HomeMy WebLinkAbout05. Adopt revisions to BP 014 - District-Owned Mobile Computing Devices for Board Members Page 1 of 5
Item 5.
CENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: SEPTEMBER 6, 2018
SUBJECT: ADOPT PROPOSED REVISIONS TO BOARD POLICY NO. BP 014 -
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
SUBMITTED BY: INITIATING DEPARTMENT:
KATIE YOUNG, SECRETARY OF THE SECRETARYOF THE DISTRICT
DISTRICT
REVIEWED BY: JOHN HUIE, INFORMATION TECHNOLOGY MANAGER
ANN SASAKI, DEPUTY GENERAL MANAGER
Pat,,
Roger S. Bailey Kenton L. Alm
General Manager District Counsel
ISSUE
Board approval is required for revisions to Board Policies. Revisions are proposed for Board Policy No.
B P 014 - District-Owned Mobile Computing Devices for Board Members.
BACKGROUND
All Board Policies are reviewed by staff at least every two years, after which they are brought before a
Board Committee for review. If no changes are recommended either by staff or the Committee, Board
Policies are returned to the queue for review in another two years. However, if revisions are
recommended, Board Policies are brought to the full Board for consideration.
September 6, 2018 Regular Board Meeting Agenda Packet- Page 96 of 135
Page 2 of 5
In this case, staff has recommended a couple of changes to BP 014 and the Administration Committee
has concurred.
A strikeout version of the policy indicating the proposed revisions to the existing policy is attached.
ALTERNATIVES/CONSIDERATIONS
The Board may provide other direction to staff.
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed the proposed changes to BP 014 at its meeting on August 21,
2018 and recommended Board adoption.
RECOMMENDED BOARD ACTION
Adopt proposed changes to Board Policy No. BP 014 - District-Owned Mobile Computing Devices for
Board Members.
Strategic Plan re-In
GOAL TWO: Strive to Meet Regulatory Requirements
Strategy 3- Comply with all federal, state, and local regulations related to District administration
ATTACHMENTS:
1. Proposed BP 014 - District-Owned Mobile Computing Devices for Board Members (in strikeout)
September 6, 2018 Regular Board Meeting Agenda Packet- Page 97 of 135
Page 3 of 5
Number: BP 014
Authority: Board of Directors
Effective: March 20, 2014
Revised: August 18, 2016 -----
oo
Reviewed:
Initiating Dept./Div.: SOD/ADMIN CENTRALSAN
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 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 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. If a Board Member w0shes to use the mobilo
September 6, 2018 Regular Board Meeting Agenda Packet- Page 98 of 135
Page 4 of 5
Number: BP 014
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 2of3
equipmeRt device for perSORal use, they will be provided a higher level
band eiidth available through the Dictrint to annnmmedate that use and mus
reimburse the District the Gost d"ffereRGe betweeR the two data plans or pay fGr
their nein 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. Upon transfer of ownership, the data 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. H.
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 are beiRg
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.
September 6, 2018 Regular Board Meeting Agenda Packet- Page 99 of 135
Page 5 of 5
Number: BP 014
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 3 of 3
[Original Retained by the Secretary of the District]
September 6, 2018 Regular Board Meeting Agenda Packet- Page 100 of 135