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HomeMy WebLinkAbout05. Conversion to paperless agenda packets, including issuance of iPads5. Central Contra Costa Sanitary District March 6, 2014 TO: ADMINISTRATION COMMITTEE FROM: ELAINE BOEHME, SECRETARY OF THE DISTRICT VIA: KENT ALM, DISTRICT COUNSEL �_UTSTANDING SUBJECT: ELECTRONIC AGENDA PACKETS - ISSUES Attached are two documents: • Draft Position Paper for the March 20, 2014 Board meeting to consider approving the transition to a paperless agenda process for Board and Committee meetings; and • Draft Board Policy governing use of District -Owned Mobile Computing Devices Provided to Board Members With regard to the draft Board Policy, District Counsel Kent Alm has expressed the following two viewpoints: 1. Personal Use /Cost Sharing: If it is the Board's decision to allow personal use of District -owned devices, then any Board Member utilizing such a device should share in the cost of the cellular data plan associated with that device, if a data plan is purchased. If no data plan is purchased (in other words, only wi -fi capability is included on the device), or the data plan is paid for through another source, there need not be any contribution by Board Members. 2. Public Records Act Requests: It is conceivable that a member of the public could make a Public Records Act request for emails send from the iPad, whether or not District owned. The primary benefit of using District email accounts to conduct District business is the ability to segregate personal from District emails when responding to Public Records Act requests. While it may sound cumbersome to have another email account to deal with, the iPads can be easily configured so that a variety of email accounts can be viewed at the same time, or selectively as needed. The ability to do this would be covered during the training sessions. The Committee is requested to review the draft Position Paper and Board Policy and make a recommendation to the Board for action at the March 20, 2014 Board meeting. EB:dma DRAFT Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 20, 2014 subject: APPROVE CONVERSION TO ELECTRONIC AGENDA PACKETS FOR BOARD AND COMMITTEE MEETINGS AND ADOPT BOARD POLICY REGARDING DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS Submitted By: Donna Anderson Assistant to the Secretary of the District Initiating Dept./Div.: Secretary of the District/Administration REVIEWED AND RECOMMENDED FOR BOARD ACTION. Elaine Boehme — Secretary of the District K. Alm Counsel for the District R. Bailey General Manager ISSUE: The Board has asked staff to investigate options regarding converting from paper agenda packets for Board and Committee meetings to a paperless process transmitted via electronic means, for costs savings and increased efficiencies. RECOMMENDATION: The Board Administration Committee and staff recommend converting to a paperless agenda process at the District, the first phase of which is to authorize the purchase of District - issued iPads for use by Board Members. Adopt new Board Policy regarding District -owned mobile computing devices for Board Members, FINANCIAL IMPACTS: The annual cost to produce and deliver paper Board and Committee agenda packets (including copying costs, paper, courier costs, and staff time to assemble) to all five Board Members is approximately $6,605. This cost would no longer be incurred with an electronic agenda process. The District's IT Division has recommended that Apple iPads be purchased to facilitate the paperless agenda process for Board Members. The one -time cost to purchase iPads for all five Board Members is approximately $6,130 (including 64 GB, AppleCare warranty, Wi -Fi and cellular data enabled, case, and other needed accessories). Monthly recurring charges for cellular data plans would cost an additional $30 -$35 per month per device. The payback period would be less than one year. Sufficient funds are available in this year's budget to purchase the Board iPads. ALTERNATIVES /CONSIDERATIONS: The Board may choose not to convert to a paperless agenda process or to provide iPads to Board Members. N:\ADMINSUP\ADMIN \DIST- SEC \Position Papers\2014 \PP- Electronic Agenda Packets 3 -6 -14 (Draft 2- 24 -14) doc Page 1 of 4 POSITION PAPER Board Meeting Date: March 20, 2014 Subject: APPROVE CONVERSION TO ELECTRONIC AGENDA PACKETS FOR BOARD AND COMMITTEE MEETINGS AND ADOPT BOARD POLICY REGARDING DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS BACKGROUND: Over the past few years, various Board Members have asked staff to explore options for transitioning to paperless agenda packets. Staff