115 Use of Board Facilities and Services by Staff and Guests
Original Approval Date: July 15, 2009
Revision Effective: June 16, 2026
The Tri-County Board provides facilities and communication tools for staff and guests that are intended for business purposes only. Staff and guests are expected to be courteous, professional and ethical while utilizing Board facilities and Services.
E-Mail
E-mail access is provided to staff for the conduct of Board business. Staff has a responsibility to maintain and embrace the Board's public image while using e-mail by following these guidelines:
Internet
Internet access is provided based upon business needs to benefit the Board through connection to online information resources. Employees and guests have a responsibility to maintain and embrace the Board's public image while accessing the Internet by following these guidelines:
Mail
The Tri-County Board provides a postage machine and mailing materials intended for correspondence of Board business. These items may not be used for personal mail.
Telephone
The Tri-County Board provides telephones for conducting Board business. They should not be used to make excessive personal calls.
Staff issued a cell phone by the Tri-County Board shall use it for business purposes only. Excessive personal calls on Tri-County Board phones may require staff to reimburse the Board for any extra charges.
Board Facilities
Any agencies, organizations, volunteers or contract staff that wish to us the Board’s facilities or services shall not use Board facilities or services to engage in illegal, unethical or immoral activities, or in any inappropriate behavior as outlined in the preceding sections of this policy. Organizations that are compatible to the Tri-County Board’s Vision, Mission and Principles will be allowed to reserve and use the conference facilities at the discretion of the Executive Director.
The Board’s use of the facility shall take priority over other entities wishing to use the facility. The Executive Director may assess a fee for cleaning or repair of the facility, furnishings and equipment if there has been damage to the facility and equipment by a guest.
Board-owned facilities may be monitored by security cameras. Camera recordings may be used to determine whether Board Facilities have been improperly used or damaged.
Use of personal recording devices by Board staff or guests may be permitted in public areas of the facility where confidential client information will not be compromised.
Revision Effective: June 16, 2026
The Tri-County Board provides facilities and communication tools for staff and guests that are intended for business purposes only. Staff and guests are expected to be courteous, professional and ethical while utilizing Board facilities and Services.
E-mail access is provided to staff for the conduct of Board business. Staff has a responsibility to maintain and embrace the Board's public image while using e-mail by following these guidelines:
- The e-mail system is a business tool owned and paid for by the Board; therefore, e-mail system is the Board's property, not a private communication medium.
- The Board reserves the right to monitor, audit, and review e-mail messages sent and received at any time.
- As a publicly funded agency, staff e-mails are considered information within the public domain and, therefore, a record of e-mail communications may be requested by any member of the general public.
- E-mail is an extension of the workplace, and abusive or inappropriate e-mail will subject a staff member to the Board's disciplinary policy. Staff members are not to display or transmit any communications containing racial or ethnic slurs or anything that might be construed as harassment or offensive to others based on race, national origin, gender, sexual orientation, disability, or other classifications protected by state and federal law.
- The e-mail system should not be used to solicit outside business ventures or political, religious, or other personal causes by the employee.
- Access to Board email on a personal device shall be in accordance with Policy 116 Information Systems Security and may be revoked at any time. Staff using personal devices to access email, phone and voicemail, or any other Board communications system shall maintain their device with system updates and reasonable security precautions.
Internet
Internet access is provided based upon business needs to benefit the Board through connection to online information resources. Employees and guests have a responsibility to maintain and embrace the Board's public image while accessing the Internet by following these guidelines:
- Employees using Internet access via Board hardware and software are representing the Tri-County Board. As such, their conduct shall be ethical, lawful and relevant to Board business at all times.
- Internet access by staff or guests shall not be used for personal use, personal gain, or advancement of personal views; for solicitation of non-agency business; or result in the disruption of the agency network operation or interfere with personal productivity at work.
- Staff are prohibited from accessing the Internet for any unethical purposes, including but not limited to pornography, violence, gambling, racism, harassment, or any illegal activity.
- Staff may not download software without the express acknowledgement and support of the Manager of Information and Cybersecurity Services to ensure that proper licenses are obtained and viruses are not transmitted, in accordance with Policy 116, Information Systems Security.
- Staff may not violate copyright laws in regard to the receipt/download of materials available on the Internet by copying and disseminating information, except for purposes falling under the category of ”fair use.”
- Guests must agree to the Rules for Guest Wi-Fi Access and Use as published on the Board’s website.
- The Board reserves the right to monitor, audit, and review Internet use.
The Tri-County Board provides a postage machine and mailing materials intended for correspondence of Board business. These items may not be used for personal mail.
Telephone
The Tri-County Board provides telephones for conducting Board business. They should not be used to make excessive personal calls.
Staff issued a cell phone by the Tri-County Board shall use it for business purposes only. Excessive personal calls on Tri-County Board phones may require staff to reimburse the Board for any extra charges.
Board Facilities
Any agencies, organizations, volunteers or contract staff that wish to us the Board’s facilities or services shall not use Board facilities or services to engage in illegal, unethical or immoral activities, or in any inappropriate behavior as outlined in the preceding sections of this policy. Organizations that are compatible to the Tri-County Board’s Vision, Mission and Principles will be allowed to reserve and use the conference facilities at the discretion of the Executive Director.
The Board’s use of the facility shall take priority over other entities wishing to use the facility. The Executive Director may assess a fee for cleaning or repair of the facility, furnishings and equipment if there has been damage to the facility and equipment by a guest.
Board-owned facilities may be monitored by security cameras. Camera recordings may be used to determine whether Board Facilities have been improperly used or damaged.
Use of personal recording devices by Board staff or guests may be permitted in public areas of the facility where confidential client information will not be compromised.
