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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 Amended Agenda
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Administration Committee Minutes
July 7, 2020
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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 Amended Agenda
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Administration Committee Minutes
July 7, 2020
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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.
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Administration Committee Minutes
July 7, 2020
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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 Amended Agenda