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Home My WebLink About14.a. Minutes Administration Committee 09-12-17Page 1 of 9 Item 14.a. Central Contra Costa Sanitary District September 21, 2017 TO: HONORABLE BOARD OF DIRECTORS FROM: ELAINE BOEHME, SECRETARY OF THE DISTRICT SUBJECT: SEPTEMBER 12, 2017 -ADMINISTRATION COMMITTEE - MEMBER MCGI LL AND MEMBER WILLIAMS Attached are minutes of the above Committee meeting. Strategic Plan re -In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Minutes of 9-12-17 Meeting 2. (Handout) Updated existing logo options September 21, 2017 Regular Board Meeting Agenda Packet - Page 75 of 91 Page 2 of 9 I . Central Contra Costa Sanitary District Protecting public health and the environment 5019 Imhoff Place, Martinez, CA 94553 - REGULAR MEETING OF THE BOARD oFDIRECTORS: CENTRAL CONTRA COSTA PAUL SANITARY DISTRICT """'`"' ADMINISTRATION COMMITTEE President Pro Tem 1 R. M INUTES a,�� W,,,J„I. Tuesda Septb12 2017 PHONE.: (925) 228-9500 Y,emer FAX (925) 372-0192 8:3 0 a. m. www.centralsan.org Executive Conference Room 5019 Imhoff Place Martinez, California (':nmmittPP- Chair Mike McGill Member David Williams Staff. - Roger S. Bailey, General Manager Kenton L. Alm, District Counsel Elaine R. Boehme, Secretary of the District (left after Item 3.b.) Phil Leiber, Director of Finance and Administration Emily Barnett, Communication Services & Intergovernmental Relations Mgr. (left after Item 3.a.) Shari Deutsch, Risk Management Administrator Donna Anderson, Assistant to the Secretary of the District Lupe Saldana, Administrative Services Supervisor — Records (left after Item 3.b.) 1. Call Meeting to Order Chair McGill called the meeting to order at 8:32 a.m. 2. Public Comments None. 3. Items for Committee Recommendation to Board a. Provide direction regarding Central San new logo design Ms. Barnett distributed two logo options (see Options A and B attached) based on Central San's existing logo, as directed by the Board at the July 20, 2017 Board meeting. Option B contained a modernized font for the District's name and nickname, a more September 21, 2017 Regular Board Meeting Agenda Packet - Page 76 of 91 Page 3of9 Administration Committee Minutes September 12, 2017 Page 2 elegant "S" in the "CCCSD" appearing at the end of the pipe, and fewer lines on the pipe. Chair McGill said Option B was exactly what he had in mind when he brought up the concept at the July 20 Board meeting. Member Williams, who reiterated his preference for the new logo Option A presented at the July 20 Board meeting that was not adopted by a majority of the Board, said that of the two options presented at this meeting, he agreed that Option B was preferable. Ms. Barnett mentioned that there is currently about 1-1/2 years' worth of letterhead inventory and business card stock with the existing logo. She asked for feedback as to implementation of an updated logo. Would the Committee prefer a "lite" rollout (using up existing paper stock inventory, utilizing the updated logo on any new publications, such as the Pipeline, etc., and only updating vehicle logos as they are replaced) ? Alternatively, would the Committee suggest a more full-fledged and costly implementation involving all new printed materials and immediate updates to vehicle logos, etc.? The Committee expressed preference for the "lite" rollout, which is the least costly approach. COMMITTEE ACTION: Recommended (1) that both logo options be brought to the Board for consideration, noting that the Committee prefers Option B; and (2) a "lite" rollout. b. Review proposed new Board Policy No. BP 033 - Public Records, and discuss "Diligent Search" portion of related draft Administrative Procedure No. AP 033 Mr. Alm said the draft Board policy included with the agenda packet was very high level and that staff is in the process of drafting detailed associated administrative procedures (AP 033) based on a recent model developed by the League of California Cities subsequent to the California Supreme Court ruling in City of San Jose v. Superior Court, which held that public agency officials' or employees' use of personal accounts or devices to communicate about public business may now be subject to disclosure under the California Public Records Act (PRA). Chair McGill suggested that a more expansive description of the types of personal accounts or devices affected by the policy be September 21, 2017 Regular Board Meeting Agenda Packet - Page 77 of 91 Page 4 of 9 Administration Committee Minutes September 12, 2017 Page 3 included in the policy language, similar to that in the "Diligent Search" section of the draft AP 033. Member Williams suggested that the term "writings" as used in the draft policy be defined to clarify that they may be written or verbal (such as text messages and voicemail) . Substantial discussion took place about how these procedures and policy will affect Board Members on their personal devices and personal accounts and what the law requires in terms of the retention period for