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HomeMy WebLinkAboutCAPITAL PROJECTS AGENDA 05-08-12Jl Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA BOARD OF DIRECTORS: SANITARY DISTRICT JAMES NE✓EDLY President CAPITAL PROJECTS COMMITTEE DAVID WILLIAMS (revised agenda) President Pro Tem BARBARA D. HOCKETT MICHAEL R MCGILL Chair McGill MARIO M MENESINI Member Hockett PHONE: (925) 228 -9500 FAX: (925) 676 -7211 www.centralsan.org Tuesday, May 8, 2012 3:00 p.m. Second Floor Conference Room 5019 Imhoff Place Martinez, California INFORMATION FOR THE PUBLIC ADDRESSING THE COMMITTEE ON AN ITEM ON THE AGENDA Anyone wishing to address the Committee on an item listed on the agenda will be heard when the Committee Chair calls for comments from the audience. The Chair may specify the number of minutes each person will be permitted to speak based on the number of persons wishing to speak and the time available. After the public has commented, the item is closed to further public comment and brought to the Committee for discussion. There is no further comment permitted from the audience unless invited by the Committee. ADDRESSING THE COMMITTEE ON AN ITEM NOT ON THE AGENDA In accordance with state law, the Committee is prohibited from discussing items not calendared on the agenda. You may address the Committee on any items not listed on the agenda, and which are within their jurisdiction, under PUBLIC COMMENTS. Matters brought up which are not on the agenda may be referred to staff for action or calendared on a future agenda. AGENDA REPORTS Supporting materials on Committee agenda items are available for public review at the Reception Desk, 5019 Imhoff Place, Martinez. Reports or information relating to agenda items distributed within 72 hours of the meeting to a majority of the Committee are also available for public inspection at the Reception Desk. During the meeting, information and supporting materials are available in the Conference Room. AMERICANS WITH DISABILITIES ACT In accordance with the Americans With Disabilities Act and state law, it is the policy of the Central Contra Costa Sanitary District to offer its public meetings in a manner that is readily accessible to everyone, including those with disabilities. If you are disabled and require special accommodations to participate. please contact the Secretary of the District at least 48 hours in advance of the meeting at (925) 229 -7303. Capital Projects Committee May 8, 2012 Page 2 1. Call Meeting to Order 2. Public Comments new item *3. Provide input on desired features for Board portal, a collaborative software which will facilitate the transition to paperless agendas and electronic calendar and document management Staff Recommendation: Provide input to staff. 4. Receive updates and discuss key projects for FY 2011 -12 and FY 2012 -13 (deferred from April 3, 2012 Committee Meeting) • Seismic Program • 4737 Imhoff Place • Pump and Blower Building • Headquarters Office Building • Treatment Plant • Outfall Improvements • Primary Demolition • Primary Renovation • Collection System • CIPP Lining Project • Recycled Water • Concord Landscape Project • Other Projects Staff Recommendation: Receive the updates. 5. Reports and Announcements 6. Suggestions for future agenda items 7. Adjournment a DRAFT - Board Portal Feature Set • Board packets • Create Board book/s and centrally manage corporate documents. • Update documents after they've been uploaded. • Board administrators can reach a document even if stored with an off -line version of the software, and set rules for document retention and destruction. Reliable security • Board members have inbound access to confidential Board materials and communications. • User accounts with different level of access /permissions. User -level defined access to Board and committee materials. • Secure connection between computer /tablet and to the portal • Requires sign -in by Board members • Calendar management, scheduling, and meeting • The portal shows the complete Board calendar, including all meetings and Board events. • Link calendars to materials for each scheduled meeting • Email or pop -up reminders • Minutes taking and audio recording o Take minutes online and record audio o Tag audio clips to related sections in minutes • Document Management o Upload and update organizational charts, key contact phone list, District phone list • Mobility • Download materials onto computers /tablets before or during the trip, and review them in locations that don't have Internet access. • Remote access from any computer /tablet • Usability • Word searchable board packet. Materials can be searched by keywords, by topic, by committee, and by date. • Note - taking. Board members can make online notes as they review the meeting packet and access their notes during meetings • Ability to print materials with or without personal notes • Book - marking capabilities • Easy access to notes during meetings, then archive notes after meetings. • Communication • An alert system that notifies Board members when new information is available. • Board staff or administrators can broadcast materials to all Board members, or to a specific committee or selected individuals. • Support o Portal is a hosted environment, and the vendor provides software, servers, storage, and backup systems that ensure business continuity. o Vendor offers 2417 support • Help with start -up and initial Board meeting setup • Training on site, web, or by phone • Help with scanning /uploading archival documents • Upgrades and support included in annual license • Unlimited storage • E -mail and discussion tools? • Survey and online voting tools? Questions for Vendors: • What are the sign -in requirements? • Can the administrator control documents after they've been downloaded to a Board member's computer? • How much does the portal costs? Charge per user? • What implementation supports are offered? • Are there additional charges for these services?