The URL can be used to link to this page

Home My WebLink About3.a. Proposed Revisions to Board Policy No. BP 013- Standing Committee Protocols, Guidlelines, and Charters Page 1 of 9 Item 3.a. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER DRAFT MEETING DATE: APRIL 10, 2018 SUBJECT: PROPOSED REVISIONS TO BOARD POLICY NO. BP 013 - STANDING COMMITTEE PROTOCOLS, GUIDELINES,AND CHARTERS SUBMITTED BY: INITIATING DEPARTMENT: KATIE YOUNG, SECRETARY OF THE SECRETARY OF THE DISTRICT DISTRICT REVIEWED BY: SHARI DEUTSCH, RISK MANAGEMENT ADMINISTRATOR PHIL LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION ROGER S. BAILEY, GENERAL MANAGER ISSUE Board approval is required for revisions to Board Policies. Revisions are proposed for BP 013 - Standing Committee Protocols, Guidelines, and Charters BACKGROUND Board Policy No. BP 013 - Standing Committee Protocols, Guidelines and Charters was last revised on July 6, 2017, as a result of the Board's discussion at the February 2017 Board Self-Evaluation Workshop. In addition to establishing protocols and guidelines, the charters themselves were revised and/or clarified, including the list of policy areas unique to each committee. Two issues have been raised recently regarding which Board Committee should be responsible for the following policy areas/functions: Internal Audit and Risk Management. After discussion at the March 2018 Board Self-Evaluation Workshop the Board decided that annual audit work plans (including amendments) shall be reviewed and approved by the Board. The Board also proposed the following changes to BP 013: 1. Individual audit reports shall be presented to the committee of relevance, as determined by the General Manager, before being presented to the full Board; 2. The Committee responsible for Risk Management shall be Finance rather than Administration. A strikeout version of the Policy showing the proposed revision is attached. ALTERNATIVES/CONSIDERATIONS April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 3 of 90 Page 2 of 9 The Board may provide other direction to staff. FINANCIAL IMPACTS None. COMMITTEE RECOMMENDATION The Administration Committee reviewed this item at their April 10, 2018, meeting and recommended/did not recommend approval by the full Board. RECOMMENDED BOARD ACTION Approve the recommended changes to Board Policy No. B P 013 - Standing Committee Protocols, Guidelines, and Charters. ATTACHMENTS: 1. Strikeout Revisions BP 013- Standing Committee Protocols, Guidelines and Charters April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 4 of 90 Page 3 of 9 C en tral Con fry' Cos ta Number: BP 013 Sanitaty District Authority: Board of Directors Effective: March 6, 2014 Revised: Reviewed: Initiating Dept./Div.: Administration DRAFT 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] April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 5 of 90 Page 4 of 9 Number: BP 013 STANDING COMMITTEE CHARTERS Page 2of7 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 Committee Charters 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 approval: • Routine items will generally be put on the Board Consent Calendar. • Non-routine items will be agendized for a presentation and Board discussion. b. Split 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 approval—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 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. April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 6 of 90 Page 5of9 Number: BP 013 STANDING COMMITTEE CHARTERS Page 3of7 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 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. 11. Internal Audit: Individual Internal Audit Reports will be initially reviewed by the Committee which has the most relevant jurisdiction over the subject matter of the audit, as determined by the General Manager. However, all Internal Audit reports, after review by the relevant committee, will be provided to the full Board. The Internal Audit work plan adoption, and any intra-year changes to that plan will not be reviewed by a Committee as those matters shall be directly reviewed and adopted by the full Board. April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 7 of 90 Page 6 of 9 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 . Policy development and review • Strategic Plan • Safety and security matters • Public outreach • Human Resources • Information Technology IQi�I� n/I�r�nomorT • 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. 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 I (llior�oo Riizk n/I::ir»rvomon+ =rlI%A m:I�tCpS • Review specific legislation if requested to do so by the Board Revised by Board March 6, 2014; July 23, 2015, February 18, 2016, July 6, 2017 April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 8 of 90 Page 7of9 Number: BP 013 STANDING COMMITTEE CHARTERS Page 5of7 CHARTER ENGINEERING & OPERATIONS 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 . Reliable infrastructure • Bidding for construction contracts • Consultant selection process for capital improvement program • Capital Improvement Budget (CIB) • Ten-Year Capital Improvement Plan (CIP) • Operational effectiveness Scope Review and address staff recommendations. May direct the General Manager to conduct additional research on policy issues within the Committee's Mission. The Committee is tasked to: • Review the CIB for planning, design and construction of projects, including funding • Review construction project awards • Review the CIP for future projects, regulatory compliance, and long- range financial planning • Review Engineering, Plant Operations, Maintenance and Collection Systems and Recycled Water as determined by the General Manager • Review Asset Management Program • Ensure adequate public outreach of certain program-related matters within the scope of the Committee, as referred by the General Manager Revised by Board March 6, 2014, July 23, 2015, February 18, 20161 July 61 2017 April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 9 of 90 Page 8of9 Number: BP 013 STANDING COMMITTEE CHARTERS Page 6of7 CHARTER FINANCE 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 . Fiscal sustainability • Fiscal regulatory compliance • Appropriate levels of internal controls • Investment reserves • Financial reporting and budget documents • Risk Management Scope Review and address staff recommendations. May direct the General Manager to conduct additional research on policy issues within the Committee's Mission. The Committee is tasked to: • Oversee proper use of financial resources • Ensure regulatory compliance with federal, state and public financing requirements • Review financial reports for completeness, accuracy and clarity • Review development, implementation and oversight of investment policies and practices • Provide recommendations related to the annual budget, its implementation and future projections • Review expenditures • Ensure adequate public outreach of certain program-related matters within the scope of the Committee, as referred by the General Manager • Oversee Risk Management and associated legal matters Revised by Board March 6, 2014, July 23, 2015, February 18, 20161 July 61 2017 April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 10 of 90 Page 9of9 Number: BP 013 STANDING COMMITTEE CHARTERS Page 7of7 CHARTER REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE Members Chair, Member Meeting Schedule Monthly, or as needed (subject to cancellation or rescheduling) 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 . Long-range planning • Environmental regulatory compliance • Cost-effective resource recovery and recycling • Use of District real property and facilities Scope Review and address staff recommendations. May direct the General Manager to conduct additional research on policy issues within the Committee's Mission. The Committee is tasked to: • Review long-range planning documents including master plans • Oversee the District's environmental regulatory compliance • Oversee resource recovery programs and recycling • Oversee appropriate use of real property and facilities in accordance with District policies • Review year-end annual reports for Household Hazardous Waste, Pollution Prevention, and Recycled Water, as necessary • Ensure adequate public outreach of certain program-related matters within the scope of the Committee, as referred by the General Manager Revised by Board March 6, 2014, July 23, 2015, February 18, 20161 Jul 6, 2017 April 10, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 11 of 90