HomeMy WebLinkAbout4.d. Review Draft Position Paper approving proposed revisions to BP 014- Mobile Computing Devices for Board Members Page 1 of 4
Item 4.d.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
DRAFT
MEETING DATE: JULY21, 2020
SUBJECT: REVIEW DRAFT POSITION PAPERAPPROVING PROPOSED REVISIONS
TO BOARD POLICY NO. BP 014 - MOBILE COMPUTING DEVICES FOR
BOARD MEMBERS
SUBMITTED BY: INITIATING DEPARTMENT:
KATIE YOUNG, SECRETARY OF THE SECRETARYOF THE DISTRICT
DISTRICT
REVIEWED BY: KENTALM, DISTRICT COUNSEL
ROGER S. BAILEY, GENERAL MANAGER
ISSUE
Board approval is required for revisions to Board Policies. Revisions are proposed for BP 014 - Mobile
Computing Devices for Board Members
BACKGROUND
During biennial review of BP 014 - Mobile Computing Devices for Board Members staff and District
Counsel added a couple sentences regarding virtual meetings, given the current circumstances of
COVI D-19. A strikeout version of the Policy showing the proposed revision is attached.
ALTERNATIVES/CONSIDERATIONS
The Board may provide other direction to staff.
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed this item at their J my 21, 2020, meeting and recommended/did
not recommend approval by the full Board.
RECOMMENDED BOARD ACTION
Approve the recommended changes to Board Policy No. BP 014 - Mobile Computing Devices for Board
Members
Strategic Plan re-In
July 21, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 22 of 126
Page 2 of 4
GOAL ONE: Customer and Community
Strategy 2—Maintain a positive reputation
GOAL SEVEN:Agility andAdaptability
Strategy 1—Maintain a safe working environment for employees and the public during the COVID-19 pandemic
, Strategy 2—Plan ahead for scenarios of direct adverse impacts
ATTACHMENTS:
1. Strikeout Revisions BP 014 - Mobile Computing Devices for Board Members
July 21, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 23 of 126
Page 3 of 4
Number: BP 014
Authority: Board of Directors
Effective: March 20, 2014
Revised: September 6, 2018 —
Reviewed: August 21, 2018
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 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.
July 21, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 24 of 126
Page 4 of 4
Number: BP 014
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 2 of 2
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. All
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 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. In the event that the Board meetings are
being conducted remotely, Board Members are advised to not communicate with
other Board Members electronically, such as using the chat function in Microsoft
Teams, as it is not available for the public and could result in a violation of the
Brown Act. 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.
[Original Retained by the Secretary of the District]
July 21, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 25 of 126