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HomeMy WebLinkAbout03. Proposed amendments to BP 013 - Committee Charters 30 Md Central Contra Costa Sanitary District June 6, 2017 TO: ADMINISTRATION COMMITTEE VIA: ROGER S. BAILEY, GENERAL MANAGER vre FROM: ELAINE R. BOEHME, SECRETARY OF THE DISTRICT SUBJECT: PROPOSED AMENDMENTS TO COMMITTEE CHARTER At the April 24, 2017 meeting, the Committee discussed with Brent Ives, Principal of BHI Management Consulting, proposed changes to Board Policy No. BP 013 — Standing Committee Charters based on feedback from the February 16, 2017 Board Self- Assessment Workshop to more clearly define the Board Committee process and consider memorializing various Committee protocols. Since the April 24 meeting, Mr. Ives and staff have met to incorporate the Committee's feedback into additional proposed changes to BP 013, including expanding the name to Standing Committee Protocols, Guidelines and Charters. The protocols and guidelines discussed with the Committee also have been expanded upon slightly to include protocols for the appointment of alternates, rescheduling/cancelling of meetings, and the use of standing items. Finally, proposed changes are recommended to the four Committee charters to more accurately reflect current practices, focus on policy areas, reduce ambiguity, and simplify the template. A strikeout of BP 013 is attached, together with a 96cleanli copy with all proposed changes accepted for ease of review. At this meeting, the Administration Committee will be asked to review and recommend Board approval of the latest proposed revisions to BP 013 and the Administration Committee charter only. The other three Committees will be asked to review their respective charters in the coming weeks, before the full policy is brought to the Board for consideration. Once the revisions to BP 013 have been finalized, staff will agendize for a future Committee meeting proposed changes to BP 023 — Board Ethics and Conduct to eliminate any inconsistencies between the two policies and to consider further proposed revisions as discussed by the Committee at the April 24 meeting. Attached Supporting Documents: 1. BP 0 13-Standing Committee Charters (in strikeout) 2. BP 013-Standing Committee Protocols, Guidelines and Charters (With proposed changes accepted) ATTACHMENT 1 central Contra costa • SanitatyDistrict �lumbe�. B�' ��13 Authority: Board of Directors Effective: March 6, 2014 Revised. _ Reviewed: Initiating Dept./Div.: Administration BOARD POLICY STANDING COMMITTEE PROTOCOLS, GUIDELINES AND CHARTERS PURPOSE To adopt the protocols, guidelines and charters for the central San's Standing Committees. POLICY The Board has determined that it is beneficial to adopt protocols and guidelines and adopt charters for each of the District's Standing committees below.- Administration elow:Administration Finance Engineering & Operations Real Estate, Environmental & Planning ��e a�The Committees shall operate within the General Committee Protocols and Guidelines for Standing Committees set forth below, which define the role of andp rovide a framework within which the Committee Members and staff can operate. The Standing committee charters define the mission grid goals of -cep+ �0 Q-F, hoc+I I%-P 16 oy s �T ,each Committee and set forth the committee scope with an emphasis on policy rather than operational matters. Number: BP 013 STANDING COMMITTEE CHARTERS Page 2 of 12 General Committee Protocols and Guidelines for Standing Committees The General Committee Protocols and Guidelines for Standing Committees are set forth on pages 2 through 3. Standinq Committee Charters The Standing Committee Charters are set forth on pages 4 through 7. [Original Retained by the Secretary of the District] Number: BP 013 STANDING COMMITTEE CHARTERS Page 3 of 12 GENERAL COMMITTEE PROTOCOLS AND GUIDELINES FOR STANDING COMMITTEES 1 Role: The role of the Committees is advisory to the Board — Committees make recommendations to the full Board. They cannot direct staff outside of their roles herein or expend public resources. 2. Agendas: The General Manager and staff generate the agendas. The General Manager will determine to which Committee items are assigned as they arise. In cases where certain topics may span two Committees, he/she may confer with the Board President for guidance. 3. Staff Recommendations on Agendas: Staff will specify on Committee agendas what is needed from the Committee for each agenda item (e.g. Committee recommendation for Board approval; receive the report/update, provide input to staff, etc.). 4. Committee Action: For those items for which a Committee recommendation to the Board is requested, staff will proceed as follows, depending on the Committee vote: a. Commdtee recommendation of Board gpproval— The item will generally be put on the Board Consent Calendar. b. Split `ormieooe— The item will proceed to the full Board (not on Consent vt Calendar), and the reason for the split vote will be reflected in both the Committee minutes and the position paper. For purposes of efficiency within the Committee process, should the two Committee Members find themselves at early impasse regarding their position on any committee matter, it is the policy of this Board to bring that matter to the full Board as early in the process as possible. C. Committee votes against alx?roval— The item will generally proceed to the full Board (not on Consent Calendar), and the Committee's position will be reflected in both the Committee minutes and the position paper. 5. Committee Requests for Information: When a Committee Member requests information, the Committee Members must vote on whether to proceed with the request. If the request does not receive Committee approval, staff generally will not proceed with the request. 