HomeMy WebLinkAbout027. City Hall Security Policy. Updated September 2024.docx
1. Purpose:
This policy ensures the safety and security of all City Hall employees, visitors, and assets. It
outlines the necessary security measures that all staff members must adhere to.
2. Definitions:
Authorized Individual: A person with a City picture identification badge deemed by the City
Manager or their designee to have long or short-term access to City Hall for essential
professional/operational purposes.
Visitor: Any individual who does not physically possess a City-issued identification badge and
requires temporary access to the organization's premises or facilities. This includes but is not
limited to, clients, guests, delivery personnel, or any other person who is not permanently or
regularly associated with the organization.
Public Area: A section of the premises that is accessible to individuals without the need for
specific access control. These are areas generally open to visitors, clients, and the general public
and do not require special permission to enter.
Restricted Area: A specific zone where access is controlled and limited to a select group of
individuals with the necessary authorization or clearance.
Tailgating: Allowing unauthorized individuals to follow you through secure doors.
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Section Name: Employee Relations Effective Date: September 16, 2024
Section Number: 400 Policy Number: 012
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3. Statement of Policy:
3.1 City-Issued Identification Badges:
A. All employees shall be issued a picture identification badge.
B. Identification badges shall be worn visibly and front-facing during business hours
while on the premises.
C. The Public Safety Department badges and uniforms will serve as the City-issued
identification badge for all on-duty Public Safety Officers and Firefighters.
D. Badges must be presented upon request by any authorized individual. Lost or
stolen badges must be reported immediately to the Human Resources Office.
E. Department Heads may request short-term, temporary, city-issued identification
badges for contractors, vendors, or partners with ongoing work assignments in City
Hall. Those issued a short-term, city-issued identification badge shall be considered
authorized individuals.
3.2 Keys and Fobs:
A. Employees must keep all keys and key fobs on their person and/or in a secure place.
B. Keys and key fobs must not be shared or loaned to unauthorized persons.
C. Lost or stolen keys/key fobs must be reported immediately to the Human Resources
Office.
3.3 Security Permissions and Fobs:
A. Employees with access to security codes for arming and disarming the building must
keep these codes confidential.
B. Those with the security code shall never share their security code with anyone.
C. Report any suspected breach of security codes to the Human Resources Office
immediately.
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3.4 Visitor Management:
A. All visitors must check-in/out at the Clerk’s Office and be issued a visitor ’s badge.
B. Employees who encounter visitors who need proper identification should politely
inquire if they need assistance, and escort them to the Clerk/Treasurer or Human
Resources Office to obtain a visitor ’s badge if necessary.
C. Visitors must always be accompanied, supervised, and/or announced by an employee
or authorized individual while inside City Hall. Visitors must always be coordinated
with the receiving Department and/or accompanied by an employee or authorized
individual when in a non-public, restricted area of City Hall. Visitors must be
monitored by the appropriate personnel at all times.
D. Contractors, vendors, or partners must always check in with the clerk’s office and be
identified as such, and the appropriate personnel must monitor their access to the
building. Should a contractor, vendor, or partner have ongoing, authorized work at
City Hall, the respective Department Head may choose to request a temporary guest
identification badge from the Human Resources Department. Temporary guest
identification badges must be returned upon assignment completion.
3.5 Access Control:
A. Only authorized personnel are allowed access to restricted areas.
B. Employees must ensure doors are securely closed and locked after use.
C. Tailgating (allowing unauthorized individuals to follow you through secure doors) is
strictly prohibited. Employees shall never allow non-City of Monroe employees to
tailgate into the building or other areas not authorized to them.
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3.6 Incident Reporting:
A. Any suspicious activity, security breaches, or lost/stolen security items must be
reported immediately to the Human Resources Office.
B. Employees should be familiar with the emergency contact numbers and procedures
for reporting incidents.
3.7 Workplace Security Training:
A. All employees are required to attend regular security training sessions.
B. Employees must stay informed of updates to the security policy and procedures.
C. Employees with training requests or questions should submit their inquiries in writing
to the Human Resources Director.
3.8 Panic Buttons:
A. Panic buttons are installed in strategic locations throughout City Hall for
emergencies.
B. Activated panic buttons alert that an active emergency is taking place and immediate
law enforcement is needed due to imminent danger. Medical emergencies or the need
for customer service support that is not imminent danger should be handled through
standard phone correspondence and/or a “9-1-1” call.
C. Activated panic buttons are not a substitute for calling “9-1-1.” When possible, a
“9-1-1” call should accompany the engagement of a panic button.
D. Employees should familiarize themselves with the locations of these panic buttons.
E. Activating a panic button will initiate an immediate response from law enforcement.
F. False alarms caused by misuse of panic buttons may result in disciplinary action.
G. Misuse of the panic button is punishable by law.
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4.0 Responsibilities:
A. It is the responsibility of all City Hall employees to adhere to this security policy.
B. Supervisors and managers must ensure their team members know and comply with
the security measures.
5.0 Enforcement:
Failure to comply with this security policy may result in disciplinary action, up to and
including termination of employment.
6.0 Application:
This policy shall apply to all employees and appointed officials of the City of Monroe.
7.0 Responsibility:
The City Manager and/or their designee shall implement and oversee this policy.
8.0 Administrative Procedures:
None.
9.0 Legislative History of Authority for Creation or Revision:
Adopted pursuant to action of the City of Monroe, City Council, September 16, 2024.
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