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Home My WebLink About08. Board Policies Update8. June 6, 2016 Central Contra Costa Sanitary District TO: ADMINISTRATION COMMITTEE FROM: ELAINE R. BOEHME, SECRETARY OF THE DISTRICT.(j2_6;, SUBJECT: BOARD POLICIES UPDATE Attached (ATTACHMENT A) is a chart showing the status of the project to review and update Board policies and to remove procedural aspects from those policies. The review of existing Board policies is complete and the Board has adopted several new policies. Also attached (ATTACHMENT B) is the index of sample policies put out by the CSDA. They are in the process of updating their manual of sample policies and the updated version should be available later this year. Many of the policies listed are more administrative in nature, and many of them are covered already in our MOUs and other internal documents. There is a section on page 4 of the index that lists Board -adopted policies. ATTACHMENT A: Chart of Board Policies ATTACHMENT B: Index of CSDA Policies ATTACHMENT A CHART OF BOARD POLICIES Board Policy No. Policy Title Last Updated/ Approved by Board Notes 001 Employee Computer Purchase Assistance Program 2/5/15 Completed (revised) 002 Diversity Statement 2/5/15 Completed (revised) 003 Hiring of District Retirees 9/3/15 Completed (revised) 004 Integrated Pest Management 4/23/15 Completed (revised) 005 Statement of Investment Policy 9/17/15 Completed (revised) 006 Records Management Program 3/19/15 Completed (revised) 007 Teleconferencing Policy 3/19/15 Completed (revised) 008 Travel Expense Reimbursement Policy 12/4/14 Completed (revised) 009 Manager Cell Phone Policy 12/3/09 (To be eliminated 2017: policy details to be included in Management MOU - leave as is until then) 010 Contractual Assessment Districts 11/5/15 Completed (revised) 011 Proposition 218 Notice Protests 3/19/15 Completed (revised) 012 Parliamentary Procedures Policy 1/9/14 Completed (reviewed by Admin Committee 5/11/15, no changes made) 013 Committee Charters 7/23/15 Completed (revised) 014 District -Owned Mobile Computing Devices For Board Members 3/20/14 New policy - completed N:WDMINSUPIADM/NID15T-SECIPolicies & Procedures Board & AdministrativeVBOARD POLICY CHART,docx Page 1 of 2 Board Policy No. Policy Title Last Updated/ Approved by Board Notes 015 Asset Management 11/20/14 New policy - completed 016 Security 12/4/14 New policy - completed 017 Fiscal Reserves 9/17/15 New policy - completed 018 Sick Leave for Temporary Employees 6/4/15 New policy - completed 019 Recycled Water 3/17/16 New policy - completed 020 Minute Style and Video Recording of Board Meetings 7/23/15 New policy -completed 021 Social Media Communication 10/1/15 New policy - completed 022 Alhambra Valley Assessment Districts 11/5/15 New policy - completed 023 Board Ethics and Conduct To Board 7/7/16 5/9/16 Admin Cttee recommended Board approval 024 Occupational Health and Safety 5/5/16 New policy -completed 025 Naming of District Facilities 026 Legislative Advocacy Policy Updated 6/1/2016 Being drafted Being drafted N:WDMINSUPIADMINIDIST-SECVPolicies & Procedures Board & Administrative1BOARD POLICY CHART.docx Page 2 of 2 ATTACHMENT B California Special Districts Association SAMPLE POLICY HANDBOOK POLICY # TABLE OF CONTENTS SERIES 1000: GENERAL POLICY TITLE 1000 Purpose of Board Policies 1010 Adoption/Amendment of Policies 1020 Conflict of Interest 1030 Public Complaints 1040 Claims Against the District 1050 Copying Public Documents 1060 Public Contributions SERIES 2000: PERSONNEL POLICY # POLICY TITLE 2000 Executive Officer 2003 Employee Status 2006 Continuity of Service 2009 Performance Evaluation — General Manager 2010 Performance Evaluation 2013 Lead Person Assignment and Compensation 2016 Customer Relations 2019 Use of and Responsibility of Employer Property 2022 Housekeeping 2025 Personal Possessions 2028 Dress Code & Personal Standards 2029 Uniforms and Protective Clothing 2032 Employee Records 2035 Employee References 2038 Employee Information / Emergency Data 2040 Cellular Telephone Usage 2043 Driver Training and Record Review 2046 District Vehicle Usage 2049 Personal Vehicle Usage 2052 Employee Usage of Tools and Equipment C.S.D.A. SAMPLE POLICY HANDBOOK Table of Contents 1 2055 Employee Seminar Attendance & Continuing Education 2058 Compensation for Meetings and Travel 2061 Professional Licenses and/or Certificates 2064 Employee Assistance During Response to Emergency Situations 2067 Grievance Procedures 2070 Pre -Employment Physical Examinations 2073 Political Activity on District Facilities or Work Time 2076 Gift Acceptance Guidelines 2079 Volunteer Personnel Workers' Compensation Insurance 2082 Outside Employment 2085 Notifications of Reductions in the Work Force 2088 Unemployment Insurance 2090 "HIPAA" Compliance 2100 Nepotism 2110 Job Posting — Application Period 2120 Entry Level Positions 2130 Selection Process — Non -Entry Level Job Openings — Current District Personnel 2140 Selection Process — Non -Entry Level Job Openings — Outside Applicants 2200 Separation from District Employment 2210 Confidentiality Regarding Resignations 2220 Disciplinary Action 2230 Letters of Recommendation 2240 Termination During Leave of Absence 2300 Pay Periods 2305 Time Keeping/Time Records 2310 Rest & Meal