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HomeMy WebLinkAbout03.d. Approve revisions to Board Policy No. BP 013-Standing Committee ChartersCentral Contra Costa Sanitary District ,! BOARD OF DIRECTORS `-r POSITION PAPER Board Meeting Date: July 23, 2015 Subject. PROPOSED REVISIONS TO BOARD POLICY NO. BP 013 -STANDING COMMITTEE CHARTERS Submitted By. Initiating Dept. /Div.: Elaine R. Boehme Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: / i Kent Alm Counsel for the District i .--.a I u.. I Roger S. Bailey General Manager 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. RECOMMENDATION: Approve revisions to Board Policy No. BP 013 - Standing Committee Charters. FINANCIAL IMPACTS: None. ALTERNATIVES / CONSIDERATIONS: The Board may provide other direction to staff. 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. Member Williams requested that, while reviewing the Board Policies, consideration be given to extracting "procedures" from the Policies, leaving them concise and high - level. He noted that the procedures relating to executing the Board Policies should be separate documents developed and maintained by staff, rather than being included in the Board Policy document. At its meeting of May 26, 2015 the Administration Committee reviewed Board Policy No. 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 and concurred with the proposed changes allowing for flexibility on how outreach is handled. The only other revisions are to job titles to reflect recent changes in the organizational structure. POSITION PAPER Board Meeting Date: July 23, 2015 Subject-, PROPOSED REVISIONS TO BOARD POLICY NO. BP 013 -STANDING COMMITTEE CHARTERS A strikeout version of the Policy showing the proposed revisions is attached. COMMITTEE RECOMMENDATION: The Administration Committee reviewed the Policy on May 26 and July 9, 2015 and recommended Board approval of the revisions. RECOMMENDED BOARD ACTION: Approve the changes to Board Policy BP 013 "Standing Committee Charters." Attached Supoortinq Documents: 1. Strikeout of BP 013, Standing Committee Charters N:\ADMINSUP\ADMIN \DIST- SEC \Policies & Procedures Board & Administrative \PP - Revisions to Policy BP 013.docx Page 2 of 2 Number: BP 013 Authority: Board of Directors Effective: March 6, 2014 Revised: Reviewed: Initiating Dept. /Div.: Administration BOARD POLICY www.centralsan.org STANDING COMMITTEE CHARTERS PURPOSE The purpose of this Beard PeliGy 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] Number: BP 013 STANDING COMMITTEE CHARTERS Page 2 of 7 CHARTER ADMINISTRATION COMMITTEE Chair Committee Member Members: Meeting Twice a monthly (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 Mana erA4n4r�� 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) • Reviews District information technology policy matters Number: BP 013 STANDING COMMITTEE CHARTERS Paae 3 of 7 • Reviews legislation affecting the District • Oversees Risk Management and associated legal matters Revised March 6, 2014; ? ? ?, 2015 by Board: Number: BP 013 STANDING COMMITTEE CHARTERS Page 4 of 7 CHARTER ENGINEERING & OPERATIONS COMMITTEE Chair Committee Member Members: Meeting Monthly (subject to rescheduling or cancellation) Schedule: Primary Staff General Manager Liaison: 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 ServicesEnyirnmmen} SeNi . Division Manager Plant Operations Division Manager Plant Maintenance Division Manager Committee The Mission of the Engineering & Operations Committee is primarily to Mission/ Goals: 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 The Committee may review and make recommendations to the full Scope: 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 - related matters within the scope of the Committee, as referred by the Number: BP 013 STANDING COMMITTEE CHARTERS Paqe 5 of 7 General Manager Revised Accepted March 6, 2014, ? ?? 2015 by Board: Number: BP 013 STANDING COMMITTEE CHARTERS Page 6 of 7 CHARTER FINANCE COMMITTEE Chair Committee Member Members: Meeting Twice a month (subject to rescheduling or cancellation) Schedule: Primary Staff General Manager Liaison: Secretary of the District Deputy General Manager Director of Administration Finance Manager Purchasing and Materials Manager Committee The Mission of the Finance Committee is primarily to provide financial Mission/ Goals: 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 The Committee may review and make recommendations to the full Scope: 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 AGeepted March 6, 2014, ? ?? 2015 by Board: Number: BP 013 STANDING COMMITTEE CHARTERS Page 7 of 7 CHARTER REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE Committee Members: Meeting Schedule: Primary Staff Liaison: Chair Member Monthly (subject to cancellation or rescheduling) General Manager Secretary of the District Deputy General Manager Director of Administration Director of Engineering & Technical Services Plannin & Develo mentEnviF^ ^m^ Services Division Manager Committee The Mission of the Real Estate, Environmental & Planning (BEEP) Mission/ Goals: 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 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. • 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 General Manager RevisedAc-- eepted March 6, 2014, ? ?? 2015 by Board: