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Home My WebLink About01. (Handout) Facilitator Presentation Page 1 of 18 Item 1. ,ek CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT February 11, 2019 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: REVIEW RESULTS OF 2019 BOARD SELF-EVALUATION SURVEY, AND IDENTIFY POTENTIAL WORK AREAS FOR THE BOARD, IF ANY Attached is the presentation reviewed by Consultant Brent Ives during the meeting. ATTACHMENTS: 1. Facilitator Presentation February 11, 2019 Special Board Meeting Agenda Packet- Page 3 of 20 Central ContrFksta Sanitary DINitrict Board Self- Assessment Workshop *■■■■■■ February 2019 " ■a■ ■■ ■ ■■■■ C I LkNAOEMENT CONSULTING February 11, 2019 Special Board Meeting Agenda Packet- Page 4 of 20 Who m I ? • INTRODUCTION - Brent Ives, BHI Management Consulting • Organizational consultant to Special Districts (18 years) • BHI Management Consulting - Strategic Planning - Supervisor training — Board Dynamics Board/Manager relations - workshops, etc. — many statewide sanitation clients • 25 years Technical Manager In Engineering at LLNL • Served 23 years on Tracy City Council (most recent 8 years as elected Mayor, termed out 2014), numerous regional Boards/Commissions . . . Z'Q Ll February 11, 2019 Special Board Meeting Agenda Packet- Page 5 of 20 MANAGEMENT CONSULTING Session ?--j 6w- A 0 Present the results of the most recent Board Self-assessment • Discuss actions/path-forward where needed, if any. . . February 11, 2019 Special Board Meeting Agenda Packet- Page 6 of 20 MANAGEMENT CONSULTING qu" • Last self-assessment was in 2018, a large 56 question comprehensive survey • Discussions then about Board role, how much/how deep, interactions with staff, etc. • One item that surfaced was to review Board policies. - All Board policies have been updated, BP-23 outlines Board Self-assessment • Board Role was another issue • This year, circulated 19 question self-assessment survey to all Board members and Senior District managers. • Today we will review and discuss the results. _�yqr `'i1BHI •MANAGEMENT CONSULTING 4 February 11, 2019 Special Board Meeting Agenda Packet- Page 7 of 20 Board Role (Review) J j, �Uj L-"Respecting The PRO S, • You are part of a process that existed before you arrived — mission, methods, processes and culture. • Best Board's make good policy decisions and stay within their role lane. • You employ a process for public decision making, (informed by staff, your experience and the public), each has deliberate roles to play. • Your review of Board policies and this self-assessment are best practices. . . . www�hico�sltr�g.com ',-.!'Bill. 5 February 11, 2019 Special Board Meeting Agenda Packet- age o Board Self-Assessment Survey �L— - • Nineteen (19) questions. • These were selected to focus on last years findings. • Circulated to Board (4 responses) and Exec. Team/Managers/Attorney (8 responses). • The survey concentrated on four focus areas. • An analyzed responses for each focus area. • Report today on results. � 6 ebruary 11, 2019 Special Board Meeting Agenda Packet- Page 9 of 20 hL-201 -Assessment L 2k� I Each time a self-assessment is done it is based Self- Assessment Categories— • Board Role Performance • Communications • Board Dynamics • Board to Manager/Staff Interactions • Board/Public Interactions • Board Meetings • Policy Making • Planning • Committees • Mission Focus • Board Training • Staff Support . . . February 11, 2019 Special Board Meeting Agenda Packet- Page 10 of 20 oardA&L-As,sessment 12 Self-Assessment Categories— with four focus areas in RED • Board Role Performance • Communications • Board Dynamics • Board to Manager/Staff Interactions • Board/Public Interactions • Board Meetings • Policy Making • Planning • Committees • Mission Focus • Board Training • Staff Support . . ZQ LOg February 11, 2019 Special Board Meeting Agenda Packet- Page 11 of 20 L , Board Self-Assessment 2019 Board Self-Assessment Focus Areas • Board Role Performance • Board to Manager/Staff Interactions • Planning • Staff Support ZQ LO9 February 11, 2019 Special Board Meeting Agenda Packet- Page 12 of 20 L 20J913oard Self-Assessment On im • Board Overall Rating — 89.7% • Results in Four Areas - Board Role Performance — 9 questions ... . . . . . . . . . . . . . . 86% - Board to Manager/Staff Interactions — 2 questions. . .. 94% - Planning — 5 questions -- . