Policy 05.10 Use and Security of City Facilities

POLICY TITLE:	Use and Security of City Facilities
POLICY NUMBER:	05.10
VERSION:	1.0
REVISED DATE:	March 6, 2018
REVIEWED DATE:	March 13, 2018
APPROVAL DATE:	March 22, 2018
EFFECTIVE DATE:	April 2, 2018
NUMBER OF PAGES:	6

1. Description and Purpose This policy is to provide rules and guidance to employees of the City of Saint Paul (City) on the appropriate use of City building, equipment, tools, facilities, property, and resources (hereinafter referred to as facilities), and to ensure that the City facilities are used for the purpose of furthering the City's business and government objectives.

2. Applicability This policy applies to all employees of the City.

3. Failure to Comply Failure to comply with this policy may result in disciplinary action in accordance with any and all disciplinary policies of the City.

1. City buildings, facilities and property are considered City assets belonging to the City. The City periodically reviews all space allocations, assesses space utilization, and constructs, acquires, and reallocates space as necessary to support The City’s business and strategic priorities and associated plans.

2. The City Manager assigns space to lines of business, functions, employees and partners for defined periods of time to promote the best use of facilities. The City Manager reserves the right to determine how its facilities may be used.

3. It is the City’s practice to maximize efficient facility use whereby common-use spaces (e.g. conference rooms, meeting rooms, shops, storage areas) are shared between lines of departments, divisions, units and functions, especially in areas where units are located in close proximity to each other. All common-use space scheduled by a department will be made available to other departments when not in use.

a. Access to City facilities must be controlled in order to protect information belonging to the City and our customers in order to assure the safety and security of City associates, its visitors, and its facilities and to ensure that only authorized personnel have access to the City facilities.

b. City facilities are to be secured during non-working hours and when employees are not present in at the facility. In order to provide a safe and secure working environment at all City building and properties, all City employees need to take the following reasonable precautions:

i. The last employee to exit any facility at the end of the workday shall make sure that all doors are locked, lights are turned off and the facility is secure.

ii. The last employee to exit any facility at lunch time shall make sure that all doors are locked, lights are turned off and the facility is secure.

iii. All City facilities must be locked and secured during regular business hours when employees are not present in at the facility.

iv. All exterior doors should be closed during regular business hours.

v. The general Public is not allowed in the following locations unless authorized by a department director or the City Manager:

a) Power Plant

b) Motor Pool

c) Public Works, except in the front reception area

d) Polar Star

e) Tank Farm

f) Fire Station

g) Holding Facility at Public Safety

h) Water/Sewer System Facilities

i) Landfill, except for when performing a self-haul of garbage upon completion of a work order.

a. City facilities may not be used for the following purposes:

i. Conducting an outside business or private employment or other activities conducted for private financial gain.

ii. Supporting, promoting, or soliciting for an outside organization or group unless otherwise provided by law and City policy.

iii. Assisting an election campaign, promoting or opposing a ballot proposition or initiative, or lobbying the State legislature.

iv. Advertising and selling for commercial purposes.

v. City facilities may not be used in any manner that is in violation of City, state, or federal laws, rules, or policies, or to violate the rights of any third party.

vi. Examples of restrictions on the use of City facilities include but are not limited to the following:

a) City facilities may not be used as a place of business for an employee's outside enterprise.

b) City telephone numbers and addresses, including email and web addresses, may not be used or listed regarding an employee's outside business.

c) The use of City affiliations and titles in connection with an outside business must clearly acknowledge the independent nature of the employee's outside work from his City responsibilities.

d) City stationery and other office or consumable supplies may not be used by an employee in the conduct of an outside business.

e) City computing resources and equipment may not be used by an employee for the conduct of an outside business or to promote an outside business.

f) Personal use of any City resources, computers, or equipment to support political activities (such as assisting a campaign for election, promoting or opposing a ballot proposition or initiative, or lobbying members of the state legislature), even though not for remuneration, is not permitted.

g) City computing, and Internet resources may not be used in violation of federal copyright law.

b. City facilities are not to be used for storage of personal items (large supplies, materials, appliances, vehicles, gear, etc.). Small personal effects that you may have in your office space are excluded. The City simply does not have the space to store your personal items nor does the City accept any liability if something is to happen to your items.

c. Personal use of City facilities by non-City employees is strictly prohibited; the only exception is the construction of coffins and crosses. Exceptions may be made by the City Manager for community related projects.

d. Working on personal property or items on the following City facilities is strictly prohibited:

i. Power plant

ii. Tank farm and bulk fuel facilities

iii. Polar Star

iv. Water wells and treatment plant facilities

v. Landfill

vi. All City dock facilities

vii. Water tank facilities

viii) All sewer related facilities

ix. Other facilities identified by the City Manager.

a. Use of Motor Pool by City Employees

i. City employees may schedule after hours and weekend use of Motor Pool for work on only their personal vehicle. Verification of ownership is required.

ii. During said activities, City employees will be permitted to utilize the Motor Pool bay and lift, but must provide their own tools. Use of any City tools must be authorized by the Lead Mechanic or his designee. Any use of City tools shall require the City employee to sign out and in all tools. Use of any tools belonging to City mechanics must be authorized by that mechanic.

iii. Personal use of any and all welding equipment is prohibited.

iv. Prior to use of any City equipment of tools requiring technical skills, each employee must demonstrate, to the satisfaction of the Lead Mechanic, that he has had prior experience required to operate said equipment and is fully aware of all operations procedures.

v. All City employees who schedule after hours or weekend work on their personal vehicles must notify the Motor Pool Division Manager or Lead Mechanic in advance as to their intention to have additional individuals assisting in said work and must receive written approval to do so. The Motor Pool Division Manager or Lead Mechanic will be responsible to notify the Department of Public Safety of any scheduled activities on said City premises after regular hours.

vi. There shall be no charge to City employees for use of Motor Pool to work on their personal vehicle, however the scheduling dates and length of time shall be governed by the Motor Pool Division Manager or Lead Mechanic. Under no circumstances shall such scheduling conflict with the City’s need to utilize any and all Motor Pool equipment, tools, bays, lifts, etc.

vii. If the City employee has a need for City inventoried supplies, materials, goods, products, parts, etc., the employee should request in advance through the City’s work order system the need for such items. The work order for such items shall be submitted to the Finance Department for billing prior to any activities being initiated.

viii. The City employee must clean up after use of the Motor Pool.

i. City employees may schedule after hours and weekend use of the City Wood Shop for work on only their own personal projects. During said activities, City employees will be permitted to utilize the City’s table saw, miter saw and other tools on the work bench. Use of any City tools must be authorized by the Public Works Director or his designee. Any use of City tools shall require the City employee to sign out and in all tools.

ii. Prior to use of any City equipment of tools requiring technical skills, each employee must demonstrate, to the satisfaction of the Public Works Director, that he has had prior experience required to operate said equipment and is fully aware of all operations procedures.

iii. All City employees who schedule after hours or weekend work on their personal projects must notify the Public Works Director in advance as to their intention to have additional individuals assisting in said work and must receive written approval to do so. The Public Works Director will be responsible to notify the Department of Public Safety of any scheduled activities on said City premises after regular hours.

iv. There shall be no charge to City employees for use of the Wood Shop to work on their personal projects, however the scheduling dates and length of time shall be governed by the Public Works Director. Under no circumstances shall such scheduling conflict with the City’s need to utilize any and all equipment, tools, bays, etc.

v. If the City employees has a need for City inventoried supplies, materials, goods, products, parts, etc., the employee should request in advance through the City’s work order system the need for such items. The work order for such items shall be submitted to the Finance Department for billing prior to any activities being initiated.

vi. The City employee must clean up after use of the Wood Shop.

a. A Release of Liability Form must be signed and approved by the City Manager or his designee prior to any personal use of Motor Pool or Wood Shop.

b. While using City facilities for your own use, the City will not be liable for personal injuries resulting from such use. The employee accepts full responsibility for any and all liabilities for injuries or losses which occur, or for the malfunction of equipment. The employee is responsible for returning the equipment or tools in good condition, and you agree that you are required to pay for any damages that occur while using the equipment or tools for personal projects.

a. City employees are shall report misuse of City facilities to the City Administration. Employees who violate published University policies regarding the personal use of University resources, facilities, computers, and equipment, or policies regarding outside work and conflict of interest are subject to appropriate disciplinary or corrective action, including dismissal.

1. Release of Liability Form.

1. None.

1. This policy replaces various administrative orders and polices issued by City Managers over the years.