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Home My WebLink About03. (Handout) Board Self-Assessment Item 3. (Handout) A0- ""4 Central C.,o: ntra o ct Sanitan D str"01 Board Workshop Board Self Assessment 0 0 man ebruary 16, 2017 mammon MANAGEMN'NT COP7SULTINq x • Today's focus is the review and discussion of the results of the 2017 Board Self-assessment survey. • We'll start with a brief overview of the Board's role. Review and discuss the survey results, compare to last year's results • Determine any path forward with any of those neendig more work. • Look at process options forfuture Board Self-assessments LMF,Ah-, mass BHI. TODAY • While this year's survey as a basis for discussion, are there any other topics that must be discussed today, in this workshop type format/venue? €,��BHI. 3 Alk Mission : Tio serve the public by collecting, transporting, recycling and.. treating wastewater in a safe, reliable, effilclent, cost effective and environmentally responsible manner, while providing excellent service to our customers. ... Ask A& To serve the public by collecting, transporting, recycling and treating wastewater Ion a safe, reliable, efficient-, cost effective and environmen.ally- re Ponsible manner, while providing excellent service to our customers. Your intended purpose/role is to make decisions that protect and advance this statement! ... im �'��BCONSULTINGI. Board Role , Position and Obligation — "THE EVOLUTION OF A PUBLIC A GENC Y " 1 . 1946 - PUBLIC MISSION(NEED/PURPOSE, ETC.) 2. REPRESENTATION Qti 3. MANAGEMENT 1 { 4. OPERATIONS 5. SERVICE OF THE MISSION TO THE PUBLIC 6. They started with aligned by Mission. They were also provided the framework for process, good governance and decision making. . . � ��BHI. www.bhiconsulting.com 6 Bard Commitment to Values 2-016 Strateg - Pan) /C People 0 Principles — Value customers and employees — Be truthful and honest — Respect each other — Be fair, kind and friendly — Work as a Team — Take ownership and responsibility — Celebrate our successes and learn from our challenges • Community • Leadership and Commitment — Value water sector partners — Work effectively and efficiently — Foster excellent community — Promote a passionate and relations empowered workforce — Be open, transparent and — Encourage continuous growth and accessible development — Build partnerships — Inspire dedication and top-quality results — Understand service level expectations www.bhiconsulting.com r�au�CO.SULTIra° 7 Public Agency Organization Model Our Public If 'V 6 The Owners Elected or Appointed Board 040000 The Representatives General Manager/CEO The Executive 0 0 ee000 Staff/Employees **l VVV r The Professionals 000 000 000 000 "W W" "W WTV Services, Programs and Products r Board Self-Assessment Survey • This year's Board self-assessment tool aligns with your values • 15 Questions • Survey responses from Board and Senior Managers,, Board Secretary and Counsel (12 possible) • Received 9 responses • All responses anonymous, only sorted on Board or Staff, no further attribution • Questions in three areas/categories: — A. Board Role and Conduct- 7 questions — B. Public Interactions and Transparency—4 questions — C. Policy and Process - 4 questions ... AIML ��BHI. www.bhiconsulting.com 9 Board Self-Assessment Survey 2016 • Board self-identified issues last-- year — Clarity to Manager in meetings — Board Self-Assessment — New Board Orientation — Board Guidelines — Unilateral direction to staff from Board members — Communications with community inside and outside meetings ... ',��BHI, www.bhiconsultingcom 10 Board Self-Assessment Survey 2016 • Board issues identified in 2016 self-assessment- - Clarity to Manager in meetings — Board Self-Assessment — New Board Orientation — Board Guidelines — Unilateral direction to staff from Board members — Communications with community inside and outside meetings ... Aoa*k� � iIBHI. www.bhiconsulting.com 11 Board pelf-Assessment Survey 20, 17 — Board and Staff largely agreed on results — Most results were on the high side (Between Agree and Strongly Agree) — Board Self-Assessed Score — 91% — A. Board Role and Conduct ................................ 86% Board., overall 82% — Be Public Interactions and Transparency .......... 92% Board., overall 88% — C. Policy and Process ............................................ 93% Board, overall 91% — High scores (>85% in 11 questions) — Lowest scores came on four questions,, Questions #1, #6, #7 and #9 — Lowest overall score on Question 6 @ 73% "Q6: The Board is clear with limitations regarding interactions with staff and have clear policy or procedures that outline how staff inquiries should occur. Members respect these rules. :111BHI � www.bhiconsulting.com � �,.��.-r CONMU.T1Na� �2 Board Self-Assessment Survey • Review of lowest scores — Questions 11 61 7 and 9 • Review of questions where Board and Staff had largest disagreement with responses — Questions 114, 8., 91and 14 • Discussion and/or work to be done in these areas? '�'�BHI. www.bhiconsultingcom 13 NNW I W1 Board Self-Assessment Survev Lowest Scores Question #1, Q1: All Board members understand and respect their role as Board members. Comments received on this question. "at times Board members engage in operational rather than policy issues,"' - "Tendency to go into the weeds and act as GM *' - "last year Board members absent, on cell-phones during meetings" - " doing a betterjob, but there is still a tendency to get into the details, rather than setting the policy direction and overarching goal" °=1;IBHI � www,bhicon sulting com � �.