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HomeMy WebLinkAbout18.a. Committee Minutes - Administration 07-07-2020 Page 1 of 5 Item 18.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT July 16, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JULY7, 2020 -ADMINISTRATION COMMITTEE - CHAIR WILLIAMSAND PRESIDENT MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Administration Committee Minutes 07-07-2020 July 16, 2020 Regular Board Meeting Agenda Packet- Page 383 of 393 Amended Agenda Page 2 of 5 ol&)i Cwil ENTRAL SAN CENTRAL CONTRA COSTA • REGULAR MEETING OF THE BOARD OF DIRECTORS: MICHAEL R.MCGILL CENTRAL CONTRA COSTA President SANITARY DISTRICT TAD JPILECKI President Pro Tem ADMINISTRATION COMMITTEE PAUL H.CASEY JAMES A.NEJEDLY DAVID R, WILLIAMS MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 Tuesday, July 7, 2020 www.centralsan.org 8:30 a.m. Executive Conference Room 5019 Imhoff Place Martinez, California (All attendees participated via videoconference) Committee: Chair David Williams Member Mike McGill Staff.- Roger S. Bailey, General Manager (left after Item 8.) Katie Young, Secretary of the District (left after Item 8.) Kent Alm, District Counsel Ann Sasaki, Deputy General Manager (left after Item 8.) Phil Leiber, Director of Finance and Administration (left after Item 8.) John Huie, Information Technology Manager (left after Item 8.) Teji O'Malley, Human Resources Manager (left after Item 8.) Donna Anderson, Assistant to the Secretary of the District (left after Item 8.) 1. Public Notice Regarding COVID-19 This meeting was held in accordance with the Brown Act as in effect under the State Emergency Services Act, the Governor's Emergency Declaration related to COVID-19, and the Governor's Executive Order N-29-20 issued on March 17, 2020 that allowed Board Members, District staff, and the public to participate in and conduct the meeting by teleconference, videoconference, or both. The agenda included instructions for options in which the public could participate in the meeting. July 16, 2020 Regular Board Meeting Agenda Packet- Page 384 of 393 Page 3 of 5 Administration Committee Minutes July 7, 2020 Page 2 2. Call Meeting to Order Chair Williams called the meeting to order at 8:30 a.m. 3. Public Comments None. 4. Agenda Items a. Review draft Position Paper to consider adopting new Board Policy No. BP 040 - Electronic Signatures and Approvals Ms. Young and Ms. Anderson recapped the information included with the agenda material, stating that the proposed policy was being brought forth for the Board to consider(1) sanctioning the use of electronic signature technology at Central San; and (2) having in place a formal policy for the use of electronic approvals prior to the planned go-live of the District's new enterprise resource planning (ERP) system. The ERP system, which is scheduled to go live on September 1, 2020, has been configured to use electronic approvals instead of wet signatures on physical invoices. Mr. Alm expressed his concerns as summarized in the draft Position Paper as to specific categories of documents for which electronic signatures are either prohibited or would not be his preference. It was noted that the proposed policy was worded such that electronic signatures would be authorized to the fullest extent permitted by law, but the use of electronic signatures would not be required. Member McGill said he appreciated Mr. Alm's comments and commented that electronic signature technology has been around for many years. In his experience, it has worked very well and he was very much in favor of the concept. Chair Williams agreed, stating that the policy could probably be briefer. He suggested rewording the last sentence of the second paragraph to be more concise. Otherwise, he fully supported the concept of adopting such a policy. The remainder of the discussion focused on procedural and security issues. Administrative Procedures: Member McGill expressed concern about how the approval process would work if a signer was unavailable (due to vacation, medical leave, etc.) and whether certain signature authorities July 16, 2020 Regular Board Meeting Agenda Packet- Page 385 of 393 Page 4 of 5 Administration Committee Minutes July 7, 2020 Page 3 would expire after a specific length of time. He also said he would be interested in a future report to the Committee once the administrative procedures are finalized. He added that this would be to gain an understanding as to the types of procedures and protocols that support the policy, not to change them. Security Issues: The concern was raised as to hackers gaining access to user IDs and/or passwords for electronic signature approvals. Mr. Huie said this was a component of the cybersecurity issues that the Information Technology (IT) staff faces continually. He said his staff was currently investigating security measures such as two-factor authentication for possible use with DocuSign. Mr. Bailey said he could see the application for two-factor authentication for payment approvals. Mr. Huie said he and his staff would assess how granular such authentication can be in conjunction with the software. Member McGill referred to recent news stories about ransomware, adding that against that backdrop, he liked the idea of two-factor authentication. Mr. Huie commented that the IT group has recently undergone an audit with Maze and Associates, and Central San's mentorship program has produced a recent project on cybersecurity. Once both are completed, he will bring the information to the Committee in a closed session as part of a cybersecurity update, most likely in September. Member McGill asked if the District was insured for losses resulting from a hacker gaining access to the electronic signature program. Mr. Leiber said Central San has a crime policy, and he would need to investigate precisely what is covered. COMMITTEE ACTION: Recommended Board approval, with a revision to one sentence of the policy as described above. Also requested a future informational report to the Committee once the supporting administrative procedures have been finalized. b. Receive annual status report on biennial review of Board Policies COMMITTEE ACTION: Received the report. 5. Announcements None. July 16, 2020 Regular Board Meeting Agenda Packet- Page 386 of 393 Page 5 of 5 Administration Committee Minutes July 7, 2020 Page 4 6. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items COMMITTEE ACTION: Received the list. 7. Future Scheduled Meetings Tuesday, July 21, 2020 at 8:30 a.m. Tuesday, August 4, 2020 at 8:30 a.m. Tuesday, September 4 8, 2020 at 8:30 a.m. Due to scheduling conflicts, the Committee agreed to change the date of the September 1 meeting to September 8 at 8:30 a.m. 8. Announce Closed Session Mr. Alm announced the closed session. At 9:03 a.m., the Committee entered closed session with Mr. Alm. 9. Closed Session a. Personnel matters pursuant to Government Code Section 54957(b)(1) - PerFormance Evaluation for following member of Executive Management Team: District Counsel. 10. Report out of Closed Session None. 11. Adjournment— at 10:08 a.m. July 16, 2020 Regular Board Meeting Agenda Packet- Page 387 of 393