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Personnel Committee 4. 2. Meeting Date: 04/23/2013 By: Colleen Lasher, Administrative Services Information Title: Resolution to Consider a Telecommuting Policy Background: Telecommuting is a work arrangement whereby an employee works from home or another remote work site away from the primary traditional work place. This case is being presented to the Personnel Committee because staff received a request to consider allowing a telecommuting policy. It may be of a benefit to the City to consider such a policy, especially when an employee may otherwise choose to resign due circumstances such as having relocated outside of a reasonably commutable area. As a result of the request, staff contacted the League of Minnesota Cities regarding the practicality of such a policy, pros and cons, liabilities, etc. Upon inquiry, League' staff indicated that they are currently conducting a pilot project -- ROWE (results only work environment) that includes a telecommuting component. In short, the focus is on results, not necessarily where the work is done, which can mean working remotely. The study is not complete vet, however, it appears to be a positive concept. Staff also consulted with the supervisor of the League's worker's compensation unit. Any offsite work related injuries sustained by the employee would be processed as per the usual protocol. Lastly, it is important to note, the individual requesting this consideration would access the City's network drives via "VPN" access which eliminates the risk of compromised or lost data due to a real-time connection to the network, no need for portable storage devices, and regular City back-ups. VPN is a virtual private network; VPN extends a private network across public networks like the Internet. It enables a host computer to send and receive data across shared or public networks as if they were an integral part of the private network with all the functionality, security and management policies of the private network (as cited by Wikipedia-accesssed April 17, 2013, www.wikipedia.org). The following policy for review and discussion: City of Ramsey - DRAFT Telecommuting Policy Purpose Consideration for telecommuting arrangements will be made on a case -by -case basis and only in situations where the employee can demonstrate a benefit to the City. Telecommuting is not appropriate for all employees, it is not a City wide benefit or entitlement, it in no way changes the terms and conditions of employment with the City and it is not a substitute for dependent care. Participation Full-time employees, except those under collective bargaining agreements, may apply to participate. Employees must have successfully completed probation, received a satisfactory rating on their last performance evaluation and not had any disciplinary action taken against them during the past year. Seniority will not be a basis for selecting employees to participate in this program. Application Process The attached application must be completed indicating how the telecommuting will benefit the City. All applications must be signed by the Department Head and then forwarded to Human Resources. The Department Head, Human Resources and the City Administrator will evaluate the application to determine whether or not the application will be approved or denied. The Department Head will then meet with the employee regarding the