has participated in and monitored the results of numerous surveys conducted by other municipalities over the past two years. Numerous cities throughout California have already converted to paperless processes, primarily to save staff time and reduce costs in response to budget cutbacks. Staff recently conducted a survey of 15 local water /wastewater agencies (survey results attached). Six agencies have converted to a paperless electronic process using iPads provided by the districts. Of those, half allow personal use of district -owned devices. For over a year, the Secretary of the District's office has proceeded down a dual road, preparing both paper packets and electronic packets for every Board and Committee meeting. Thus, from a staff standpoint, the mechanics of going paperless are already in place. All packets are scanned and uploaded to DropBox for retrieval by those wishing to access the agendas electronically. Several Board Members have used this method when out of the area and unable to access the paper packet. Initially, many cities and special districts made the transition to electronic agenda packets to realize cost savings and improved productivity. They soon found that electronic packets provide governing bodies with easier and quicker access to other materials as well. At CentralSan, a "dashboard" folder has been created in DropBox where Board Members have 24 -hour access to digital copies of the District's current calendar, budgets, organization charts, MOUs, phone lists and regulatory reports. Because the District is a certified green business, staff contacted the Bay Area Green Business Program to obtain their views on going paperless. While paperless processes are not mandated, they are highly encouraged. In fact, the Program tracks reductions in paper use as part of the certification /recertification process. If the Board elects to convert to a paperless agenda process, staff will arrange for a consultant to train Board Members as needed to ensure a smooth transition. The second phase of the project is to enable District staff to access the agenda packets electronically, which will result in additional cost savings. The General Manager will work with IT and other staff to develop a plan to enable staff to transition to the paperless process. N:\ADMINSUP\ADMIN \DIST- SEC \Position Papers\2014 \PP- Electronic Agenda Packets 3 -6 -14 (Draft 2- 24- 14).doc Page 2 of 4 POSITION PAPER Board Meeting Date: March 20, 2014 subject: APPROVE CONVERSION TO ELECTRONIC AGENDA PACKETS FOR BOARD AND COMMITTEE MEETINGS AND ADOPT BOARD POLICY REGARDING DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS COMMITTEE RECOMMENDATION: The Administration Committee discussed this matter at meetings held January 22, February 11 and March 11, 2014. The Committee recommends the following: Approve transitioning to a paperless agenda process as soon as practicable, preferably within the next six months; 2. Offer District email accounts to all Board Members, which would be used to conduct all District business; 3. Purchase District - issued iPads for Board Members to facilitate this process, the specifics of which shall meet standards set by the IT Division; 4. Permit personal use of District - issued iPads'; 5. Any District - issued iPad shall include at District expense a protective case as well as all other accessories, software applications, charging cables, extended warranty, training, and cellular data plan necessary* to conduct District business; 6. Any District -owned iPad shall be either relinquished to the District upon conclusion of a Board Member's tenure or bought back by the Board Member at the cost quoted on Gazelle.com (or similar valuation method); 7. Any Board Member wishing to utilize a personal device rather than a District - issued iPad to access agenda packets shall bear all costs associated with that device, including any cellular data plan; however, the District will reimburse any such Board Member for the cost of any software applications necessary to conduct District business; and 8. Adopt Board Policy regarding District -owned mobile computing devices for Board Members. District Counsel Kent Alm recommends that if the Board wishes to allow personal use of District -owned devices, those Board Members wishing to have a cellular data plan should participate in the cost of the cellular data plan associated with that device. If not data plan is purchased, no cost sharing is needed. N:\ADMINSUPWDMIN \DIST- SEC \Position Papers\2014 \PP- Electronic Agenda Packets 3 -6 -14 (Draft 2- 24- 14).doc Page 3 of 4 POSITION PAPER Board Meeting Date: March 20, 