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HomeMy WebLinkAbout11.b. Committee Minutes-Administration 06-12-18 Page 1 of 19 Item II.b. CENTRALSAN CENTRAL CONTRA COSTA SANITARY DISTRICT June 21, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JUNE 12, 2018 -ADMINISTRATION COMMITTEE - CHAIR MCGILLAND 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. Administration Committee Minutes - 06-12-18 2. Attachment (Handout) - Social Media Presentation June 21, 2018 Regular Board Meeting Agenda Packet- Page 128 of 156 Page 2 of 19 CENTRAL SAN CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFF REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA JAMES A.NEJEDLY President SANITARY DISTRICT DAVID R, WILLIAMS ADMINISTRATION COMMITTEE President Pro Tem PAUL H CA USEY MICHAEL R.MCGILL M I N U T E S TAD'.PILECKI PHONE: (925)228-9500 Tuesday, June 12, 2018 FAX. (925)372-0192 8:30 a.m. www.centralsan.org Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Mike McGill Member David Williams Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Phil Leiber, Director of Finance and Administration (left during Item 3.b.) Jean-Marc Petit, Director of Engineering & Technical Services (left during item 3.b.) Emily Barnett, Communications and Intergovernmental Relations Manager (left after Item 3.b.) Danea Gemmell, Planning & Development Services Manager (left after Item 3.a.) Lindy Lavender, Community Affairs Representative (left after item 3.b.) Donna Anderson, Assistant to the Secretary of the District 1. Call Meeting to Order Chair McGill called the meeting to order at 8:30 a.m. 2. Public Comments None. 3. Agenda Items a. Receive information regarding amending the existing Utility Agreement with the Town of Moraga for sewer replacement work related to the Rheem Boulevard sink hole repair Ms. Gemmell recapped the memo included with the agenda material. June 21, 2018 Regular Board Meeting Agenda Packet- Page 129 of 156 Page 3 of 19 Administration Committee Minutes June 12, 2018 Page 2 In response to a question from Member Williams, Ms. Gemmell said the Town of Moraga proceeded with the sewer repair work without informing Central San that the bid amount for the work exceeded by$6,950 the maximum allowable under the Utility Agreement approved by the Board in January 2017. Mr. Petit said it appeared that the Town officials may have overlooked notifying Central San that the line item for the sewer repair was well above the original estimate. Staff only learned of this recently, upon receipt of the final bill from the Town of Moraga for$6,950. The final bill has not yet been paid. The Committee Members agreed that the Town should have informed staff about the additional cost of the sewer repair work. Nevertheless, to dispute the cost would exceed the amount of the final bill. Since the amount is within General Manager authority, the Committee was of the opinion that there is no need to seek Board approval to pay the final bill. Instead, it was suggested that a General Manager announcement explaining the payment be included in the next Board agenda packet. COMMITTEE ACTION: Received the information and recommended the General Manager include an announcement on this matter in the upcoming Board agenda packet. b.