6. Staff Responses to Committee Requests for Information: If the response is in writing, it will generally be made part of the next Committee packet. If the response is provided by staff verbally or via email to Committee Members outside of a convened meeting, staff will provide a brief announcement at the next Committee meeting. 7. Informational Reports: The General Manager will determine which informational reports (e.g. NPDES annual report, HHW annual report, Sanitary Sewer Overflow annual report, mentorship presentations, etc.) that do not require Committee Number: BP 013 STANDING COMMITTEE CHARTERS Page 4 of 12 recommendation or input will go directly to the Board, and which will be scheduled for Committee review first. 8. Standing Items: The use of standing items on Committee agendas is generally discouraged due to potential Brown Act issues. 9. Scheduling, Rescheduling and Cancellation of Committee Meetings: Committee meetings may be scheduled, rescheduled or cancelled at the request of a Committee Member or staff. The Committee Chair will be consulted prior to the cancellation of any Committee meeting. 10. Appointment of Alternates: Use of alternates for Committee meetings isgenerally discouraged due to potential Brown Act issues; however, when necessary, the Board President may appoint an alternate based on Board Member availability. Number: BP 013 STANDING COMMITTEE CHARTERS Page 5 of 12 CHARTER ADMINISTRATION COMMITTEE CnrnmottimimMembers= Chair Member Meeting Schedule: a.- a m Monthly, or as needed (subject to rescheduling or cancellation) Mission ;ar iI n/I�n�mnF Cf'�� 1 i'i�^n■ Conro+=v of+ho i I"ligz+rn+ �--r�� Man,iW (Zonor:�l n/I=»rvor noron+nr of%.01 R�irlrvo+ =d%.Al I%A FIn�nno W1 IF== POSE)UPGes U==IQ cnmrifonn RaniinoQ Q_ In eyeMmon niz nn�n�rror V -m-r�rr Rmizk R4=� rvomon+ OrlminiQ+r�+nr �-a�r Provide input and recommendations to the Board regarding the policy areas listed below that support the District's Mission, Vision and Values and Strategic Plan. Information Technolo Cr►mMoffnn Policy Tho Umizizinn of+ho Orlminiizt o+inn Cnmmit+oiQ +n mmuirlo inri i+ �nrl Areasnn;SS:^Eno��^%1SIF. zi +rin+'s nniize-inn \/:�li ion �nrl C+rte+orvin L %cAI L � • Policy development and review C)uim onh+ nf- 1*_1 V%.fI%.AIZJI Strategic Plan • Safety and security Human Resources matters In �I nr,or�+inner ---rrT • Ff-�fi�' ��1"IinPublic outreach I%oiioni of iIRI fnrm:3+i�t'%Ql G III nnlnnlinios eview nygzr__Qirvh+ of Human Resources • Information Technology • Risk Management • Legislative matters as may be requested by Board �'^var�^0�^0�����01 Scopes TI 1ho Cnmmi AlReview and m-a-keaddress staff recommendations��me., fiall Relarrl. Tho (1nmmie.,e., ml I a". May direct the General Manager to conduct additional research on policy issues within the Cnmmit+oo Cfhar+� Number: BP 013 STANDING COMMITTEE CHARTERS Page 6 of 12 nihorniithin (�oror�l n/I�r»rvor �i ithnriti nihinh niill ho rornrto-1 to tho no"olnr,� r,o^, nr r �Committee's Mission and Scope. The Committee is advisory only to the full Board and cannot direct staff outside of its role herein or expend public resources. The Committee is tasked to: • Develop new, or review and revise existing, District policies for Board consideration • R Review and M,Gkimsmonitor compliance with Strategic Plan • Review and make recommendations on u,,rY,�r, Q%%m#%mf om^��r^�cpolicy- related safety and security matters I�o%%mf�iioI%mf�ni� anda%oolrl�ii�o�W%mf%.p nn in �I nr�or�tir�ry i_QQi ion that fill Wo hchonIIIII ho Cnmmit+oo Ch�r� • F=IIW''rpsErlSUre 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) • ��4MIAM niiz+riatI%WL onfnll%mflrrm� �hr�nlnni Review and make recommendations on relevant Human Resources matters • Review Information Technology policy matters lQo�iio�ni z lizamQ1�tinn =ffontga ho rUztrt • N.0 V%.0 1n"or%.0%.0�o%.0W ersee Risk Management and associated legal matters • Review specific legislation if requested to do so by the Board Revised by Board: March 6, 2014; July 23, 2015 The proposed revised Charters for the following Committees are not included for review by the Administration Committee: Engineering & Operations Committee Finance Committee Real Estate, Environmental and Planning Committee Each of the above Committees will review their respective Charter in the coming weeks. Once the proposed changes to all four Charters have been reviewed by their respective Committees, the entire revised Board Policy No. BP 013 will be presented to the full Board for consideration. ATTACHMENT 2 central Contra costa Number: BP 013 Sanitary District Authority: Board of Directors Effective: March 6, 2014 Revised: Reviewed: 7 www.centralsan.or Initiating Dept./Div.: Administration g BOARD POLICY STANDING COMMITTEE PROTOCOLS, GUIDELINES AND CHARTERS PURPOSE To adopt the protocols, guidelines and charters for the Central San's Standing Committees. POLICY The Board has determined that it is beneficial to adopt protocols and guidelines and adopt charters for each of the District's Standing Committees below: Administration Finance Engineering & Operations Real Estate, Environmental & Planning The Committees shall operate within the General Committee Protocols and Guidelines for Standing Committees set forth below, which define the role of and provide a framework within which the Committee Members and staff can operate. The Standing Committee Charters define the mission and goals of each Committee and set forth the Committee scope with an emphasis on policy rather than operational matters. General Committee Protocols and Guidelines for Standing Committees The General Committee Protocols and Guidelines for Standing Committees are set forth on pages 2 through 3. Standing Committee Charters The Standing Committee Charters are set forth on pages 4 through 7. [Original Retained by the Secretary of the District] Number: BP 013 STANDING COMMITTEE CHARTERS Page 2 of 7 GENERAL COMMITTEE PROTOCOLS AND GUIDELINES FOR STANDING COMMITTEES 1. Role: The role of the Committees is advisory to the Board — Committees make recommendations to the full Board. They cannot direct staff outside of their roles herein or expend public resources. 