emails, texts and voicemails on personal devices, given there may be limitations based on individual storage capacity. Also discussed were the value of retaining emails for longer periods of time to facilitate work styles and convenient reference, and the benefits of regularly educating staff and the Board with regard to the PRA. The Committee was clear on the importance of maintaining transparency in the conduct of the District's business. Chair McGill said the District should be transparent, practical and do the right thing. Mr. Alm noted that clarifying case law on some of the issues raised by the Committee will not be available for some time. In the meantime, it will be helpful to have a policy in place with associated procedures. He said he would work with staff to revise the draft policy to incorporate the Committee's suggestions for review at a future meeting. COMMITTEE ACTION: Requested that staff (1) bring back a revised draft policy for review at a future meeting based on the Committee's feedback, and (2) provide information on potential retention periods for emails to be incorporated into the administrative procedure. 4. Other Items a. Risk Management — Loss Control Report; discuss any outstanding claims and new claims, if any [Continued from August 21, 2017 meeting] Ms. Deutsch reviewed the report with the Committee and responded to questions. COMMITTEE ACTION: Received the report. 5. Announcements None. September 21, 2017 Regular Board Meeting Agenda Packet - Page 78 of 91 Page 5of9 Administration Committee Minutes September 12, 2017 Page 4 COMMITTEE ACTION: Received the announcement. 6. Future scheduled meetings: a. Tuesday, September 28, 2017 at 3:00 p.m. Ti ioQH; i natnhor 'I (1 7(117 �;:it R -R(1 m I %A %-W %.F %A %.A Y > > .. _ ._ . _. _ ........ . New date: Monday, October 16, 2017 at 8:30 a.m. Tuesday, October 24, 2017 at 8:30 a.m. 7. Suggestions for future agenda items None. 8. Adjournment — at 10:04 a.m. September 21, 2017 Regular Board Meeting Agenda Packet - Page 79 of 91 Page 6 of 9 CHANGES TO EXISTING CCCSD LOGO Original logo, plus "Central San" in updated font. No other font changes. 4!; OLD NEW 6A Brighter colors Central Contra Costa Sanitary District Fewer lines on pipe. Logo is less compacted when reduced in size for printing (see bottom of page). More elegant "S'.I CENTRAL CONTRA COSTA SANITARY DISTRICT Updated font, easier to read when reduced 0j&vL azkm in size for printing. lb CENTRAL SAN CENTRALSAN Central Contra Costa CENTRAL CONTRA COSTA Sanitary Distract SANITARY DISTRICT September 21, 2017 Regular Board Meeting Agenda Packet - Page 80 of 91 Page 7of9 CENTRAL CONTRA COSTA SANITARY DISTRICT September 21, 2017 Regular Board Meeting Agenda Packet - Page 81 of 91 r=(SD CENTRAL - Page 8of9 BOARD OF DIRECTORS PAUL H. CAUSEY President June 15, 2017 JAMES A. NEJEDLY President Pro Tem MICHAEL R. McGILL TAD J. PILECKI DAVID R. WILLIAMS The Honorable XXX PHONE: (925) 228-9500 XXX FAX: (925) 676-7211 wwww.centralsan.org XXX *XANAV1 Subject: Central Contra Costa Sanitary District's Comprehensive Wastewater Master Plan Executive Summary Dear XXX: am proud to share with you Central Contra Costa Sanitary District's (Central San's) Comprehensive Wastewater Master Plan (CWMP) Executive Summary. Central San is a special district with 281 employees and a five -member elected Board of Directors. Our mission is to protect public health and they environment through safe and effective wastewater collection, treatment and disposal. We also operate a Household Hazardous Waste Collection Facility, provide recycled water for landscape irrigation, and we promote pollution prevention through informational and educational programs. Central San's infrastructure includes a 1,500 -mile collection system and a treatment plant that have been well maintained, but due their advanced ages, now require upgrades or replacements. In order to plan for the future; Central San has developed a CWMP. As you will see in the enclosed Executive Summary, projects from the CWMP have been separated into four programs including the recycled water system, treatment plant, collection system and general improvements. We take our work very seriously, as we know the community and our customers count on us to deliver the quality service they have come to expect from Central San. We appreciate your ongoing support, and we will continue to hold ourselves to the highest levels of accountability, while improving the value you receive for the money and trust you place with us. Sincerely, Paul H. Causey, P.E. Board President September 21, 2017 Regular Board Meeting Agenda Packet - Page 82 of 91 Return address label: Page 9of9 PAUL H. CAU SEY, P. E. Board President Direct: (xxx) xxx-xxxx Main: (xxx) xxx-xxxx Cell: (xxx) xxx-xxxx pcausey@centralsan.org ENTRAL CONTRACENTRAL COSTA SANITARYDISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 94553-4392 CENTRAL SAN 5019 IMHOFF PLACE, MARTINEZ, CA 94553-4392 September 21, 2017 Regular Board Meeting Agenda Packet - Page 83 of 91