* Receive Social Media Overview Ms. Barnett stated that Central San is known in the wastewater industry as one of the leading agencies in terms of social media. Many other agencies have contacted Central San for both its Board policy and staff procedures guiding how staff manages social media. She also noted that she was recently asked to participate on a panel discussion for the upcoming August 2018 California Association of Sanitation Agencies (CASA) conference on social media trends and best practices. Assisted by Ms. Lavender, who is the primary administrator of social media at Central San, Ms. Barnett reviewed the attached presentation (see handout) and shared relevant portions of the District's administrative procedures governing social media at Central San. Throughout the presentation, Ms. Barnett and Ms. Lavender responded to questions from the Committee. Ms. Barnett said Central San regularly uses YouTube, Facebook, Twitter and Linkedln. She provided examples of how staff uses those apps to reach out to customers on behalf of the District. Twitter, which is limited to 280-character tweets, is a very effective tool for Central San because information can be disseminated quickly, such as for emergencies. The professional networking site Linkedln, which is used by employees, June 21, 2018 Regular Board Meeting Agenda Packet- Page 130 of 156 Page 4 of 19 Administration Committee Minutes June 12, 2018 Page 3 customers, contractors, etc., has value for the District because it helps both industry, stakeholders, and customers see the education and background of District staff. Ms. Barnett said the District does not use SnapChat because there is no method of capturing that messaging in accordance with the California Public Records Act (PRA) and associated records retention guidelines for social media. Staff also refrains from using Instagram and Pinterest, which do not meet the District's needs, as they are primarily for crafts and cooking visual content posted numerous times a day. Ms. Lavender explained that the District also does not use WhatsApp, a free app which is mostly a chat platform that has a great international base. A lot of people use it when they travel, but it is of little value to the District. In response to a question from Chair McGill, Ms. Barnett said that Nextel (a regional safety app) and NextDoor(an app typically used by neighborhoods or other small groups) are not as suitable for use at the District because Nextel is less widely adopted by customers and NextDoor does not currently let wastewater agencies join nor offer the ability to see customer inquiries or feedback about the District, which limits engagement. In response to a question from Member Williams, Ms. Barnett said transparency is one of the District's core values, which is why staff focuses on communicating consistent information across all of Central San's outreach and social media platforms. The Committee Members expressed appreciation for the informative presentation. Given that Chair McGill had requested the presentation with little lead time for staff, he asked if any additional information would have been included had more time been allowed. Ms. Barnett stated that staff worked very hard to assure that the presentation was comprehensive and covered all major aspects of social media and how it is used at Central San. COMMITTEE ACTION: Received the information. C. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the list. 4. Announcements — None. 5. Future Scheduled Meetings Tuesday, July 10, 2018 at 8:30 a.m. Tuesday, August 7, 2018 at 8:30 a.m. Tuesday, August 21, 2018 at 8:30 a.m. June 21, 2018 Regular Board Meeting Agenda Packet- Page 131 of 156 Page 5 of 19 Administration Committee Minutes June 12, 2018 Page 4 6. Suggestions for Future Agenda Items — None. 7. Adjournment — at 10:27 a.m. *Attachment June 21, 2018 Regular Board Meeting Agenda Packet- Page 132 of 156 Committee Item 3.b. (Handout) CENTRAL SAN COMMUNICATIONS DIVISION YSocial M Emily Barnett Communication Services & Intergovernmental Relations Manager June 21, 201 q. rd Meeting - Cnr+ l w I MEDIA T Majority of Americans now use iFacebook, YouTube %ofU.S.adults u-hosay theyzsethefottoui gsaciatmediasitesontineor on theircettphone The average American spends just over two hours per da) on D YouTuha73- social media FacehDAH A typical American uses three of the eight major social media 44 platforms [nstagrarn35 Pinterest 29 Snapchat27 Linkedln 25 Social media ad spend in 2017 20 ........................ ........ ................:.......... ° fter wi ts12— pp 22 exceeded $35 billion worldwide, accounting for 16% of all digital ads 2012 2013 2014 2015 2016 2017 2015 (Hootsu ite,April 2018) move:Pre-2018telephcne polldata is natavaileble ford ouTube,SnapehotDr4VhetsApp. Source:Su rvev awn d ucte d!e n.3-10,2D18.Trend date from previflus PE1V Resew rch L enter surveys. "Social Media Usein 2918' } PEW RESEARCH CENTER f 4 r 4 l'ave w t 9 ular - = - kAFN.. DEVELOPING A PLATFORM FOR CENTRAL SAN • In 2015 BP 021 — Social Media Communication BOARD POUCY SOCIAL MEDIA COMMUNICATION PURPOSE To establish a policy on the use of social media as a District communication tool. POLICY The Board of Directors supports the use of social media as one of many tools to further enhance communication between the District and its customers. „_ lar - GUIDING PRINCIPLES FOR PROCEDURES • Engage with our communitNr, our customers, and even our detractors Respond to inquiries and comments to let our customers know we are listening , we care , and we are engaged Utilize negative feedback to identify and fix issues � Recognize that transparency is key •....... .',. 1112f Rnarrl Mnclinn GnnnAa Parket_Pana 1'3F of 1 SR ' VELOPING A PLATFORM =OR CENTRAL SAN Our procedures guide content creation , comments and record retention Our comment procedure is available on our Facebook page Central San primarily uses Fac:ehnnk, Twitter and YouTube We also have a `inkedln and a Household Hazardous Waste Collection Facility Yelp page yelp?, Fmn ..a- • - Household Hazardous Waste Collection Facility o-�.�, ou„�ao awr .air' CentralSanDist Ix VID— a,r 3.3 3—ELS p SGIDN ao, a © ® 1•a1lkeYd<Me WInICM11 '} I[BblrtbSpaq[ken.aM UiNN Sm wants&mlp ln✓ O aYs,lmnex al u' _ — - '•$ 1�,;, 'orneerlM1ePan MinY[in9 artl rtuzu9 W,a 11 YeuYe SV !i eY �FmO[keniea l'waa mm�axu' mmn[I'enus a,e K e lsm)n... .4ntl slop lMa waeux PewnasM prcacam d,wM V rim •nle:saieme ouslnese n new�nml 77 FM �se yru mane - F- a �'weenmeoeammrtees aw Paimw:eewie'n srevexx Q. ,m,Y wam Pm oae�.. Su kaars a Vploa:ls Mti�+mwe se nariveHeM lew N�:nu�kn Beat/MVM'nsewpwa ys dlYium ��PbWEAOFPMRIHEA� :,p swmem.ve,�I�r���xoi3 m.u�K.nrcoia l>a� can Mopwag Mlrw la:alaoua c<liK�a�,ol.c�” sear w t `2"�� ular - THE PROCESS A POST yy Central San @Centra{San 16 Oct 2017 v 4 � 0ur26rh Mni"—yGolleci-Dfi—and—yll Help re--h 750visn—this week! —Ky — 1 -• �- ��w.m s --m.,i..1oimr�oismce... m hekeg os iwc—eoai :'.; yearv�olxvrpn9 WAwa��mun�'p 2e��re Design & �ti...•^e--x nµ�ve+%aY co ve meV to - .. ®rya nae mrYow aerie Construction ' "�°�"°�" w,m,�mM,.w<nw Creating a 2z Storyline Concepti Graphics Engagement Posts with graphic elements tell a story and are significantly more likely to be clicked on and engaged with 4Nh*6k,9Su1arR(),qrrjMPPt4 CREATING POSTS Most posts take between 1 -3 hours to produce During busy times (when we're having an event or promoting a specific item) it requires 0-- 15 hours a week Other staff are often involved in the creation of graphics and DhotograDhs Social Media accounts offer notifications to the administrator when comments are made or engagement occu rs It's helpful to "like" and engage with other organizations via social media because it builds goodwiD and support and increases your community on Social Media S PROMOTING EVENTS AND ACTIVITIES District ... Ed!Birsan is with Tim MCGallan. JAGS6. Central Contra Costa Sanitary 16 hm concord e February 13 d 20th Anniversary of our Hazardous Waste Facility that is up to 2 million pounds a year of collection with 90%recycled-I said I look forward to them Central San Academy is starting soon!Cerme learn about Special distric doubling that amount over the next 