2014 Subject: APPROVE CONVERSION TO ELECTRONIC AGENDA PACKETS FOR BOARD AND COMMITTEE MEETINGS AND ADOPT BOARD POLICY REGARDING DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS RECOMMENDED BOARD ACTION: Approve the conversion to paperless agenda packets for Board and Committee meetings, including issuance of District -owned iPads for Board Members to facilitate electronic transmission /review of agenda material, and adopt Board Policy regarding District -owned mobile computing devices for Board Members. Attached Supporting Document: 1. Survey of Local Agencies re Paperless Agendas N:\ADMINSUP\ADMIN \DIST- SEC \Position Papers\2014 \PP- Electronic Agenda Packets 3 -6 -14 (Draft 2- 24- 14).doc Page 4 of 4 ATTACHMENT 1 PAPERLESS AGENDAS - SURVEY OF LOCAL DISTRICTS March 2014 Agency Contact Comments Vallejo Sanitation Board: The City provides iPads to the City Councilmembers (who and Flood Control are also the District's Board Members). Two or three of the Board District Members still prefer paper packets. Personal use allowed? Yes Staff.- The District has provided iPads to staff (two of whom still use paper packets); personal use is allowed. Union Sanitary Board. All Board Members use iPads provided by the District. They District are fully paperless. Personal use allowed? Yes Staff- Extra iPads are kept on hand for staff to "check out" when they have need or when they attend Board meetings. Novato Sanitary Board: The Board is fully paperless with District - provided iPads. District They utilize district email accounts to provide separation in the event of a Public Records Act request. Personal use allowed? Yes, without restriction, but Board Members must adhere to the District's Technology Policy. Staff.• Only the Manager and Deputy Manager attend board meetings. Both are provided District owned iPads, which they also use for other job duties. EBMUD Board. District provides iPads to all Board Members; they are now fully paperless. Board Members using their own device receive a $50 monthly stipend. Personal use allowed? If purchased by District, no; if purchased by Board Members, no use restrictions. Staff, Some staff have been issued iPads, if it relates to their job function. Unknown as to the rest. Also unknown as to whether personal use is allowed on District - issued devices. West County Board. District provides iPads to Board Members; they have been Wastewater District fully paperless for at least three years. Personal use allowed? No Staff: The District has provided iPads to Division Managers. N.9 4DMINSUPIADMIMDIST- SECIDonnaVPad InformationlPaperiess Agenda Process - Survey Results 03 -2014. doc PAPERLESS AGENDAS - SURVEY OF LOCAL DISTRICTS March 2014 Agency Contact Comments Inland Empire Board: The District issues iPads to those Board Members wishing Utilities Agency to take advantage of paperless agendas (two Board Members still prefer paper packets). Personal use allowed? No Staff.• Only GM and Asst. GM have been issued iPads. Contra Costa Water Board: While several Board Members have requested iPads, District nothing has been done to date. Paper copies are still used. Staff.• Began a pilot project in January 2014 for managers only before testing it out on the Board. Dublin San Ramon Board: A couple of Board Members use their personal iPads to Services District access packets, but most still prefer paper packets. No District - provided devices. Personal use allowed? N/A Staff: GM and some staff use their own personal iPads. The District purchased an iPad for the District Secretary to better familiarize her and her staff with electronic packet accessibility and the apps /tools that are available. Fairfield- Suisun Board. "Loaner" iPads are given to Board Members who wish to Sewer District participate in paperless agenda program. Personal use allowed? Unknown Staff- Unknown Napa Sanitation Board: District does not provide devices; Board Members using District their own devices receive a $20 monthly allowance toward cellular data plan. Personal use allowed? N/A Staff- No. Delta Diablo Still use paper packets. In 2012 the District ran a first -time trial run of scanning the agenda packet to all recipients except Board Members. In the meantime, paper packets are still being used, although one Board Member uses an iPad for his /her City Council agenda and speaks favorably of it. N.IADM INSUPIADMIMDIST- SECIDonnaVPad InfonnationlPaperless Agenda Process - Survey Results 03 -2014. doc PAPERLESS AGENDAS - SURVEY OF LOCAL DISTRICTS March 2014 Agency Contact Comments Ironhouse Sanitary While interested in a paperless process, any decisions have been District put off due to budgetary issues. Castro Valley As of this time, no decisions have been made toward moving to a Sanitary District paperless agenda process. Mt. View Sanitary May be interested at some point in the future. District Oro Loma Sanitary Not considering going paperless at this time. District N.IADMINSUPIADMINI DIST- SECIDonnaVPad InformationlPaperless Agenda Process - Survey Results 03- 2014.doc Number: BP XXX Authority: Board of Directors Effective: March 6, 2014 Revised: Reviewed: Initiating Dept. /Div.: SOD /ADMIN BOARD POLICY Central Contra Costa Sanitary District DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS PURPOSE To establish a policy for providing mobile computing devices to Board Members to facilitate implementation of the transition to an electron ic /paperless agenda process at the District. If District -owned devices are furnished to Board Members, the parameters set forth under the following section below will apply. If a Board Member utilizes a personal mobile computing device rather than a District - issued device to access Board and Committee agenda packets, items 8 through 10 will apply. POLICY 1 2 District E -Mail Accounts: All Board Members must be offered a District email account through which all District business should be conducted. District Owned Mobile Computing Devices Offered to All Board Members: The District shall offer to purchase District - issued mobile computing devices for Board Members, the specifications of which must meet standards set by the Information Technology Administrator. 3. Accessories, Etc: Any District -owned mobile computing device must include at District expense an extended warranty, protective case, software applications, charging cables, training and support, as necessary to conduct District business. Number: BP XXX DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS Page 2 of 3 4. Personal Use: Personal use of a District - issued mobile computing device is permitted. 5. Cellular Data Plan: Any Board Member wishing to utilize a cellular data plan on a District -owned mobile computing device must reimburse the District for half the cost of the cellular data plan. 6. End of Board Member Tenure: Any District -owned mobile computing device must either be relinquished to the District upon conclusion of a Board Member's tenure or purchased by the Board Member at the cost quoted on Gazelle.com (or similar valuation method), at which time the device will become the personal property of the owner. 7. Loss/Theft/Damage: If a District -owned mobile computing device is lost, stolen or damaged, the Board Member must notify the Secretary of the District immediately. All District -owned devices are required to have a password to block access to the District e-mail account in the event the device is lost or stolen. 8. Personal Mobile Computing Devices: Any Board Member wishing to utilize a personal mobile computing device rather than a District - issued device to access Board and Committee agenda packets must bear all costs associated with that device, including any cellular data plan; however, the District will reimburse any such Board Member for the cost of software applications necessary to conduct District business. 9. Use of E- Communications During Meetings: During District Board and Committee meetings noticed and open to the public pursuant to the Ralph M. Brown Act, the intent is that any mobile computing devices will be used solely to access the District paperless agenda materials for that meeting. Pursuant to the Number: BP XXX DISTRICT -OWNED MOBILE COMPUTING DEVICES FOR BOARD MEMBERS Page 3 of 3 Ralph M. Brown Act, the use of technology hardware, including cell phones, smart phones, tablets, notebooks, computers and other devices, by Board Members to access the internet/intranet or receive /send phone calls, email, text messages, or other types of electronic communication, is not permitted. This prohibition does not apply to email or text messages from or to family members, family caregivers, or other urgent personal or business matters that do not address District business. 10. Public Records Act/Due Process: District records, whether paper or electronic, are governed by the public disclosure requirements of the California Public Records Act. In the event that a message is received by a member of the Board or Committee during a meeting regarding a matter that is on the agenda for said meeting, the content of the message must be disclosed as it has been received during the consideration of the matter. It will become a part of the public record. [Original Retained by the Secretary of the District]