HomeMy WebLinkAboutAdministration MINUTES 06-12-18 Page 2 of 19
ENTRAL SAN
CENTRAL
CONTRA COSTA SANITARY
i i IMHOFF i- MARTINEZ,
+ i s i
REGULAR MEETING OF THE BOARD OF DIRECTORS:
CENTRAL CONTRA COSTA JAMES A.NEJEDLY
President
SANITARY DISTRICT DAVIDR, WILLIAMS
ADMINISTRATION COMMITTEE President Pro Tern
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
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