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Home My WebLink About07. Revisions to BP 013 - Standing Committee Charters'07 lb Central Contra Costa Sanitary District July 6, 2015 TO: ADMINISTRATION COMMITTEE FROM: ELAINE R. BOEHME, SECRETARY OF THE DISTRICT C=23 SUBJECT: REVIEW OF BOARD POLICY BP 013, STANDING COMMITTEE CHARTERS Issue Staff has been directed to present existing Board Policies to the Administration Committee for biennial review and submit proposed revisions to the Board for consideration. Background Staff has been directed to take existing Board Policies to the Administration Committee every two years for review. If changes are proposed by staff or the Committee, the changes will be scheduled for consideration by the Board. At its meeting of May 26, the Administration Committee reviewed Board Policy BP 013, Standing Committee Charters, and recommended that wording be added to allow flexibility for the General Manager to refer program- specific outreach to the relevant Committee when appropriate. Previously outreach was listed only on the Administration Committee Charter. The Committee also recommended that each Charter be reviewed by its individual Committee. Over the subsequent weeks the other three Committees reviewed their charters and did not propose any additional revisions. Each Committee concurred with the proposed changes allowing for flexibility on how outreach is handled. If the Administration Committee has no further changes, it is requested that the Committee recommend Board approval of the revisions as submitted. Attachments: 1. BP 013 Standing Committee Charters Number: BP 013 Authority: Board of Directors Effective: March 6, 2014 Revised: Reviewed: Initiating Dept. /Div.: Administration BOARD POLICY I f r www.centralsan.org STANDING COMMITTEE CHARTERS PURPOSE T 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] Number: BP 013 STANDING COMMITTEE CHARTERS Page 2 of 8 CHARTER ADMINI.TRATInnI (-r)hAhA1TTrr-: Chair Committee Member Members: Meeting Twice a monthMeRthl (subject to rescheduling or cancellation) Schedule: Primary Staff General Manager Liaison: Secretary of the District Deputy General Manager Director of Administration Human Resources Manager Communication Services & Intergovernmental Relations Manager Risk Management Administrator Information Technology ManagerAdmenistrator Committee The Mission of the Administration Committee is to provide input and Mission /Goals: recommendations to the Board regarding administrative policy matters, including District policies on Human Resources matters, internal operations, outreach, information technology, and legislation that support the District's Mission, Vision and Values and Strategic Plan Goals: • Policy development and review • Oversight of Human Resources policies /matters • Internal operations • Effective public outreach • Review of information technology policies • Legislative review • Oversight of Risk Management • Transparency Committee The Committee may review and make recommendations to the full Board. Scope: 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 policy - related District services and programs (outreach for specific programs may be referred to the appropriate Committee by the General Manager) Number: BP 013 STANDING COMMITTEE CHARTERS Page 3 of 8 • Reviews District information technology policy matters • Reviews legislation affecting the District • Oversees Risk Management and associated legal matters Reviser.A.P-sepited March 6, 2014; ? ? ?, 2015 by Board: Number: BP 013 STANDING COMMITTEE CHARTERS Page 4 of 8 CHARTER ENGINEERING & OPERATIONS COMMITTEE Chair Committee Members: Member Meetina Schedule: Monthly subject to rescheduling or cancellation Primary Staff Liaison: General Manager Secretary of the District Deputy General Manager Director of Engineering & Technical Services Environmental and Regulatory Compliance Division Manager Capital Projects Division Manager Collection System Operations Division Manager Planning & Development ServicesEnviFenm,,Rtal c8,, OGe Division Manager Plant Operations Division Manager Plant Maintenance Division Manager Committee Mission/ The Mission of the Engineering & Operations Committee is Goals: primarily to provide oversight and direction to staff on Board - adopted policy issues relating to the District's Capital Improvement Program and Operations consistent with the District's Mission, Vision and Values and Strategic Plan. Goals: • Fiscal sustainability • Budgetary transparency • Ensure appropriate level of internal controls • Regulatory compliance • Operational effectiveness /resilience • Oversight of District Safety Program Committee 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. • 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 Safety Program • Ensures adequate public outreach of certain program- Number: BP 013 STANDING COMMITTEE CHARTERS Page 5 of 8 related matters within the scope of the Committee, as referred bv the General Manager Revised ^ by March 6, 2014, ? ?? 2015 Board: Number: BP 013 STANDING COMMITTEE CHARTERS Page 6 of 8 CHARTER FINANCE COMMITTEE Chair Committee Members: Member Meeting Schedule: Twice a month subject to rescheduling or cancellation Primary Staff Liaison: General Manager Secretary of the District Director of Administration Finance Manager Purchasing and Materials Manager Committee Mission/ The Mission of the Finance Committee is primarily to provide Goals: financial oversight and direction to staff on adopted policy issues, and to ensure fiscal sustainability of the District consistent with the District's Mission, Vision and Values and Strategic Plan. Goals: • Fiscal sustainability • Compliance with federal, state, and public financing requirements • Ensure appropriate level of internal controls • Recommend policies to safeguard the District's assets • Transparency Committee 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. • 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 • Ensures adequate public outreach of certain program - related matters within the scope of the Committee, as referred by the General Manager Revised by March 6, 2014, ? ?? 2015 Board: Number: BP 013 STANDING COMMITTEE CHARTERS Page 7 of 8 CHARTER REAL ESTATF_ FNVIRnmhAFNTni u P1 nniniinirr rnnanniTT=! Chair Committee Members: Member Meeting Schedule: — Monthly subject to cancellation or rescheduling) Primary Staff Liaison: General Manager Secretary of the District Deputy General Manager Director of Administration Director of Engineering & Technical Services Planning & Development ERVi Fen Fne Services Division Manager Committee Mission/ The Mission of the Real Estate, Environmental & Planning Goals: (BEEP) Committee is to ensure long -range planning that supports the District's Mission, Vision and Values and Strategic Plan Goals: cost - effectively engage in resource recovery and recycling activities • Cost - effectively engage in resource recovery and recycling activities • Regulatory compliance • Appropriate use of District land, resources and facilities • Long -range planning • Transparency Committee 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. • 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 • Ensures adequate public outreach of certain program - related matters within the scope of the Committee, as referred by the Number: BP 013 STANDING COMMITTEE CHARTERS Page 8 of 8 General Manager RevisedAGGepted by March 6, 2014, ? ?? 2015 Board: