HomeMy WebLinkAbout04. Approve revisions to Board Policy No. BP 014 Page 1 of 4
Item 4.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: AUGUST4, 2022
SUBJECT: APPROVE 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
Roger S. Bailey
General Manager
ISSUE
Changes to Board policies require Board approval. The Board is asked to consider acceptance of an
update that would amend the referenced Board Policy.
BACKGROUND
Staff brought before the Administration Committee the aforementioned Board Policy for a biennial review.
The Committee recommended a minor revision to the policy. When revisions are recommended, the
Board Policy is brought before the full Board for consideration, which is attached and shown a strikeout
version.
ALTERNATIVES/CONSIDERATIONS
The Board could choose not to adopt the proposed revisions or provide other direction to staff.
FINANCIAL IMPACTS
None.
August 4, 2022 Regular Board Meeting Agenda Packet- Page 20 of 94
Page 2 of 4
COMMITTEE RECOMMENDATION
The Administration Committee recommended the proposed change at its meeting on July 18, 2022 for
Board approval.
RECOMMENDED BOARD ACTION
Approve the proposed revision to Board Policy No. BP 014 - District-Owned Mobile Computing Devices for
Board Members.
ATTACHMENTS:
1. Proposed Revision to BP 014 (strikethrough)
August 4, 2022 Regular Board Meeting Agenda Packet- Page 21 of 94
Page 3 of 4
Number: BP 014
at the District
Authority: Board of Directors
Effective: March 20, 2014
Revised: August 6, 229 August 4, 2022
Reviewed: 8/21/18,7/21/20 July 18, 2022
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 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(s) 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(s) 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.
August 4, 2022 Regular Board Meeting Agenda Packet- Page 22 of 94
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, 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]
August 4, 2022 Regular Board Meeting Agenda Packet- Page 23 of 94