2. Agendas: The General Manager and staff generate the agendas. The General Manager will determine to which Committee items are assigned as they arise. In cases where certain topics may span two Committees, he/she may confer with the Board President for guidance. 3. Staff Recommendations on Agendas: Staff will specify on Committee agendas what is needed from the Committee for each agenda item (e.g. Committee recommendation for Board approval; receive the report/update, provide input to staff, etc.). 4. Committee Action: For those items for which a Committee recommendation to the Board is requested, staff will proceed as follows, depending on the Committee vote: a. Committee recommendation of Board ap proval—The item will generally be put on the Board Consent Calendar. b. Alit Committee vote—The item will proceed to the full Board (not on Consent Calendar), and the reason for the split vote will be reflected in both the Committee minutes and the position paper. For purposes of efficiency within the Committee process, should the two Committee Members find themselves at early impasse regarding their position on any committee matter, it is the policy of this Board to bring that matter to the full Board as early in the process as possible. C. Committee votes against a royal—The item will generally proceed to the full Board (not on Consent Calendar), and the Committee's position will be reflected in both the Committee minutes and the position paper. 5. committee Requests for Information: When a committee Member requests information,the Committee Members must vote on whether to proceed with the request. If the request does not receive Committee approval, staff generally will not proceed with the request. 5. Staff Responses to Committee Requests for Information: If the response is in writing, it will generally be made part of the next Committee packet. If the response is provided by staff verbally or via email to Committee Members outside of a convened meeting, staff will provide a brief announcement at the next Committee meeting. 7. Informational Reports: The General Manager will determine which informational . reports (e.g. NPDES annual report, HHW annual report, Sanitary Sewer overflow annual report, mentorship presentations, etc.) that do not require Committee Number: BP 013 STANDING COMMITTEE CHARTERS Page 3 of 7 recommendation or input will go directly to the Board, and which will be scheduled for Committee review first. 8. Standing Items: The use of standing items on Committee agendas is generally discouraged due to potential Brown Act issues. 9. Scheduling, Rescheduling and Cancellation of Committee Meetings: Committee meetings may be scheduled, rescheduled or cancelled at the request of a Committee Member or staff. The Committee Chair will be consulted prior to the cancellation of any Committee meeting. 10. Appointment of Alternates: Use of alternates for Committee meetings is generally discouraged due to potential Brown Act issues: however, when necessary, the Board President may appoint an alternate based on Board Member availability. Number: BP 013 STANDING COMMITTEE CHARTERS Page 4 of 7 CHARTER ADMINISTRATION COMMITTEE Members Chair, Member Meeting Schedule Monthly, or as needed (subject to rescheduling or cancellation) Mission Provide input and recommendations to the Board regarding the policy areas listed below that support the District's Mission, Vision and Values and Strategic Plan. Policy Areas 0 Policy development and review • Strategic Plan • Safety and security matters • Public outreach • Human Resources • Information Technology • Risk Management • Legislative matters as may be requested by Board Scope Review and address staff recommendations. May direct the General Manager to conduct additional research on policy issues within the Committee's Mission and Scope. The Committee is advisory only to the full Board and cannot direct staff outside of its role herein or expend public resources. The Committee is tasked to: • Develop new, or review and revise existing, District policies for Board consideration • Review and monitor compliance with Strategic Plan • Review and make recommendations on policy-related safety and security matters • Ensure 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) • Review and make recommendations on relevant Human Resources matters • Review Information Technology policy matters • Oversee Risk Management and associated legal matters • Review specific legislation if requested to do so by the Board Revised by Board March 6, 2014; July 23, 2015 The proposed revised Charters for the following Committees are not included for review by the,Administration Committee: Engineering & Operations Committee Finance Committee Real Estate, Environmental and Planning Committee Each of the above Committees will review their respective Charter in the coming weeks. Once the proposed changes to all four Charters have been reviewed by their respective Committees, the entire revised Board Policy No. BP o 13 will be presented to the full Board for consideration.