- CONSULTING 14 Board Self-Assessment Surve- Lowest Scores Question #6, Q6: The Board is clear with limitations regarding interactions with staff and have clear policy or procedures that outline how staff inquiries should occur. Members respect these rules. Comments received on this question. - "No Board policy or procedure - agreement with GM on extent of interaction with staff " - "Loose interpretation causes problems and may give incorrect information to a board member if coming from a staff member rather than GM," - "Board members use the term "the word is" while describing staff issue. How do some Board members get "the word" other than detailed discussion with staff?" ' BHI � www.bhiconsulting.com .::::III MA On9�.TIha 15 Board Self-soAssessment Survey Lowest Scores Question #7, Q7: The Board connects with community and understands their limitations regarding representation of the District while in public. Comments received on this question. - "not clear how Board members present their own opinions in a public setting" - "Most of the time - "We are doing a betterjob of connecting with community.` � www.bhiconsulting.com MAN.UFIMII.-rCON13U.TINa` 16 Board Self-Assessment Survey Lowest Scores Question #9, Q9: Board members understand and respect their roles within committees Comments received on this question. - "1 don't know if this is clearly described in a Board Policy" - "Sometimes personal agendas can drive committee agendas" - "Not sure why everything needs to go to a committee. Gives too much influence by 2 out of 5 members in some instances"" �� www.bhiconsulting.com rinivnaenuarrcoNsuaTIxa 17 Board Selfw.-Assessment Survey Questions where Board and Staff responses varied most Questions I., 4J. 8 .,91,and 14. We've discussed #1 and #9 earlier • Question #4 - Q4: The Board endorses Public interaction and transparency in all business matters of the District. - "Most of the times, but lately politics too prevalent" - "We do a good job with transparency and are improving in the area of Public interaction': • Question #8,, Q8: The Board standing committees are of clear overall value to the District and are well described in Board policy. - "Committees allow the Board members to vet items before they come to the full Board and 1 believe they provide value. 1 don't know if this is clearly described in a Board Policy" • Question #14, Q14: The Board annually evaluates the performance of the General Manager with clear goals and objectives and clear connection with GM compensation decisions. - No comments :'a3VBHI www.bhiconsulting.com MAN,.UEMWrCOMU.TINo° 18 Board Self-Assessment — 2017 Self-assessment result roll-up? Three areas • Public Interaction - Board in working in and with the public, both in and outside of meetings • Committees - Board's role in and with committees • Interactions with Staff - Board roles understanding, especially regarding interactions with staff — Interactions with staff was a topic of 2016 assessment survey as well 6��BHI. www.bhiw, , nsulting.com 19 Board Self-Assessment — Work to do .? • Review Board Handbook and Board Ethics and Conduct policy BP-023 regarding interactions with staff (micromanagement,, committees, GM, etc.) • You self-evaluated that there are challenges here (born 2016 and zoic) • The lines that get drawn between the Board and staff are important • These lines are easily crossed, but knowing where Board member's roles start and stop is the first step • Areas of the work of the Board where these lines are often challenged — In meetings — In committees — In offices AM'il) — Electronically I B HI � www.bhiconsulting.com 20 Understanding Roles value (30.00o ff.) Beliefs Vision Priorities Governance Policies � Team Labor Contracts ENDS MI9v� � s Strategies 3 tactics Techniques Methods MEANS Administration and StaffAWL gkill D z, OCopyigN 2001 California SCMd Boards Association Board Self-Assessment — Work to do? • Review Board roles regarding interactions with staff Public Agency Organization Mode{ (micromanagement, committees, GM,, etc.) Our Public If �� • You self-assessed this as an issue. The Owners • The lines that get drawn between the Elected or Appointed Board The Representatives Board and staff are important. • These lines are easily crossed, but knowing where Board member's roles start and stopis the first step. Gen The Executeral ive p • This Board is technically savvy, but that does not t i change the how the structure best works. �* olie Staff/Employees The Professionals 000 000 •oo 000 • Committees should not exacerbate this issue, but they *** *** *** W" do offer the opportunity for technical meddling. Services, Programs and Products • You are not the only agency with this challenge • There are ways to 'get at' what Board's need; best �� when expressed in policy... Ia1BHI� www.bhiconsulting.com ninrmaeegarrror�su�.rixa 22 Board Self-Assessment - Recommerdations — Work to do/Recommendations • Consider reviewing and strengthening the Board Handbook sections pertaining (Duties and Responsibilities section) — Board Handbook and Board Ethics and Conduct documents should be reviewed — Discuss and consider Board/Staff Interactions — Clarify language regarding Board communications in the public arena — Review and understand Committee's purpose and roles • Assessment findings should be specifically discussed and where needed be changed and documented Public Agency Organization Model • The strengthening of such a manual is T°aowa;s work for the Board that outlasts them ElecTheted orAppomtedBoard �...Representativesa Ran•ose�revas �� • The PROCESS for manual development is importantGeneral Manager/CEO The Executive / \ ij as& see $tBf(/ETPIOyGH9 1 The Professionals�i Services,Programs and Products www.bhiconsulting.corn 23 2017 Board Self-Assessment — Options — Annual Board Self-assessment is a best practice — Options for Annual Board Self assessment? - 2016 Broad Assessment Survey, 8 Topical Areas, 56 Questions - 2017 Focused Assessment Survey, Questions based on last year's findings and input, 15 questions - This cycle process can continue - Assessment survey can be conducted by Staff or Consultant Process can be supplemented with interviews - Process should be added to Section 4, in Board Handbook to formalize this as a norm www.bhiwnsulting.com 24 IWs 2017 Board Self-Assessment — Conclusion/Actions — Action with this year's assessment results? — Any parking lot issues for discussion? www.bhiconsulting.com 25