HomeMy WebLinkAbout3.a. Conduct Biennial Review of Board Policy BP No. 014 - Mobile Computing Devices for Board Page 1 of 4
Item 3.a.
CENTRAL
CONTRACENTRAI COSTA SANITARY Central Contra Costa Sanitary District
August 21, 2018
TO: ADMINISTRATION COMMITTEE
FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT
REVIEWED BY: JOHN HUI E, I NFORMATI ON TECHNOLOGY MANAGER
ANN SASAKI, DEPUTY GENERAL MANAGER
ROGER S. BAILEY GENERAL MANAGER
SUBJECT: CONDUCT BIENNIAL REVIEW OF BOARD POLICY BP NO. 014- MOBILE
COMPUTING DEVICES FOR BOARD
Attached is a copy of the above Board Policy, which is being presented to the Committee for biennial
review.
Staff has recommended minor changes to the existing policy. If the Committee concurs, the policy will be
brought to the full Board for consideration of any proposed revisions.
ATTACHMENTS:
1. Draft BP No. 14 - Mobile Computing Devices
August 21, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 3 of 53
Page 2 of 4
Number: BP 014
Authority: Board of Directors
Effective: March 20, 2014
Revised: August 18, 2016 --
Reviewed:
Initiating p De t./Div.: SOD/ADMIN ► SAN
BOARD POLICY
DISTRICT-OWNED MOBILE COMPUTING DEVICES
FOR BOARD MEMBERS
PURPOSE
To establish a policy for providing mobile computing devices to Board Members to
facilitate a paperless agenda process at the District. When District-owned devices are
furnished to Board Members, the parameters set forth under the following section helem I"''*",""
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 Manager.
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 Email Accounts: All Board Members must be offered a District email
account through which all District business should be conducted. Board
Members are strongly encouraged to use their District email account for District
business.
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
cost to the Board Member. „ � Rn=_d%A IMomhor,n,iQhoQ in ,11so +ho mnhilo
August 21, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 4 of 53
Page 3 of 4
Number: BP 014
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 2 of 3
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1.
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. Upon transfer, of ownership, the daLd plan on
the device shall be cancelled by the District.
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 email account in the event the device is lost or stolen. Ali
new District-owned mobile computing devices must be encrypted or have
software installed on them that will allow staff to remotely erase the device if
necessary.
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 aree+r��
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 must be adhered to with
all electronic communications.
10. Public Records Act/Due 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.
August 21, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 5 of 53
Page 4 of 4
Number: BP 014
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 3of3
[Original Retained by the Secretary of the District]
August 21, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 6 of 53