Periods 2315 Advancement of Wages 2320 Wage Gamishments 2325 Payroll Deductions for Salaried Employees 2330 Compensation 2335 Payroll Deductions 2340 Paycheck Direct Deposit 2345 Temporary Reclassifications 2350 Employee Promotion 2355 Demotion — Nondisciplinary 2400 Hours of Work and Overtime 2410 Use of Make Up Time 2420 Salaried Personnel 2430 Requirements for Reporting to Work 2440 Standby and Call Out 2500 Vacations 2505 Holidays 2510 Authorized Leave 2515 Unauthorized Voluntary Absence 2520 Sick Leave 2525 Family and Medical Leave C.S.DA SAMPLE POLICY HANDBOOK Table of Contents 2 2530 Pregnancy Disability Leave 2535 Military Leave 2540 Bereavement Leave 2545 Workers' Compensation Leave 2550 Leave for Crime Victims and Family Members 2553 Catastrophic Time Bank 2555 Time Off for Children - School Activities 2560 Time Off to Vote 2565 Jury Duty 2570 Subpoena Responsibilities 2575 Health and Welfare Benefits 2580 Educational Assistance 2600 Drug and Alcohol Abuse 2605 Substance Abuse (in conformance with DOT Guidelines) 2610 Use of Tobacco Products Within District 2615 Smoke-free Workplace 2700 Internet, E-mail, and Electronics Communication Ethics, Usage and Security 2800 Equal Opportunity 2805 Affirmative Action 2810 Accommodations for Disability 2815 Immigration Law Compliance 2820 Harassment 2825 Sexual Harassment 2900 Job Description — Account Clerk 2903 Job Description —Administrative Assistant 2906 Job Description —Administrative Secretary 2910 Job Description — Assistant Engineer 2913 Job Description — Board Secretary / Clerk 2916 Job Description — Bookkeeper 2920 Job Description — Business Manager 2923 Job Description — Carpenter 2926 Job Description — Computer Operator 2930 Job Description — Engineering Technician 2933 Job Description — Environmental and Safety Compliance Officer 2936 Job Description — Equipment Operator 2940 Job Description — Executive Assistant 2943 Job Description — Field Operations Supervisor 2946 Job Description — Foreman 2950 Job Description — General Manager 2953 Job Description — Information Services Specialist 2956 Job Description — Maintenance Technician 2960 Job Description — Manager of Information Systems 2963 Job Description — Mechanic 2966 Job Description — Meter Reader 2970 Job Description — Meter Service Technician 2973 Job Description — Senior Engineer C.S.DA SAMPLE POLICY HANDBOOK Table of Contents 3 2976 Job Description — Senior Water Treatment Plant Operator 2980 Job Description — Typist Clerk 2983 Job Description — Utility Worker 2986 Job Description — Warehouse Technician 2990 Job Description — Warehouse Worker 2993 Job Description — Water Division Manager 2996 Job Description — Water Treatment Plant Operator SERIES 3000: OPERATIONS POLICY # POLICY TITLE 3005 Emergency Preparedness 3006 Emergency Response Guideline for Hostile or Violent Incidents 3010 Computer and Business Continuity Security 3012 Environmental, Health & Safety Compliance Program 3015 Illness and Injury Prevention Program 3020 Health & Safety 3025 Workers' Compensation 3030 Recreational Activities and Programs 3105 Budget Preparation 3110 Fixed -Asset Accounting Control 3115 Fixed -Asset Capitalization 3117 Asset Protection & Fraud in the Workplace 3120 Investment of District Funds 3130 Customer Payment Arrangements 3135 Expense Authorization 3140 Check Processing 3145 Credit Card Usage 3150 Purchasing 3205 Employment of Outside Contractors and Consultants 3210 Easement Abandonment 3215 Easement Acceptance 3220 Encroachment Permits 3300 Disposal of Surplus Property or Equipment 3310 Records Retention 3400 Use/Rental of District Facility 3500 Off -Road Diesel Equipment Idling SERIES 4000: BOARD OF DIRECTORS POLICY # POLICY TITLE 4005 Operating Principles of the Board (Norms) 4010 Code of Ethics 4015 Voluntary Candidate Expenditure Ceiling C.S.DA SAMPLE POLICY HANDBOOK Table of Contents 4 4020 Attendance at Meetings 4025 Expenditure Reimbursement 4030 Remuneration 4035 Directors' Health Insurance 4040 Duties of Board President 4045 Board Secretary 4047 Clerk of the Board 4048 Legal Counsel and Auditor 4050 Members of the Board of Directors 4060 Committees of the Board of Directors 4070 Basis of Authority 4080 Membership in Associations 4090 Training, Education and Conferences 4095 Ethics Training 4097 Filling of Vacancy(s) on Board of Directors (Trustees) SERIES 5000: BOARD MEETINGS POLICY # POLICY TITLE 5010 Board Meetings 5020 Board Meeting Agenda 5030 Board Meeting Conduct 5040 Board Actions and Decisions 5050 Review of Administrative Decisions 5060 Minutes of Board Meetings 5070 Rules of Order for Board and Committee Meetings SERIES 6000: FACILITIES DEVELOPMENT POLICY # POLICY TITLE 6010 Development Improvement Standards 6020 Environmental Review Guidelines 6030 Annexation Procedures 6040 Developer Requirements 6050 Development Agreements SERIES 9000: ENVIRONMENTAL POLICY # POLICY TITLE 9000 Sustainability Business Goal C.S.D.A. SAMPLE POLICY HANDBOOK Table of Contents 5 9010 9020 9030 9040 9050 9060 9070 9080 9090 Recycling Waste Management Water Use Environmental Policy - Energy Conservation Environmental Policy - Environmental Policy - Environmental Policy - Indoor Environment Paper Use Purchasing Meeting Planning Transportation C.S.D.A. SAMPLE POLICY HANDBOOK Table of Contents 6