ITEM:

CONSENT CALENDAR

 

5.

CONSIDER RECOMMENDATION TO IMPROVE EFFICIENCY IN PRODUCTION OF CERTAIN INFORMATIONAL STAFF REPORTS

 

Meeting Date:

December 13, 2004

Budgeted:

N/A

 

From:

David A. Berger,

Program/

N/A

 

General Manager

Line Item No.:

 

Prepared By:

 

Same

Cost Estimate:

N/A

General Counsel Approval:N/A

Committee Recommendation: N/A

CEQA Compliance:N/A

 

SUMMARY:The Boardís recently approved 2004-05 Strategic Plan contains an objective for staff to submit a report to the Board regarding monthly and quarterly informational reports routinely placed in the Board meeting agenda packet.This report summarizes management staffís review of such reports, and recommends changes that would increase our efficiency in the production of certain routine informational reports.

†††

RECOMMENDATION:It is recommended that the Board, by motion, accept staffís proposal that the following monthly and quarterly reports should no longer be included in the Board agenda packet: CAWD/PBCSD Wastewater Reclamation Project Production Report (monthly), Cal-Am Sales Report, Geographic Information Systems Program Update, and Public Information Report (all quarterly).Instead, these reports would be made available to the public as separate information items on the Districtís website.

 

BACKGROUND:The following informational reports are presently included at the end of each agenda packet for regular Board of Directors meetings, either on a monthly or quarterly basis.

 

Monthly Informational Reports

 

  1. Strategic Planning Initiatives Progress Report
  2. Carmel River Fishery Report
  3. Water Conservation Program Report
  4. Water Allocation Report
  5. Cal-Am Water Production Report
  6. CAWD/PBCSD Wastewater Reclamation Project Production Report
  7. Water Supply Status Report

 

Quarterly Informational Reports

 

  1. Cal-Am Sales Report
  2. Water Use Credit Transfer Status Report
  3. Financial Activity Report
  4. Financial Investment Report
  5. Geographic Information Systems Update
  6. Water Supply Project Status Report
  7. Irrigation Program and Riparian Projects Report
  8. Carmel River Erosion Protection and Restoration Projects Report
  9. Public Information Report

 

Production of these reports adds considerable bulk to the typical Board agenda packet.For example, 50 pages of the November 2004 Board packet were comprised of these routine informational reports.This represented 28% of the Board agenda packet, and an equal percentage of the total labor effort and expense the District incurs to reproduce and distribute agenda packets to Board members, District staff, local public libraries, and many others who receive them each month.These reports have almost never been discussed at Board meetings, nor are they the subject of questions from citizens during Oral Communications.

Management staff has reviewed ways to improve the efficiency in the Districtís production of these routine informational reports.†† We have determined that the following monthly and quarterly reports should no longer be included in the Board agenda packet and, instead, be added as a separate informational item on the Districtís website:††

 

        CAWD/PBCSD Wastewater Reclamation Project Production Report (monthly)

        Cal-Am Sales Report (quarterly)

        Geographic Information Systems Program Update (quarterly)

        Public Information Report (quarterly)

 

All other informational reports either are required to be submitted by District regulation, or warrant continued inclusion in the Board packet because they create an on-going factual context for the Boardís legislative policy actions and quasi-judicial decisions.

†††

EXHIBIT

None

 

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