20 years and then going out or busines and the amazing Science behind wastewater- 20 after thatas we rigum out haw to make things that are not hazardous. ReI�t �9cleg www.centralsan.orgfaeaderrty- i�irir,��. °isfict� mansharerr f min S 1ntleU. Central Con a Do You have N costa SanttarY hazanyo Paints,Cie • Centraloes • �� PA '=onha Cost,Sa�Piiing❑p at anehp°ol ehemicais 01's •. + •r r • �fY Distrrer yfqw(Fake them overt,other househol 1L i • • nY en h4aninez or rreeII p5 Qa d sY Pers r ekp, -- Cko- i • u: I 4 We +di your old L?cj++ei pi 01.14 O Love Q Comni Share 107 yeyvs / • `�i F{�M7'"t/ren ��Yau and 2D others 4 0111 a,Contra Cosi Sa a u"V District + -,r Iro a'W� sat) an was prfl 7 Sham yearch ee Cores not10,wo,f.'enes,mntoroil,nail d u .. Partici 5115Fga Much �8.i1a as bike Partici.., s �a(�%nB%k� v VLave Fate lrt aur<^Orh Mnversary roi�b�}iy'n9 � t8a,)'' a%/�c3�}%�ltyr Q Corr,menr ,�Sh �M1nFe a ro are leis 0Sj mment. i Q .�• 1 L _+�"' "'S'+t k' was[e20Year5f a �" +a�'''• ..;.;,-.ror ,utn..vaPea +u. f3 � � �rptdHa�4� goox°n"•re�1, i t 157 vr�xa oxsa,nmahr` Mrnectc r/I bScUme ���Nold 11 w' rW4 ,M,y,wassnr �re� ,raver ��Th>�a tlra iUarn9 U�t ran va Shtl�'Yf>� m.r. ular 9XL. ,�,--* - ENGAGING WITH Q Joseph Zumbo,Nitin GoeE and 10 oiners Oldest Central Contra Costa Sanitary District +++ 2 Shares March 28-Q tiew 1 more comment We were excited to welcome our newest Central San Academy class to aur Martinez facility last dight- Let the learning begin! � Deanna Constable It was a very informative first class and I'm excited to learn more! Learn more about our academy here:tkttp:ilwww.centralsan.org!academy I appreciate all of the time,work,and thoughtfulness being puY into this€earning experience for those of us lucky to attend-Thank you -- all, Like-Reply Message 10w Central Cancra Costa Sanitary District We're so grateful to have you and to be part of this wonderful community. Like Reply 10w Kelsey Trippany I LOVED the t3acwwe program.I took 3 treatment classes at Central San.Was inspired to learn more about water quality;so i decided to get a bachelor's in hydrology and another in GIS.Finished school and now working for a water agency.Waiting to see if I passed the D2 and will likely go for the T1 next.I highly recommended this program to anyone I meet who seems like they r would be interested :t Like-RepN Message 10w Edited 11D I Central Contra Costa Sanitary District"owl Congratulations Kelsey Trippany!Central San Academy is a 6-week community education program.The Bay Area AL 317 people reached :i +` Consortium for Clean Water Education(9ACCWE)also offers classes at Central San.Were glad to hear you began your journey herewith us! a5 Like Comment C> Share . Like-Reply 10w 002 Wnte a comment... p cic 6 lar - ENGAGING WITH Cennt4sanal ter of @QK� SI r ral>an i<,,. r local chap Erik Novales pined the role in protecting e CUSS our to our eYankeefirEn W J dis n tonight to us come Y ublic health. i-et � need t0 re Fn11o� p member to meeting! r►d of eX fired do this when - rid Of �o with hatter rned►cation getting , similar to khat I Y disposal. CENTRAS SAN Iok Central San @Centralsan 1 _ At OW"nutCreekGov co Academy infra, council meeting sharia Wha#a out of o great partner the g Central San our waterwaysi Y are kee ping Medications 11.10 AM-7Feb 2018 Retweet Z Likes 02 Tweet your reply 7•.17 PM- -0 tan 201B ---- Q lar Rnq Aninneip Pqrki=t- ADDRESSING INQUIRIES Amanda Ferguwrt�iltool fan_amanda 27 Apr 20i7 v Not sure whose jurisdiction this is.@Central5an @ebmud @News24680 @CityofOnnda#soenicdrive IAmanda Ferguson @too!-fan_amanda •27 Apr 2417 v Approximately 55 Scenic Drive Orinda. Q z U Centra[ San @Ce nt ra I San Replying to @too!