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Home My WebLink About06.a. Consider adopting Board Policy (BP) 013 approving charters for each of the four Standing Committees of the Board6-a- Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 6, 2014 Subject: CONSIDERATION OF ADOPTION OF BOARD POLICY (BP) 013, ADOPTING COMMITTEE CHARTERS Submitted By: Initiating Dept /Div.: Elaine R. Boehme Secretary of the District/Administration Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION. f K. Im R. Bailey Counsel for the District General Manager ISSUE: At its meeting of December 19, 2013, the Board directed staff to prepare draft Committee charters for the four Board Standing Committees (Administration; Engineering & Operations; Finance; and Real Estate, Environmental and Planning) to be brought back for Board consideration. RECOMMENDATION: Review the draft Committee charters and make changes if desired. Adopt Board Policy (BP) 013 (ATTACHMENT 1), adopting the Committee charters. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: The Board may choose not to adopt the Committee charters, or may choose some other course of action. BACKGROUND: On December 19, 2013, as suggested at the Board Priorities Work- shop held in October 2013, the Board approved the consolidation of the seven Standing Committees down to four, as shown below: Former Committees Policy Development and Internal Operations Human Resources Outreach Budget and Finance Capital Projects Environmental Services Enterprise New Committee Administration Finance Engineering & Operations Real Estate, Environmental & Planning POSITION PAPER Board Meeting Date: March 6, 2014 subject: CONSIDERATION OF ADOPTION OF BOARD POLICY (BP) 013, ADOPTING COMMITTEE CHARTERS At that same meeting, following discussion of whether or not to develop Committee charters for the new Committees, the Board voted unanimously to authorize the General Manager and staff to draft charters for each of the Board Committees, with the understanding that the charters focus on policy rather than operational issues, and directed that the draft charters (ATTACHMENT 2) be brought back to the Board for review and adoption. Staff has held several meetings to collectively develop the attached charters, bearing in mind the Board direction to focus on policy rather than operational issues. It is hoped that the draft charters are at a sufficiently high level and are general enough to reduce the need for repeated revisions as the composition of the Standing Committees changes. COMMITTEE RECOMMENDATION: In accordance with the Board's direction, these draft Committee Charters have not been reviewed by the Committees. RECOMMENDED BOARD ACTION: Review the draft Committee charters and make changes if desired. Adopt Board Policy (BP) 013, adopting the Committee charters. Attached Supporting Documents: 1. Draft BP 013 2. Draft Committee Charters Number: BP 013 Authority: Board of Directors Effective: March 6, 2014 Revised: Reviewed: Initiating Dept. /Div.: Administration BOARD POLICY ATTACHMENT 1 STANDING COMMITTEE CHARTERS PURPOSE The purpose of this Board Policy is to adopt charters for the District's Standing Committees. POLICY The Board has determined that it is beneficial to adopt charters for each of the District's Standing Committees below: Administration Finance Engineering & Operations Real Estate, Environmental & Planning These charters define the mission and goals of the Committees, list key staff liaisons, and set forth the Committee scope with an emphasis on policy rather than operational matters. They provide a framework within which the Committees and staff can operate. They can be revised as needed by the Board. The General Manager will determine to which Committee items are assigned as they arise, and, in cases where certain topics may span two Committees, the General Manager may confer with the Board President for guidance. [Original Retained by the Secretary of the District] ATTACHMENT 2 CHARTER ' • s 10 Committee Members: Chair Member Meeting Schedule: Monthly subject to rescheduling or cancellation Primary Staff Liaison: General Manager Secretary of the District Director of Administration Human Resources Mager Communication S;eM s Manager Risk Managemeh Aorhl istrator Information Tchrtolo Atenistrator Committee Mission/ The Missiortf °of the Administraien Committee is to provide Goals: input an recommendations to "eydBoard regarding administrative policy matters, including District policies on Human Resources matters, internat operations, outreach, information techoolog y, and legislation tC at support the 10fict's Mission; r"Viss on and Values and Strategic Plan • : ;roncy ae),m ana review • Oversight of Human Resources policies /matters • Inter operatior*9 • Effective public outreach Review of information technology policies •: Legislative review • Oversight of Risk Management • Transparency Comrtttee Scope The Committee may review and make recommendations to the''full Board. The Committee may direct the General Manager to conduct additional research