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Home My WebLink About03.d. Adopt updated Board Policies re Records Management and Teleconferencing3.d. Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 19, 2015 Subject: PROPOSED REVISIONS TO BOARD POLICIES BP 006 "RECORDS RETENTION SCHEDULES" AND BP 007 "TELECONFERENCING POLICY" Submitted By: Initiating Dept. /Div.: Elaine R. Boehme Administration /Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: 04— Kent Alm Roger S. Bailey Counsel for the District General Manager ISSUE: Staff has been directed to present existing Board Policies to the Administration Committee for biennial review and submit proposed revisions to the Board for consideration. RECOMMENDATION: Approve revisions to Board Policies BP 006 "Records Retention Schedules" and BP 007 "Teleconferencing Policy." FINANCIAL IMPACTS: None. ALTERNATIVES / CONSIDERATIONS: The Board may provide other direction to staff. BACKGROUND: Staff has been directed to take existing Board Policies to the Administration Committee every two years for review. If changes are proposed by staff or the Committee, the changes will be scheduled for consideration by the Board. Member Williams requested that, while reviewing the Board Policies, consideration is given to extracting "procedures" from the Policies, leaving them concise and high - level. He noted that the procedures relating to executing the Board Policies should be separate documents developed and maintained by staff, rather being included in the Board Policy document. Board Policies BP 006 and BP 007 have been reviewed by staff and the Administration Committee. The proposed changes to BP 006 are not substantive and primarily add clarifying wording and a Government Code reference. The Committee did not recommend any additional changes. The proposed changes to BP 007 remove the details of Government Code Section that governs teleconferencing and incorporates it by reference. An additional change suggested by the Committee removes Sections C and D, which require approval by the POSITION PAPER Board Meeting Date: March 19, 2015 Subject-* PROPOSED REVISIONS TO BOARD POLICIES BP 006 "RECORDS RETENTION SCHEDULES" AND BP 007 "TELECONFERENCING POLICY" Board in advance, or approval by the Board President or Pro Tern if timing is limited, for a Board Member to participate in a Board meeting via teleconference. Strikeout versions of the Policies showing the proposed revisions are attached. COMMITTEE RECOMMENDATION: The Administration Committee reviewed the Policies on February 9 and March 9, 2015 and recommended the removal of Sections C and D from BP 007, as well as other minor changes. RECOMMENDED BOARD ACTION: Approve the changes to Board Policies BP 006 "Records Retention Schedules ", and BP 007 "Teleconferencing Policy." Attached Supporting Documents: 1. Strikeout of BP 006, Records Retention Schedules 2. Strikeout of BP 007, Teleconferencing Policy N:\ADMINSUPWDMIN \DIST- SEC \Policies & Procedures Board & Administrative \PP - Revisions to Policies BP 006 BP 007.docx Page 2 of 2 Number: BP 006 Authority: Board of Directors /State Law Effective: Revised: Ne'P'em"hnr T 1 , 2011, � M'arGh 1, 2012 T March 19, Reviewed: 2015 Initiating Dept. /Div.: Secretary of the District BOARD POLICY I I I 1 I I I / www.centralsan.org RECORDS MANAGEMENT PROGRAM ETENTION SCHEDULES PURPOSE To establish a Records Management Program for the District that provides for a Master Records Retention Schedule by which the District will comply with California law, including Government Code Section 60200 et seq regarding the appropriate requirements for the retention and destruction of the District's records. Gernpliar,nn with POLICY The Secretary of the District shall administer the Records Management Program and oversee compliance with the Master Records Retention Schedule.° are rn „in, n,nd and revised aS Reeded te GOMPly with State law and Distri(3t operational needs. See uttan h e fn r latest vashe d a-rlo—c . The General Manager and District Counsel shall periodically review and approve changes to the Master Records Retention Schedule in accordance with changes in State law, recordkeeping practices or operational needs. Number: BP 007 ATTACHMENT 2 Central Contra Costa Sanitary District Related Admin. Procedure AP 007 Authority: Board of Directors Effective: May 5, 2011 _-_- Revised: March 19, 2015 Reviewed: = Initiating Dept. /Div.: Secretary of the District BOARD POLICY TELECONFERENCING POLICY PURPOSE DistFiGt deViGeS feF te1eC-GRfereRGiPg-. 11 is District policy to encourage physical attendance by all members of the Board of Directors at all meetings. POLICY Beard of PireGtOrs at all Meet*RgG. with prier Beard appreval or approval b the Beard- PresodeRt as set ferth i� E, aA Board Mmember may participate in a Board meeting via teleconferencing in accordance with state law-, procedures in California Government Code Section 54953 when the Mmember is unable to resolve a scheduling conflict. .. d ... Number: BP 007 TELECONFERENCING POLICY Page 2 of 2 If a Member anticipates being absent from a Board meeting at which an item of significance is being discussed, he /she may ask that the matter be moved to a meeting at which he /she will be in attendance. Staff will, to the extent practical, take into account,aRy planned absences when scheduling matters for Board action when the is RGt- t+me -seRsit;ve and District business will not be hindered by mss, Gh aGtRendelay or advancement of schedule. uWar. NIPPON. WIN 11,11i .. FW�TMSM ME -V •. •. MM _. Baum If a Member anticipates being absent from a Board meeting at which an item of significance is being discussed, he /she may ask that the matter be moved to a meeting at which he /she will be in attendance. Staff will, to the extent practical, take into account,aRy planned absences when scheduling matters for Board action when the is RGt- t+me -seRsit;ve and District business will not be hindered by mss, Gh aGtRendelay or advancement of schedule.