HomeMy WebLinkAbout07. Adopt proposed revisions to BP 014 - District-Owned Mobile Computing Devices for Board Members Page 1 of 5
Item 7.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: AUGUST6, 2020
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
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
During biennial review of BP 014 - District-Owned Mobile Computing Devices for Board Members, staff
and District Counsel suggested adding a couple of sentences regarding virtual Board and Committee
meetings, given the current circumstances of COVI D-19.
ALTERNATIVES/CONSIDERATIONS
The Board may provide other direction to staff.
August 6, 2020 Regular Board Meeting Agenda Packet- Page 43 of 107
Page 2 of 5
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed this item at its meeting on July 21, 2020 and recommended
Board approval with a broadening of the policy to include laptop computers.
RECOMMENDED BOARD ACTION
Adopt proposed revisions to Board Policy No. BP 014 - District-Owned Mobile Computing Devices for
Board Members, effective immediately.
Strategic Plan Tie-In
GOAL ONE: Customer and Community
Strategy 1—Deliver high-quality customer service
GOAL SEVEN:Agility and Adaptability
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. Proposed BP 014 - District-Owned Mobile Computing Devices for Board Members (in strikeout)
August 6, 2020 Regular Board Meeting Agenda Packet- Page 44 of 107
Page 3 of 5
Number: BP 014
at the District
Authority: Board of Directors
Effective: March 20, 2014 -
Revised: September 6, 2018
Reviewed: 8/21/18, 8/6/20 rA I Tk F"OkAW, 1
Initiating Dept./Div.: SOD/ADMIN
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.. and/or remote participation in
virtual District Board and rnmmittee -Petina,- during certain emergency situations
(such as a pandemic). When District-owned devices (such as tablets and laptops) are
furnished to Board Members, the parameters set forth under the f„IIGWiRg con+innhPlnw
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 ind/or participate remotely in District Board and Committe,
meeting . The specifications of the device must meet standards set by the
Information Technology Manager.
2. Accessories, Etc.: Any District-owned m„hile n„mn„+iRg deyino 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.
August 6, 2020 Regular Board Meeting Agenda Packet- Page 45 of 107
Page 4 of 5
Number: BP 014
DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS
Page 2 of 3
5. Cellular Data Plan: A District-owned mobile GE)M Pi1tiRg do„ino will be
provided with a cellular data plan at a level sufficient to conduct District business
at no cost to the Board Member.
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 mCCtiRgs-and Committee meetings to
access the District's paperless agenda materials -)nd/or to narticinate remotely in
District Board and Committee meetinqs. Use of electronic devices to
communicate with other Board Members during public Board or Committee
meetings is prohibited by this policy. in the event such meetings are conaucted
rernUrely, nuaru lvlemruers are proruDited from communicating with other Board
Members electronically (such as using the chat function in Microsoft Teams) as it
is not available to the public and could result in a violation of the Brown Act. Any
other use electronic communication 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 6, 2020 Regular Board Meeting Agenda Packet- Page 46 of 107
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]
August 6, 2020 Regular Board Meeting Agenda Packet- Page 47 of 107