Telephone System Repairs, Cahnges and Usage (GA-16, Rev. 3)
City of
Delray
Beach
ADMINISTRATIVE
POLICIES AND PROCEDURES
MANUAL
SUBJECT: GENERAL
ADMINISTRATION: Telephone
System Repairs, Changes and
Usage
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SUPERSEDES
GA-16, Rev., 2
APPROVED BY:
EFFECTIVE PAGE 1 OF 2
DATE:
March 15, 2005
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David T. Harden, City Manager
NUMBER
GA-16
REVISIONS
3
GA-16.0 Purpose:
The City of Delray Beach owns its own telephone equipment. Our lines are leased through
outside vendors. The purpose of this policy is to set forth procedures for repairs, modifications,
additions and usage of City telephone systems and lines.
GA.16.1 Repair Procedures:
The following procedures are to be used to report a malfunction or problem with your telephone
servIce.
A) Contact the Telecommunications Systems Manager and provide a full description of the
problem. The Telecommunications Systems Manager will then evaluate the problem and
determine if the problem is equipment or line related. If it is determined that service
cannot be performed in-house the Telecommunications Systems Manager will contact the
appropriate vendor for service. Department personnel should not contact the vendors
directly unless they are directed to do so.
GA-16.2 Procedures for Modifications and Additions:
All requests for additional telephone sets, modifications to the existing telephone system or new
telephone lines are to be submitted in writing to the Telecommunications Systems Manager. The
request will be evaluated and an estimated cost determined. The cost estimates will be
forwarded to the appropriate Department Head for approval and funding.
GA-16.3 Procedures for Usal!e of City Telephone Systems and Lines:
Like all other City assets and resources, the City's telephones and lines are acquired with public
funds to enable City employees and officials to transact the public's business.
Employees shall limit, to an absolute minimum, calls that do not involve City business. This rule
applies to both incoming and outgoing calls. All personal calls (non-City-related business) that
result in long distance charges to the City shall and will be the financial responsibility of the
employee. The Telecommunications Systems Manager will conduct audits of all
communications billing statements and distribute to employees for reimbursement of personal
long distance calls. Payments should be forwarded to the Telecommunications Systems
SUBJECT: GENERAL ADMINISTRATION
Telephone System/Line Repairs, Modifications, Additions and Usage
Page 2 of2
Manager for processing, after which a validated copy of the receipt of payment will be forwarded
back to the employee.
Inappropriate use of City telephone services will be reported to the respective department head
and/or City Manager, and may result in disciplinary action.