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Home My WebLink About03.b. Adopt resolution revising Board meeting agenda format - Order of Business 3. b Central Contra Costa Sanitary District • BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 21, 2016 Subject: ADOPT RESOLUTION REVISING BOARD MEETING AGENDA FORMAT - ORDER OF BUSINESS Submitted By. Initiating Dept./Div.: Elaine R. Boehme Secretary of the District Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: *theDistrict Roger s.Ba eif y CounGeneral Manager ISSUE: The Order of Business for District Board meeting agendas has not been updated since 2004 and contains headings that are no longer necessary or useful. Revisions are recommended to reorganize the Order of Business to achieve a more efficient flow of items on Board agendas and eliminate unnecessary headings. BACKGROUND: The Order of Business is set by Board resolution and has not been updated since 2004 (see Attachment 1). Since that time, many of the headings have become obsolete and can be removed. Staff has reviewed the existing Order of Business and has proposed revisions to achieve a more logical and efficient flow of items on the Board meeting agenda. The proposed new Order of Business is attached as Exhibit A to the proposed resolution (see Attachment 2). As always, at each Board meeting, the Board President may choose to take any items out of order to accommodate the public, outside speakers etc. Board closed sessions may be scheduled at 1 p.m. or shortly thereafter, prior to the regular business portion of the agenda staring at 2 p.m., depending on Board Member availability and taking into account the length of the regular business agenda and the anticipated length of the closed session. Alternatively, they may be scheduled for the end of the regular business agenda if more appropriate. ALTERNATIVES/CONSIDERATIONS: The Board may choose to leave the Order of Business unchanged or propose some other order. FINANCIAL IMPACTS: None COMMITTEE RECOMMENDATION: This matter was reviewed by the Administration Committee at its April 11, 2016 meeting. The Committee recommended revising the wording to allow flexibility in timing and scheduling of Board closed sessions. The resolution has been modified accordingly. Page 1 of 2 POSITION PAPER Board Meeting Date: subject: ADOPT RESOLUTION REVISING BOARD MEETING AGENDA FORMAT - ORDER OF BUSINESS RECOMMENDED BOARD ACTION: Adopt the proposed resolution approving the new Order of Business for Board meeting agendas. Attached Supportinq Documents: 1. February 19, 2004 Position Paper and Resolution No. 2004-017 2. Proposed resolution, including Exhibit A—proposed Order of Business N:\ADMINSUP\ADMIN\DIST-SEC\AGENDAS\Order of Business\PP-Order of Business 5-5-16(Draft).docx ATTACHMENT 1 Central Contra Costa Sall..dary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: February 19, 2004 No.: 8•a. ADMINISTRATIVE Type of Action: REVISE AGENDA FORMAT subject: ADOPT A RESOLUTION REVISING THE DISTRICT BOARD MEETING AGENDA FORMAT Submitted By: Joyce E. Murphy, Initiating DeptJDiv.: Administrative Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION. J.M h atts (, General Mag ISSUE: A need exists to revise the format of the District Board Meeting Agenda to accommodate the needs of the public and the Board of Directors. RECOMMENDATION: Adopt the attached resolution revising the District Board Meeting agenda format. FINANCIAL IMPACTS: None. ALTERNATIVES/CONSIDERATIONS: The Board could choose not to adopt the proposed revisions or could make additional revisions to the Board Meeting agenda format. BACKGROUND: The District Board, as suggested by Board Member Boneysteele, has proposed that the District Board Meeting agenda format be revised to combine approval of expenditures with a report of the Board Budget and Finance Committee under Board Member Reports. Accordingly, it is proposed that a new agenda business heading entitled "Budget and Finance Committee Report -Approval of Expenditures" be listed under the agenda business heading "Reports— Board Members" and that the separate agenda business heading "Approval of Expenditures" be deleted. After reviewing the current order of business for District Board Meetings, it is also proposed that the agenda business heading "Solid Waste" be deleted since the District no longer franchises solid waste collection. A resolution incorporating the changes noted above is attached for Board consideration. RECOMMENDED BOARD ACTION: Adopt the attached Resolution Establishing New Order of Business for District Board Meetings. Page 1 of 3 RESOLUTION NO. 2004- 017 A RESOLUTION ESTABLISHING NEW ORDER OF BUSINESS FOR DISTRICT BOARD MEETINGS The Board of Directors of the Central Contra Costa Sanitary District does hereby resolve as follows: WHEREAS, Ordinance No. 143, relating to order of business for District Board Meetings, ordained that the order of business at District Board meetings shall be established by resolution of the Board of Directors and may be changed from time to time by resolution of the Board of Directors. