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Home My WebLink About5.a. Conduct biennial review of the following Board Policies: BP 014, 024, 034 Page 1 of 5 Item 5.a. CENTRAL SAN July 18, 2022 TO: ADMINISTRATION COMMITTEE FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT REVIEWED BY: KENTON L. ALM, DISTRICT COUNSEL ROGER S. BAILEY, GENERAL MANAGER SUBJECT: CONDUCT BIENNIAL REVIEW OF THE FOLLOWING BOARD POLICIES: • BP 014 - DISTRICT-OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS • BP 024 - OCCUPATIONAL HEALTHAND SAFETY • BP 034 - REPORTING PROTOCOL FOR ETHICS HOTLINE Attached are copies of the above referenced Board Policies, which are being presented to the Committee for biennial review. Staff has no recommended changes to these existing policies. If the Committee concurs, the policies will remain as it is and will be reviewed again in two years. However, if the Committee recommends changes, the policy will be brought to the full Board for consideration of any proposed revisions. Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility GOAL FIVE: Safety and Security Strategy 1 - Reduce and eliminate risks of injury or illness, Strategy 2- Protect personnel and assets from threats and emergencies, Strategy 3- Understand and reduce impacts of cybersecurity attacks ATTACHMENTS: 1. BP 014 - District-Owned Mobile Computing Devices for Board Members 2. BP 024 - Occupational Health and Safety 3. BP 034 - Reporting Protocol for Ethics Hotline July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 8 of 17 ATTACHMPW 3 of 5 Number: BP 014 at the District Authority: Board of Directors Effective: March 20, 2014 -- nti Revised: August 6, 2020 Reviewed: 8/21/18, 7/21/20 F4 1 Tk ff0kMAA 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 Committee meetings 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 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 and/or participate remotely in District Board and Committee meetings. The specifications of the device must meet standards set by the Information Technology Manager. 2. Accessories, Etc.: Any District-owned tablet 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 tablet will be provided with a cellular data plan at a level sufficient to conduct District business at no cost to the Board Member. July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 9 of 17 Page 3 of 5 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, any 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 and Committee meetings to access the District's paperless agenda materials and/or to participate remotely in District Board and Committee meetings. 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 conducted remotely, Board Members are prohibited 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 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. [Original Retained by the Secretary of the District] July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 10 of 17 Page 4 of 5 ATTACHMENT 2 Number: BP 024 Authority: Board of Directors Z10 Effective: May 5, 2016 Revised: Reviewed: May 8, 2018; July 21, 2020 CENTRALSAN Initiating Dept./Div.: Operations / Safety BOARD POLICY OCCUPATIONAL HEALTH AND SAFETY PURPOSE To provide a safe work environment, as free as possible, from the threat of injury and illness due to unsafe practices or conditions for District staff and members of the public. POLICY The District will: • establish occupational health and safety as a priority in conjunction with efficiency and productivity; • comply with applicable federal, state, and local occupational health and safety regulations and, where feasible, implement best management practices to ensure the safety of District employees and the public; • provide appropriate safety training, procedures, tools, and personal protective equipment for employees while encouraging every employee to work safely and to report unsafe work conditions, practices, or procedures; • monitor the work environment for occupational health hazards (e.g., musculoskeletal disorders, heat illness, chemical, biological, and noise exposures, etc.); and • provide the Board of Directors with an annual report. [Original Retained by the Secretary of the District] July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 11 of 17 Page 5 of 5 ATTACHMENT 3 Number: BP 034 Related Admin. Procedure: AP 034 Authority: Board of Directors Effective: June 7, 2018 -==-- Revised: July 16, 2020 Reviewed: CENTRALSAN Initiating Dept./Div.: Administration/SOD BOARD POLICY REPORTING PROTOCOL FOR ETHICS HOTLINE PURPOSE To establish a policy on reporting mechanisms for processing anonymous information received from employees via a third-party hotline service for reporting potential fraud or misconduct. POLICY The Board of Directors supports making available to employees and Board Members the opportunity to anonymously report any potential fraud or misconduct at Central San. The reporting avenue shall preserve anonymity and be separate from Central San management's normal reporting structure to prevent any potential barriers to the reporting of potential wrongdoing. Should the employee not wish to be anonymous, the employee shall be protected from retaliation. The Secretary of the District and the Human Resources Manager shall be responsible for cataloging and reporting information received via the hotline service to the General Manager, Internal Auditor, Deputy General Manager, District Counsel, and Department Directors as appropriate. The Board President shall be notified of any calls to the hotline involving those holding executive management positions as defined in Section 4.24.030.A.2. of the District Code (General Manager, Counsel for the District, and Secretary of the District). [Original retained by the Secretary of the District] July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 12 of 17