on policy issues within the Committee Charter. The Committee may concur with General Manager recommendations when within General Manager authority, which will be reported to the Board as appropriate. • Develops new, or reviews and revises existing, District policies for Board consideration • Reviews and makes recommendations on Human Resources matters • Reviews and advises on internal operating issues that fall within the Committee Charter • Ensures adequate public outreach of District services and programs • Reviews District information technology policy matters • Reviews legislation affecting the District • Oversees Risk Management and associated legal matters Accepted by Board: CHARTER ENGINEERING & OPERATIONS COMMITTEE Committee Members: Chair Member Meeting Schedule: Monthly subject to rescheduling or cancellation Primary Staff Liaison: General Manager Secretary of the District Director of Engineering Director of Operations Capital Projects Divisie Manager Collection System Op' ions Division Manager Environmental Se ,�f Division Manager Plant Operations, ivisi6n Manager Plant Maintenance Division' °Mana er Committee Mission/ The Missi" m f the Engineerin & Operations Committee is Goals: primarily td provide oversight antis "direction to staff on Board - adopted I':4 y, issues relating to tii+ e,,Pistrict's Capital Improvement, rograrri j nd Operations consistent with the -District's Mission; °Vision and Values and strategic Plan. • the Fisi[ stainabll Budget' fy:.ansp the Dnal effectiveness /resilience ht of District Safetv Proaram may review and make recommendations to ,7he Committee may direct the General nduct additional research on policy issues imittee Charter. The Committee may concur with General Manager recommendations when within General Manager authority, which will be reported to the Board as appropriate. • Reviews Capital Improvement Program and Budget for planning, funding and regulatory compliance, and transparency • Reviews Engineering, Plant Operations, Maintenance and Collection System Operations issues as they arise; keeps Board informed as to how these issues impact customer service and the priority of upcoming capital work • Reviews Asset Management Program • Reviews and monitors District's Safetv Program CHARTER FINANCE COMMITTEE Committee Members: Chair Member Meeting Schedule: Twice a month subject to rescheduling or cancellation Primary Staff Liaison: General Manager Secretary of the District Director of Administratic .: Finance Manager %tis Manager Purchasing and Mg Committee Mission/ The Mission of tFi Eiria6tce Committee is primarily to provide Goals: financial over ght' and direction to staff on adopted policy issues, ands '6nsure fiscal stainability of the District consistent_with the District's Miss�[on, Vision and Values and Strategic. Committee Accepted by Board: e Committee may review and make recommendations to full Board,, The Committee may direct the General ina e to ddinduct additional research on policy issues hin the Committee Charter. The Committee may concur with General Manager recommendations when within General Manager authority, which will be reported to the Board as appropriate. • Provides recommendations related to the annual budget, its implementation and future projections • Reviews financial reports for completeness and accuracy • Oversees proper use of resources • Reviews development, implementation and oversight of the District's investment policies and practices • Reviews expenditures and makes recommendations to the Board CHARTER REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE Committee Members: Chair Member Meeting Schedule: Monthly (subject to cancellation or rescheduling) Primary Staff Liaison: General Manager Secretary of the District Director of Administration Director of Engineering Director of Operations Environmental ServicleiDivision Manager Committee Mission / The Mission of the Rea :,Estate, Environmental & Planning Goals: (REEP) Committ -is tc ensure long -range planning that supports° helDistrict's-(viission, Vision and Values and Strategic Pln Committee Board: Goals: • Maxir%iize resource recovery, h6uding recycled water and hous old,hazardous waste:: + =w-Regulatory'ec mpliance Apprppriate usgk,,,pf District land, resources and facilitis • . 1aong -rangy planning • T ansliarencv Committee may review and make recommendations to full Bo6fd The Committee may direct the General noger to conduct additional research on policy issues iirte Contittee Charter. Committee may concur with General Manager ommendations when within General Manager authority, ch will be reported to the Board as appropriate. • Reviews long -range planning documents including master plans and strategic plans • Oversees the District's regulatory and permitting strategies to remain in compliance with federal, state and county regulatory requirements • Oversees use of land resources and facilities in accordance with District policies • Reviews year -end annual reports for Household Hazardous Waste, Pollution Prevention, and Recycled Water