City of Beavercreek cell phones result in additional costs to the City – such as roaming charges, long distance charges, directory assistance, web usage and download fees that do not qualify as legitimate business use – those additional charges will be reimbursed by the employee making the calls within 30 days of the billing date of the charges. Further, any employee who exceeds their monthly-allotted minutes and/or package dollar amount may be subject to an audit of their cell phone use for the previous 12 month period. Any intentional, deliberate misuse of a City cell phone may result in any or all of the following: required maintenance of a telephone log which details all calls, the blockage of all incoming calls, the loss of cell phone use and/or employee reimbursement of charges.

11. Employees assigned City cell phones to conduct City business should utilize cell phone equipment provided by the City. It is the general policy of the City of Beavercreek that employees will not be reimbursed for charges billed to their personal cell phones. Under limited and extraordinary circumstances, reimbursement may be made with the approval of the City Manager.

12. Staff members eligible for assignment of a City cell phone may instead elect to utilize personal cell phone service for City business with the approval of the City Manager. In such cases, the employee agrees to abide by all other provisions of this policy and understands that the City will, in no way, be responsible for purchase, contract, maintenance, damage, loss, theft or other matters relative to personal cell phone use.

C. Use of City Cellular Telephones

1. Employees are expected to exercise good judgment while using cellular equipment. City cellular equipment is provided in order to conduct City business. In addition to City business, cellular equipment may be used for essential personal business. The use of City cellular equipment for essential personal business may be kept to a minimum and shall not interfere with the conduct of City business.

2. Cellular phones were introduced to increase work efficiency during normal business hours and for emergency calls after normal business hours. To provide this service at the most cost effective method, the City has entered into a pooled minute program. The City has adopted a program that allows up to 12,600 minutes for an entire month for all current cell phone users of Verizon.

3. The pooled minute program selected by the City is spelled out below:

a. The total number of minutes allocated to this program is 12,600 per month. Any usage over that will be charged at the carrier’s going rate.

b. The 12,600 minutes only relates to incoming and outgoing cellular calls made between the times of 7:00 a.m. to 9:00 p.m. Monday through Friday which is considered “peak” time.

c. The Police Department has a pool of minutes for both phone usage (4800) and direct connect (2000). Employees with issued cell phones are responsible and accountable for the use of those phones according to this City policy.

4. Employees issued a City phone will reimburse the City for personal use at the carrier’s current charge per minute to the City. This will require the user to review their itemized bill each month, identify the calls, and submit the Cellular Telephone Verification form (see attached) with their reimbursement to the Finance Department. Incoming calls during peak hours that are not considered City business as defined in this policy are to be reimbursed as personal use. The reimbursement along with the completed Verification Form (see attached) should be forwarded to the Finance Department by the due date of the invoice. If there are unrecognized numbers that can not be determined as being for City or personal calls that are incoming, no charge will be assessed.

5. The following are examples of the type of cellular telephone calls that may be determined to be official business made in the interest of City business. However, employees are expected to utilize a landline first if available for these calls.

a. An emergency or urgent condition where no other form of communication is immediately available.

b. Calls to home or doctor if an employee or member of immediate family is injured or becomes sick.

c. An employee traveling on City business is delayed by business, transportation or any other unforeseen problem.

d. An employee is required to work overtime without advance notice and calls home to advise family or to arrange alternate child transportation or care arrangements.

6. Use of the cellular phone during off peak hours to areas within the calling plan will be charged to the employee. Any personal calls made or received that result in an additional charge from the service provider will be reimbursed by the employee at the billed cost. The charge for out of network calls varies based on where you call or where the call originates from.

7. Personal use of City issued phones during working hours shall be conducted in a prudent manner so as not to interfere with job responsibilities. Employees found to be abusing the cellular phone monthly reimbursement or violating the direct reimbursement policy may be subject to disciplinary action.

D. Safety

1. An employee issued a City cell phone or using their personal cell phone for City business must exercise the utmost in caution and common sense when utilizing the phone while in a City vehicle. Whenever possible, drivers must use hands-free devices and pull to the side of the road in a safe manner when use of the cell phone is absolutely necessary, and particularly when dialing, accepting a call or checking messages. In no case should the phone be used during such maneuvers as backing, merging onto an interstate, while driving in heavy traffic in unfamiliar locales and the like. Necessary cell phone conversations while driving should be kept to a minimum and common sense should rule every instance of cell phone use inside a moving vehicle. Caution must also be taken to ensure that cell phone usage by passengers does not distract the driver.

E. Definitions

1. Wireless phone equipment and services are commercially available radio technology that enables subscribers, through use of a hand-held portable phone, to make and receive local and long distance phone calls from any location (within wireless coverage areas).

2. Employees of the City of Beavercreek are: Appointed Officials, City Staff and Volunteers.

3. Business Call – Any phone call made by an employee for the purpose of conducting official City business in direct support of their assigned duties and responsibilities.

4. Personal Call – Any phone call made by an employee when not conducting official City business in direct support of their assigned duties and responsibilities.

