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Home My WebLink About04.c. Approve amendments to Board Policy No. BP 013 - Standing Committee Charters Central Contra Costa Sanitary District • ! BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 18, 2016 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: 1 Iw �' � { Kent m Roger S.Bailey Counsel for the District General Manager ISSUE: At the beginning of each calendar year, the Standing �Mmittees review their respective Charters to see if changes are desired. The Charters are an attachment to Board Policy No. BP 013, and any revisions require Board approval. BACKGROUND: At its first meeting in 2016, each Standing Committee approved its meeting schedule and reviewed its Charter to see if changes were recommended. Minor revisions to the Charters are proposed and a strikeout version showing the suggested revisions is attached. The Staff Liaison section has been deleted from each Charter as this list may change throughout the year and does not need to be included in the Committee Charters. ALTERNATIVES / CONSIDERATIONS: The Board may provide other direction to staff. FINANCIAL IMPACTS: None. COMMITTEE RECOMMENDATION: The strikeout versions reflect the recommendations of each Committee. RECOMMENDED BOARD ACTION: Approve the changes to Board Policy No. BP 013 Standing Committee Charters. Attached Supporting Document: 1. Strikeout of BP 013- Standing Committee Charters ATTACHMENT 1 Central Contra Costa Number: BP 013 Sanitary District Authority: Board of Directors Effective: March 6, 2014 Revised: '��'`�wr�5 February 18, 2016 Reviewed: Initiating Dept./Div.: Administration ' BOARD POLICY STANDING COMMITTEE CHARTERS PURPOSE 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] CHARTER ADMINISTRATION C01VII71 i I EE Chair Committee Member Members: Meeting Twice a month (subject to rescheduling or cancellation) Schedule: PFaFnaFy S General Manage SeGFet ry of the Di trio+ Deputy (_`eneF l MamnW Hunnu Risk ManagemeRt Administrate Commiziee The Mission of the Administration Committee is to provide input and Mission/Guaals: 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 • Reviews legislation affecting the District • Oversees Risk Management and associated legal matters Revised by March 6, 2014; July 23, 2015, February 18, 2016 Board• CHARTER ENGINEERING & OPERATIONS COMMITTEE Chair Committee Member Members: Meeting Monthly (subject to rescheduling or cancellation) Schedule: primary taff GBReral Manage l :^i en: SeGre tapy of the D + + ortir�vrr. vc...,,.w,/�y ,.,u w� DeputDeputy 1 eReral Manager y r u�y �--ro,�r,��r IN FeG+nr 9f Gnnineer•nry & T h al C Capital PrejeGts DivisieR Manage PlaRt Operations DiViSiOR 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 safety-related projects-Distrin+'s Safety Program • 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; July 23, 2015; February 18, 2016 Board: CHARTER FINANCE COMMITTEE Chair Committee Member Members: Meeting OnceTwioe a month (subject to rescheduling or cancellation) Schedule: StaffPrimary General Manager �v daisy^rr o nrotary of the Dwstr'nf Deputy GeReFal Manage FiRanGe Ma;ager Committee The Mission of the Finance Committee is primarily to provide financial Mission/ Goals: oversight and direction to staff on adopted finance-related policy issues, and to ensure fiscal sustainability of tho, a DiSt;iG consistent with the District's Mission, Vision and Values and Strategic Plan. Goals: • Fiscal sustainability and proper financial planning • 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 on District rates and charges • 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 financial and investment policies and practices • Reviews expenditures and makes recommendations to the Board; monitors adherence to annual budget Ensures adequate public outreach of certain program-related matters within the scope of the Committee, as referred by the General Manager • Provides recommendations on annual financial reports and audits Revised by March 6, 2014, July 23, 2015, February 18, 2016 Board: CHARTER REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE Chair Committee Member Members: Meeting Monthly (subject to cancellation or rescheduling) Schedule: Liaison; Deputy GeReFal Manage DgFe tE)F of ERgiRee FiRg 4 T h al ServiGes err 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 • 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 Manage Revised by March 6, 2014; July 23, 2015, February 18, 2016 Board: