18-1. Village Equipment
Village equipment is not to be used for purposes outside the scope of Village business. All Village owned and operated equipment will not be used, under any circumstances for any purpose other than specified Village business without prior written approval from the Village Manager. This shall include but not be limited to computers, telephones, cellular phones, beepers, vehicles, tools, fax machines and copiers. Failure to comply may result in discipline up to and including discharge.
18-2. Personal Use of Village Vehicles
A. When it is in the Village’s interest, certain employees shall be designated to drive a Village vehicle to and from their residence within a 150 mile radius. This shall be the only authorized personal use of such vehicles.
B. Employees driving Village vehicles may have occasions where an incidental stop is necessary between work-related stops. Such use shall not necessarily be considered a violation of this policy.
C. No personal items other than incidentals shall be stored in the vehicle. The employee is required to keep the vehicle locked at all times with work-related items stored either in a lock box or trunk during times when the vehicle is not in use.
D. The Finance Department shall compute a daily value for commuting which shall be included in the employee’s W-2 form at the end of the calendar year. Such amount shall be the minimum allowed by Federal income tax laws. This information shall be maintained by the Village to comply with Internal Revenue Service regulations which require documentation on the use of such vehicles as defined above.
18-3. Use of Village Telephones, Computers, and Fax Machines
Employees shall not use Village computers or fax machines for personal purposes. The use of Village telephones to make or receive personal calls during work hours shall be kept to a minimum and shall not interfere with work. Employees shall not make long distance phone calls and charge them to the Village. Because the computers are Village property, no software or hardware other than that provided and installed by the Village shall be used at any time.
18-4. Information Systems
A All electronic and voice mail systems, and all communications and stored information transmitted, received or contained in the Village’s Information Systems are property of the Village. As such, they are to be used solely for work-related purposes. There is no expectation of privacy when using any of the Village’s informational systems.
B. The use of such equipment and software for private purposes is strictly prohibited. Employees have no right of personal privacy in any matter stored in, created, received or sent over the Village’s information systems. The Village reserves the right to monitor all messages and any other information on the systems, without notice for any reason.
C. Employees shall not use a code, access a file, or retrieve any stored information other than during the routine course of their work without prior authorization from their department head.
D. Data on Village information systems are subject to Public Records Law and are discoverable. Computer files and e-mail, including files that have been deleted are still retained and retrievable.
E. The Village’s Anti-Harassment and Anti-Discrimination Policy (Chapter 20) applies fully to this policy, and a violation is grounds for discipline.
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