E-Mail and Other Electronic Communications Policy

A. E-Mail Systems Use

a. The e-mail system is provided at the expense of the City to assist in carrying out the business of the municipality. The e-mail system permits authorized users to communicate with each other internally and with selected outside individuals, business, and other service providers that the City, at its sole discretion, decides should be connected to the system.

b. The City considers the e-mail system to be for business use only. While it is possible that employees may decide to send personal messages, the City assumes no responsibility for their content or for maintaining their privacy, and municipal employees have no expectation that such privacy will be maintained. In order to ensure that the system functions properly and that the City and/or its employees are not liable for improper use of Internet and other connections, the City considers all messages sent, received or stored as business messages, and thus, property of the City. Conducting business unrelated to the City, other than incidental personal traffic, is expressly prohibited.

c. Because of our intent to operate within the law (The Electronic Communications Privacy Act (ECPA) of 1986), the City reserves the right to access, review, copy, or delete all e-mail messages for any purpose and to disclose them to any party (inside or outside the City) as it deems appropriate. This includes the right to install software that monitors e-mail and Internet usage. The City, however, bears no responsibility for the content of messages sent or received by its employees. The City does not and will not preview, edit or approve material on a routine basis in the e-mail system, and the City is not a party to them. The City shall not be liable for, assume any legal responsibility for, or bear any costs arising out of e-mail communications flowing in or out of the City’s computer system. In addition, because of the Freedom of Information Act and the Public Records Act, every public office must promptly prepare and make available for inspection all public records at all reasonable times, during regular business hours. ORC. 9.01 where public office keeps information by machine-readable means, such as microfilm, optical disk or electronic storage, the public office is required to make copies available as required by the Ohio Public Records Law

d. Please bear in mind that your e-mail messages may be read by someone other than the addressee, and may even have to be disclosed to outside parties including courts in connection with litigation. Accordingly, please take care to ensure that your messages are courteous, professional, businesslike, and tasteful.

B. Voice Mail, Facsimile, & EDI Systems

To the extent applicable, all above policy provisions related to e-mail systems shall apply to any voice mail, facsimile; or EDI (Electronic Data Interchange) system owned by the City. Restrictions on access of these systems by others will only apply where password controlled access is established (i.e.; it is permissible for someone to leave a message in your voice mailbox, but other persons should not be given password access to your voice mailbox). EDI is defined as any electronic exchange of data, including modem-to-modem transfers.

C. Municipality Internet, Intranet and Extranet Guidelines

As with e-mail, the City provides Internet access solely to facilitate the conduct of the City’s business as a public service provider. Access to the Internet may be limited at the City’s sole discretion. This includes the use of filtering software to bar access to certain addresses. Employees are expected to use the Internet, Intranet, and Extranet at all times in the manner that benefits the City. The downloading and installation of software programs onto a City computer or onto a City network server without prior approval from the City Manager and/or his designated Network Administrator, is prohibited. The City accordingly will not allow its employees to (1) support the recreational use of the Internet, Intranet and/or Extranet, (2) provide access to news groups or other Internet sources that are not clearly work-related, or (3) provide assistance to users attempting to do (1) and (2) on their own. In addition, setting up Internet services such as World Wide Web (WWW), Home Pages, File Transfer Protocol (FTP), etc. on any computer connected to a City network requires prior approval from the City Manager and/or his designee.

Definitions:

· Internet – The Internet is a worldwide, publicly accessible network of interconnected computer networks that transmit data by packet switching using the standard Internet Protocol. It is a “network of networks” that consists of millions of smaller domestic, academic, business, and government networks, which together carry various information and services, such as electronic mail, online chat, file transfer, and the interlinked Web pages and other documents of the World Wide Web.

· Intranet – An Intranet is a private computer network that uses Internet protocols, network connectivity, and possibly the public telecommunication system to securely share part of an organization’s information or operations with its employees, generally restricted to employees of the organization.

· Extranet – Extranets can generally be accessed by customers, suppliers, or other approved parties. When such access is provided it is usually through a gateway with a firewall, along with user authentication, and encryption of messages and often makes use of virtual private networks.

The following activities on the Internet, Intranet and/or Extranet are specifically prohibited and may result in disciplinary action up to and including discharge:

· Using the Internet, Intranet or Extranet for personal gain or for commercial activity unrelated to the City.

· Sending Privileged Information or City Restricted Information.

· Sending material that is threatening, intimidating, hostile, offensive, or discriminatory on the basis of race, color, religion, sex, national origin, sexual orientation, disability, or any other basis prohibited by applicable law. In addition the receipt of such mail and/or showing such materials to coworkers is strictly prohibited.

· Copying or otherwise converting protected electronic information.

· Violating copyright or trademark laws.

· Making any unauthorized attempt to break into another organization’s computer system.

· Using the Internet, Intranet or Extranet for any activities not specified here and are in violation of Federal, state, or local laws.

D. Other Data Services

The City may establish accounts with dial-up data services and will make these services available to individual employees as necessary. Such services may only be used by employees who have been granted authorized access so that we are able to manage the security and administrative aspects of the account. Use of data services is limited to business use only; personal or entertainment use is prohibited.