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District that Resolution No. 95-030, Establishing a New Order of Business for District Board Meetings, be amended and that henceforth until further resolve on this matter the various items of business to be considered at each meeting of the Board of Directors shall be grouped under the following agenda headings and in the order listed: ROLL CALL PUBLIC COMMENTS AWARDS AND COMMENDATIONS CONSENT CALENDAR MATTERS OF PUBLIC INTEREST HEARINGS CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER BIDS AND AWARDS ITEMS HELD OVER FROM PREVIOUS BOARD MEETINGS REPORTS (AS LISTED INCLUDING BOARD MEMBERS REPORTS — APPROVAL OF EXPENDITURES) ADMINISTRATIVE ENGINEERING TREATMENT PLANT COLLECTION SYSTEM HUMAN RESOURCES REAL PROPERTY LEGAL/LITIGATION CORRESPONDENCE APPROVAL OF MINUTES BUDGET AND FINANCE EMERGENCY SITUATIONS REQUIRING BOARD ACTION ANNOUNCEMENTS/SUGGESTIONS FOR FURTHER AGENDA ITEMS CLOSED SESSION REPORT OF DISCUSSIONS IN CLOSED SESSION ADJOURNMENT Resolution No. 2004-017 P49e 2 of Z Agenda business headings under which there are no matters to be considered at a particular meeting may not appear on the agenda for that meeting. The Board of Directors may, at any meeting, consider any items of business out of order. PASSED AND ADOPTED this 1 9�h day of February 2004, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: Boneysteele, Hackett, Menesini , Nejedly, Lucey NOES: Members: None ABSENT: Members: None "President of t Ef6iCrd of Dir ors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Sr t4 of the enWl qjntra CV Sanitary District, Mnty Of Contra Costa, State of California ;Z A Approved as to form: Kenton L. Alm District Counsel ATTACHMENT 2 RESOLUTION NO. 2016-0/�F A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT REVISING THE ORDER OF BUSINESS FOR DISTRICT BOARD MEETINGS AND ESTABLISHING REGULAR MEETING TIME WHEREAS, the Ralph M. Brown Act and the Central Contra Costa Sanitary District Code provide that the time of regularly scheduled District Board meetings be established by resolution; and WHEREAS, the established time of regular District Board meetings may be changed from time to time as necessary by resolution of the Board of Directors to accommodate the interests of the public or the District, or to accommodate scheduling requirements; and WHEREAS, Ordinance No. 143, relating to order of business for District Board meetings, ordained that the order of business shall be established by resolution and may be changed from time to time by resolution. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District ("District") as follows: Section 1. The open and public portion of regular meetings of the District Board of Directors shall begin at 2:00 p.m. on the first and third Thursdays of each month. If a closed session is required prior to a regular meeting, the closed session portion shall begin at 1:00 p.m. or shortly thereafter to accommodate the open session starting at 2:00 p.m. In that case, the entire meeting shall be designated as a regular meeting. Closed sessions may be scheduled before or after the regular business portion of Board agendas as appropriate. Section 2. Regular meetings of the District Board of Directors shall generally take place in the Meeting Room at 5019 Imhoff Place, Martinez, California, unless otherwise stated on the agenda and as permitted by the Ralph M. Brown Act. Section 3. The time of regular District Board meetings may occasionally be changed to accommodate the interests of the public or the District, or to accommodate scheduling requirements. Section 4. Special meetings of the Board of Directors may be scheduled on an as- needed basis with proper notification. Section 5. The order of business on Board meeting agendas will generally be as shown on Attachment A to this resolution, noting that headings under which there are no matters to be considered at a particular meeting may not appear on the agenda for that meeting. Section 6. The Board President may take any item out of order at the meeting. Central Contra Costa Sanitary District Resolution 2016-0/1/ Page 2 of 2 Section 7. Resolutions Nos. 85-117, 86-193, 89-021, 91-073, 95-030, 95-059 and 2004- 017 are hereby rescinded. PASSED AND ADOPTED this 21 st day of April, 2016, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: Tad J. Pilecki President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California Approved as to form: Kenton L. Alm, Esq. Counsel for the District EXHIBIT A: Order of Business N.IADMINSUPIADMIMDIST-SECIAGENDASIOrder of BusinesslReso re Order of Business 5-5-16(Draft).docx Central Contra Costa Sanitary District Resolution No. 2016-P& EXHIBIT A ORDER OF BUSINESS Closed Session (may be held prior to or after regular business portion of Board meeting) ROLL CALL ANNOUNCE CLOSED SESSION (pursuant to Government Code Section 54957.7) PUBLIC COMMENT CLOSED SESSION RECESS TO OPEN SESSION Open Session ROLL CALL a. Pledge of Allegiance b. Introductions REPORT OUT OF CLOSED SESSION PUBLIC COMMENT PERIOD REQUESTS TO CONSIDER MATTERS OUT OF ORDER AWARDS AND PRESENTATIONS (including presentations by outside guest speakers for non-action topics) CONSENT CALENDAR PUBLIC HEARINGS HEARINGS OTHER BOARD ACTION ITEMS REPORTS AND ANNOUNCEMENTS a. General Manager 1) Reports (on non-action topics) 2) Announcements b. Counsel for the District c. Secretary of the District d. Board Members 1) Committee Minutes 2) Reports and Announcements 3) Requests for Stipend/Reimbursement or Conference Attendance 4) Other Items (if any) (specific Board Member-originated items) EMERGENCY SITUATIONS REQUESTS FOR FUTURE AGENDA ITEMS ADJOURNMENT N.-ADMINSUPI4DMINIDIST-SECIAGENDAS1Order of BusinesslExh A to Reso-Order of Business 5-5-16(Draft).docx