HomeMy WebLinkAbout11. Adopt revisions to Board Policy BP 020 - Minutes Style and Video Recording of Board Meetings Page 1 of 4
Item 11.
Algi
CENTRAL SAN BOARD OF DIRECTORS
WE VS.101 M POSITION PAPER
MEETING DATE: APRIL 15, 2021
SUBJECT: ADOPT REVISIONS TO BOARD POLICY BP 020 - MINUTES STYLEAND
VIDEO RECORDING OF BOARD MEETINGS
SUBMITTED BY: INITIATING DEPARTMENT:
KATIE YOUNG, SECRETARY OF THE SECRETARY OF THE DISTRICT
DISTRICT
Roger S. Bailey Kenton L. Alm
General Manager District Counsel
ISSUE
Changes to Board policies required Board approval. The Board is asked to consider an amendment to
Board Policy BP 020 - Minutes Style and Video Recording of Board Meetings to include recordings of
Central San Standing Board Committee Meetings.
BACKGROUND
The Ralph M. Brown Act, Government Code Section 54953.5(b) provides that any tape or film record of
an open and public meeting made for whatever purpose by or at the direction of the local agency is subject
to inspection pursuant to the California Public Records Act, but may be erased or destroyed 30 days after
the taping or recording.
Due to COVI D-19, meeting format changes to a virtual setting have occurred. Staff is requesting BP 020
be revised to include the recording of all standing Board Committees in order to assist with the preparation
of meeting minutes. Subsequently, if approved, staff proposes to revise the policy title encompassing
Standing Committee meetings as shown in the attached strikeout version.
April 15, 2021 Regular Board Meeting Agenda Packet- Page 130 of 185
Page 2 of 4
The District's Records Retention Schedule provides that temporary mechanical recordings are classified
as non-material records and may be destroyed as soon as they have served their intended purposes.
These video recording would be used to prepare minutes and retained for 30 days after the committee
minutes have been approved.
ALTERNATIVES/CONSIDERATIONS
The Board could choose not to adopt the proposed revisions to BP 020, or the Board could provide other
direction to staff.
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
This item was not reviewed by a Board Committee.
RECOMMENDED BOARD ACTION
Approve proposed revisions to Board Policy BP 020 - Minutes Style and Video Recording of Board and
Standing Committee Meetings.
Strategic Plan Tie-In
GOAL ONE: Customer and Community
Strategy 1—Deliver high-quality customer service
GOAL TWO: Environmental Stewardship
Strategy 1—Achieve 100% compliance in all regulations
GOAL FOUR: Workforce Development
Strategy 4—Meet or exceed industry safety standards
ATTACHMENTS:
1. BP 020 with proposed revisions (strikeout)
April 15, 2021 Regular Board Meeting Agenda Packet- Page 131 of 185
Page 3 of 4
DRAFT
Number: BP 020
Authority: Board of Directors
Effective: July 23, 2015
Revised: April 15, 2021
Reviewed: June 4, 2019 CENTRALSAN
Initiating Dept./Div.: Secretary of the District
BOARD POLICY
MINUTE STYLE AND VIDEO RECORDING OF BOARD AND
STANDING COMMITTEE MEETINGS
PURPOSE
To establish a policy regarding the format of minutes of Board and Standing Committee
meetings and the video recording of Board and Committee meetings.
POLICY
Board Meetings
The written minutes of Board meetings shall be prepared and kept by the Secretary of
the District, approved by the Board of Directors, and shall be brief, summary-style
minutes documenting:
Action items motions, seconds and vote counts;
Summarized comments made by members of the public;
Key statements made by Board Members; and
Policy reasons for decisions made.
Minutes will generally be scheduled for approval by the Board of Directors on the next
Board agenda.
In accordance with goals of the District's Strategic Plan to maintain openness and
transparency in the way the Board conducts its business, and to provide excellent
customer service, video recordings shall be made of each Board meeting held in the
Board Room. These recordings will be posted to the District's website and retained
permanently, in accordance with the District's Records Retention Schedule.
Standing Committee Meetings
The written minutes of virtual Standing Committee meetings shall be prepared and kept
by the Secretary of the District, authorized by the Committee, and shall be summary-
style minutes documenting:
April 15, 2021 Regular Board Meeting Agenda Packet- Page 132 of 185
Page 4 of 4
Number: BP 020
MINUTE STYLE&RECORDING OF BOARD/COMMITTEE MEETINGS
Page 2 of 2
Committee recommendations;
Key statements made by Committee Members, staff and of the public; and
Policy reasons for decisions being considered.
Minutes will generally be scheduled for review by the Board of Directors on the next
Board agenda.
[Original Retained by the Secretary of the District]
April 15, 2021 Regular Board Meeting Agenda Packet- Page 133 of 185