E. Responsibility

The City Manager and/or his designee has responsibility for the maintenance, approval, and dissemination of this policy and approving all requests submitted as required by this policy. The City Manager and/or his designee is responsible for reviewing and approving all requests submitted as required by this policy.

F. CAPACITY AND CONSERVATION OF RESOURCES

The storage of documents and other items uses system resources that are finite and limited; failure to use these resources wisely could result in system outages and thus deprive others from getting their work done. Users are expected to:

a) Open their E-mail on a regular basis (at least daily, if possible), delete unneeded items, and file items needed for future reference appropriately so as not to fill up their incoming mail file (in basket). Failure to do so will result in that user ID being deleted from the system along with all associated files and records, including all unopened E-mail.

b) Delete unneeded items from their mail logs on a regular basis and keep mail logs organized so that they can be easily maintained.

c) Send E-mail to concerned parties only.

d) Use the E-mail system’s delegation or forwarding facilities (which ever is available and/or appropriate) whenever they are out for extended periods of time. Passwords are never to be shared with anyone.

G. SHARED ACCOUNTS

A single individual should log onto all accounts. Shared accounts, when approved, are specific to a business purpose.

H. ACCESSING ANOTHER USER’S E-MAIL

Where appropriate, primary users may provide proxy access to their incoming E-mail to other secondary/proxy E-mail users. This should only be done in situations where the same proxy users might also handle the primary user’s paper mail. In all cases, this should be done by means of the Email system’s proxy facilities, not by giving a person the ability to log onto the primary user’s account ID. The same approach should be used for calendar access and for access to any other facilities belonging to the primary user.

I. GOVERNMENT-IN-THE SUNSHINE LAW ADHERENCE

Most E-mail messages, created or received in the transaction of official City business, are public records, open to public inspection according to provisions in the Ohio Revised Code (ORC) 149.43. Depending on the content and topic of a particular message, it may or may not be exempt from public inspection under Public Records Law. Each user is individually responsible for maintaining the public accessibility of his/her own incoming and outgoing E-mail messages as required by the Public Records Law. Questions relating to whether or not the content of a particular E-mail message constitutes a public record should be directed to the City’s Law Department. As a general rule, information that is known to be exempt from public inspection (for example, confidential records/data and some personnel information) should not be included in any E-mail message.

J. RETENTION OF E-MAIL MESSAGES

The City’s E-mail system will delete all E-mail 365 days after the message is sent. City employees are encouraged to delete messages on a daily basis, immediately after reading, replying, or taking other action concerning a particular message. If according to State mandated records, retention schedules, the content of an E-mail message possesses long term business value, employees are required to print the message and place it in the proper paper file for further retention. Three record categories are described below to assist users in determining the retention requirement of E-mail messages. It is important to note that an estimated 90% of E-mail messages typically fall under the categories of non-record materials, notices with no business value, or transitory messages and therefore should be deleted by both the sender and receiver immediately after the administrative value is lost.

Category #1 — Transient Retention (consists of email messages)

· Do not set policy, establish guidelines or procedure, certify a transaction or become a receipt.

· Example: Telephone Messages

· Retention Period: Until no longer of administrative value, then destroy.

Category #2— Intermediate Retention

· Have more significant administrative, legal and/or fiscal value but are not scheduled as transient or permanent.

· Examples: Internal and external correspondence, requests for information, documentation of ongoing projects and issues.

· Retention Period: 1 Year, then destroy.

Category #3— Permanent Retention

· Have significant administrative, legal and/or fiscal value.

· Examples: Correspondence dealing with agency policies and programs, fiscal and personnel matters, department policies and procedures.

· Retention Period: 2 years, then appraise for historical value or retain until superseded, obsolete or replaced.

K. BACKUP OF E-MAIL MESSAGES

For disaster recovery purposes, the Technology Department will backup E-mail to magnetic tape for offsite security storage. These “snapshot” security backup procedures are not designed to meet record retention requirements. See “Retention of E-mail Messages” for information on user responsibilities and compliance to E-mail retention requirements.

L. RESTORATION OF E-MAIL MESSAGES

Restoration of E-mail messages will be possible through the Technology Department, unless a message has been deleted by the user.

M. E-MAIL DISTRIBUTION LISTS

Distribution lists are very useful tools when sending the same message to a group of users. The following rules should be adhered to when using distribution lists:

a) Maintenance of these distribution lists is the responsibility of the department that requests the creation of the list.

b) Think carefully before using a large distribution list. Ask yourself, “Do all E-mail users really need to know this information?”

c) When printing a message sent to a distribution list for retention in a paper file, print and file the distribution list along with the E-mail message.

N. USER ID TERMINATION

All user ID’s will be revoked immediately upon a user’s termination of employment with the City or upon the termination of whatever status gave the user access to the E-mail system. Within three months, the data associated with that user will be deleted including all files, records, notes, unopened mail, etc. The user’s manager is responsible for: (1) notifying the Technology Department of the user’s termination of relationship; and (2) requesting access to the former employee’s stored E-mail to review for required retention of any official record material. Upon the termination of the user’s relationship with the City, the user should no longer attempt to access the system.