HomeMy WebLinkAbout05. Revised Board Policy No. BP 014 - District-owned mobile computing devices for Board MembersNumber: BP 014
Authority: Board of Directors
Effective: March 20, 2014
Revised:
Reviewed:
Initiating Dept./Div.: SOD/ADMIN
BOARD POLICY
5.
Central Contra Costa
Sanitary District
www.centralsan.org
DISTRICT -OWNED MOBILE COMPUTING DEVICES
FOR BOARD MEMBERS
PURPOSE
To establish a policy for providing mobile computing devices to Board Members to
facilitate impiementalien of #ham a paperless agenda process at the District.
If -When District -owned devices are furnished to Board Members, the parameters set
forth under the following section below will apply. If a Board Member utilizes a personal
mobile computing device rather than a District -owned device to access Board and
Committee agenda packets, only items 8 through 10 will apply.
POLICY
1. District -Owned Mobile Computing Devices Offered to All Board Members:
The District will offer to purchase a District -owned mobile computing device for
any Board Member wishing to utilize the device to access the District's electronic
agenda packets. The specifications of the device must meet standards set by
the Information Technology Adminis to Manaaer.
2. Accessories, Etc.: Any District -owned mobile computing device will include at
District expense Wi-Fi and cellular data capability, extended warranty, protective
case, software applications, charging cables, training and support, as necessary
to conduct District business.
3. District E -Mail Accounts: All Board Members must be offered a District email
account through which all District business should be conducted. Board
Members should refrain from using personal e-mail accounts for business-related
e-mails.
4. Personal Use: Personal use of a District -owned mobile computing device is
permitted at the discretion of the Board Member.
5. Cellular Data Plan: A District -owned mobile computing device will be provided
with a cellular data plan at a level sufficient to conduct District business at no
Number: BP 014
DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 2 of 2
cost to the Board Member. If a Board Member wishes to use the mobile
equipment device for personal use, they will be provided the higher level
bandwidth available through the District to accommodate that use, and must
reimburse the District the cost difference between the two data plans or pay for
their own plan.
6. End of Board Member Tenure: Any District -owned mobile computing device
must either be relinquished to the District upon conclusion of a Board Member's
tenure or purchased by the Board Member at current market value as quoted on
Gazelle.com (or similar valuation method), at which time the device will become
the personal property of the owner.
7. Loss/Theft/Damage: If a District -owned mobile computing device is lost, stolen
or damaged, the Board Member must notify the Secretary of the District
immediately. All District -owned devices are required to have a password to block
access to the District e-mail account in the event the device is lost or stolen.
8. Personal Mobile Computing Devices: Any Board Member wishing to utilize a
personal mobile computing device rather than a District -owned device to access
Board and Committee agenda packets must bear all costs associated with that
device, including any cellular data plan; however, the District will reimburse any
such Board Member for the cost of software applications necessary to conduct
District business.
9. E -Communications During Meetings: Mobile computing devices are being
provided to Board Members for use during Board meetings and Committee
meetings to access the District's paperless agenda materials. Use of electronic
devices to communicate with other Board Members during public Board or
Committee meetings is prohibited by this policy. Any other use during public
Board or Committee meetings is discouraged. The goal is for Board Members to
be present and engaged in the meeting. The Brown Act mustsheuld be adhered
to with all electronic communications.
10. Public Records ActlDue Process: District records, whether paper or
electronic, are governed by the public disclosure requirements of the California
Public Records Act. In the event that a message is received by a member of the
Board or Committee during a meeting regarding a matter that is on the agenda
for said meeting, the content of the message shall be disclosed publically to the
entire Board or Committee as it has been received during the consideration of
the matter at an open and public meeting. It will become a part of the public
record.
[Original Retained by the Secretary of the District]