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 86% - Staff Support — 3 questions -- . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93% Lowest question ratings (Board) — 75% - Q#9 — "The board understands its governance role and the differing role of professional staff." 75% - Q#15 - "we make sure that our Board delivers direction to staff as a whole, not any one Board member." More can be learned from comments made. . . . February 11, 2019 Special Board Meeting Agenda Packet- Page 13 of 20 2019 Board Self-Assessment - Comments ROLE - Brd. Q#1 - "We understand our roles but too often simply don't adhere" ROLE • "Some members cause frustration by getting too much into the details leading to "sharp" comments in reply . ROLE - Brd.Q#2 "We can practice understanding our roles, but do we respect each other". ROLE • Brd. Q#3 Still some frustration in Board members getting too deep into managing the District" DIRECTION/PLANNING • Brd.Q#5 - - "Some concern about providing staff clear direction. " "Good understanding of the CIP but not staff's effort to prioritize the various projects" STAFF— • "This is improving with new protocols in place. " "The Board seeking the basis of decision making is healthy for the District. " "We get clear direction in meetings but mixed messages sent after the fact. " February 11, 2019 Special Board Meeting Agenda Packet- Page 14 of 20 11 L,2 OL1&B o a r -Assessment..., Comments throughout assessment provide some areas for discussion - ROLE/CONFIDENTIALITY• Brd. Q#7 -"a Board member saying "the word is" in closed session seems to violate our roles as Board members. " Staff #7 "commentary from members during or after the vote can be confusing and can be inflammatory. Employees pay attention!" CIP • Brd. Q#6 - "1 had a better understanding of the CIP process before. We need to understand the difference between needs and wants. " POLICY • Brd. Q#9 - "staff should not second guess policy issues. Facts, figures and options only" 4-Role • Brd, Q#17 - "a few members report that they get feedback from other than the GW Its frustrating to see a staff report with excruciating detail only for one or two who are demanding it. February 11, 2019 Special Board Meeting Agenda Packet- Page 15 of 20 12 Overall for the survey Board - 89. 7% 120.00% 100.00% - 80.00% — — 60.00% — — — — — — — — Seriesl 40.00% — — — — — — — — — — — — — — — 20.00% — — — — — — — — — — — — — — — 0.00% 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 - auxacEaRrrrcoxsucmixa°I February 11, 2019 Special Board Meeting Agenda Packet- Page 16 of 20 1 Overall for the survey Board 89. 7% and Staff 78.9% 120.00% 100.00% - 80.00% 60.00% 40.00% 20.00% 0.00% 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Greatest differences - Q#7 — Labor negotiations - "post-vote comment" Q#11 — Labor negotiations — "some think they have the inside track" Q#16 — Labor negotiations — "its supposed that some Board members get input from others than the GW February 11, 2019 Special Board Meeting Agenda Packet- Page 17 of 20 4 2019 Board Self-Assessment Roll-up assessment - rated yourself high - staff somewhat lower - vigilance to certain principles is indicated in three areas: 1.) Side conversations with staff. Either for business related matters and most certainly during labor negotiations. 2.) The District (implied work for both staff and Board) must work out how to best establish clarity around the establishment and prioritization of the CIP. 3.) "Leaks" into or out of closed sessions severely weakens the ability of this Board to trust one another, therefore their highest performance. February 11, 2019 Special Board Meeting Agenda Packet- Page 18 of 20 15 0 en Understanding Roles VOI V (30,000 ft. Beliefs Vision Priorities Governance Policies Team ENDS N° d�°a S� CO, = s Strategies Tactics Techniques Methods Administration MEANS and Staff prove"Sk�II =� 16 X11, 2019 Special Board Meeting Agenda Packet- Page 19 of 20 Surnmary_, — The Board scored itself at 89.7%! — Lessons learned from survey comments -= — You don't need another lecture on inappropriate interactions with staff, micromanaging or confidentiality, but those issues still keep scores down. — Work is indicated on full two-way communications on the origin and use IL%NAGED�-T CONSULTING of the CII'. — Work is indicated on a personal level to make new commitments to these principles. — Questions/thoughts?? February 11, 2019 Special Board Meeting Agenda Packet- Page 20 of 20