-fan_amanda @ebmud aiid 2 ethers @tool_fan_amanda, doesn 't appear to be @Central5an pipe, We've recent y inspected that neighborhood, We've asked @CityofOrinda to handle. Q a V 2 0 11:38 AM -27 Apr 2417 Amanda Ferguson @tool_fan_amanda•27 Apr 2017 v Approximateiy 55 Scenic Dnve Onnda. i Like nA I 4 2 U t7 1 e Cityofnd3 v Q 1 @CityofOr1rind Reply;ng to @tool_fan_amanda @Central5an and 2 others We have Public Works staff en route. 11:44 AM-27 Apr 2017 .: . ��gular - STATISTICS 220 likes+2 this week e; 227 follows See Pages Feed L•' Posts from Pages yoLrve liked as your Page Central San DCe nt ra l Sa n .111 12 post reach this week Tweets Following Followers 3 Video views this week 709 323 275 We track who we are reaching, how many people are clicking on our content and what information is most popular Many of our posts reach hundreds of people and allow us to engage with our cities and sister agencies We post across platforms: YouTube videos are posted on Facebook and ..' ular - STATISTICS Your 5 Most Recent Posts > Reach.Organic 1 Paid ■Post Clicks ■Reactions.Comments&Shares Published Post Type Targeting Reach i Engagement Promote 053 cl18 Central Contra Cosha Sanitary Ci 0 30 33 +.nlvm strict shared a post. 05117/2618 ®tA'e were proud to welcome MDr 1 16 l� Tweet activity 3 17p VHSNIcldcats student,Srisai Nac 04 6 ■ 05!6412618 This past Tuesday,we ceiebmte r SE; 7 ■ 10 SF— d the achievements of the Centr 5 ■ Your Tweets earned 7.9K impressions over this 28 day period OMZ3 11 Has the Pipeline landed€n your RD zo 5 2.5+vm mailbox yet?If not,you can reatl 11 calx 00122018 S Pre you getting ready for ASpdn ■� 141 - 14 1.17vm gcleaning?Central San's House d ■ Lox _1 Tube May2-0Mey E/ Juni Jun 19 Tap 10 Videos erowae all carnmr Tweets Tweels and replies Promoted Impressions Engagements EngagemerA rate ................... ...................... .......................... Video y Watch time(minWes} ... Views Central San @Centra[san May 17 2,920 151 52% Wipes Clog Pipes(Children's Version) 1,290 24% 1,678 32% We were proud to welcome @DVHS1Ni€dcats student, Snsai Nachun,to Central San today to present his award- winning research.Snsai won second place in the Contra The L4fecycle of a Paint Can 1,216 23% 1,315 25% Costa County Science and Engineering Fair pic.lwlttercoml0anp4Zi7QV Dispose Your Cooking Oil Properly! 754 14% 1,293 24% Vlew T.veet activity I Promote J Wipes Clog Pipes 652 12% 360 6.8% Follow the Flow 406 7]% 94 1.8% *These numbers reflect FOG:Pats,Oils and Grease 258 4.9% 112 2.1% Overflow Protection Devi ve-OPD 200 3.8% 132 2.5% engagement for April and Aeration Turbine Startup-1st Place Trai 125 2.46 46 0.9% Mayof this year Mairtaininglhe Flow 7715% 19 Il Southern Area Briefing-2616 50 091% 16 0.3% lar - THANK YOU ! Central Contra Costa Sanitary pistrict shared a post. December 20,2017 Thank you CASA! California Association of Sattttat14n Agencies rJ,tike Page I)ecemt, 20.2917 O District The Leading inaugurated the district into its nei:york of Congratulations to Centra€Cants Costa sanitary utilities of the World recently water and wastewater utilities. 22 of the gorld's most fanvard-thinking Central San @CentralSan-21h That's our kind of party!This little girl wanted a poop-themed birthday party,sow her parents threw her one- �1 1 w a 1' f a - CASAWERORG Member Mews [)i3trirt inaugurated into the Leading- This Little Girl Wanted A poop-Themed Birthday Party,So Her Pa ` Central Contra Costa Sanitary `I tried suggestingother themes,but sN e a hvays insisted an poop." :'tralSan Feb 28 huffngtanpost.com Central San p "tate students from AL Sg people reached r. Engineer Nancy I�Aotina helped ed �,7 Share ' t @strandwoodek abcut now pipes are instakted.#STEMed 1i pw twltter.com/GK1IMywivK [�Comment Lrke CWEA Water Assoc t3 z r @CWEAMembers Replying to @Centrar-Ian Now that's our kind of party! Perhaps a water/wastewater jab is in Audrey's future CAWaterJobs.org 5.17 PM-10 Apr 2017 lar - _ --