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HomeMy WebLinkAbout06.b. Conduct biennial review of Board Policy Nos. BP 001 - Computer Loan Program, BP 008 - Travel Expense Reimbursement, and BP 016 - Security Page 1 of 5 Item 6.b. CENTRAL SAN Y-109-ITMEN ME February 19, 2019 TO: ADMINISTRATION COMMITTEE FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: CONDUCT BIENNIAL REVIEW OF BOARD POLICY NOS. BP 001 - COMPUTER LOAN PROGRAM, BP 008 - TRAVEL EXPENSE REIMBURSEMENT, AND BP 016 - SECURITY Attached are copies of the above Board Policies, which are being presented to the Committee for biennial review. Staff has no recommended changes to any of these existing policies. If the Committee concurs, the policies will remain as is and be reviewed again in two years. However, if the Committee recommends changes, the policies will be brought to the full Board for consideration of any proposed revisions. Strategic Plan Tie-In GOAL TWO: Strive to Meet Regulatory Requirements Strategy 3- Comply with all federal, state, and local regulations related to District administration ATTACHMENTS: 1. BP 001 - Computer Loan Program 2. BP 008 - Travel Expense Reimbursement 3. BP 016 - Security February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 10 of 97 ATTACHMWi &Aof 5 Central Contra Costa Number: BP 001 Sanitary District Related Procedures: AP 001 Authority: Board of Directors Effective: July 1, 1995 Revised: February 5, 2015 Reviewed: February 23, 2017 Initiating Dept./Div.: Administration/Finance BOARD POLICY EMPLOYEE COMPUTER PURCHASE ASSISTANCE PROGRAM PURPOSE This policy will provide employees with a low cost resource to purchase a personal computer and/or other authorized hardware or software for the purpose of improving employee computer skills. POLICY 1. The District will provide loans to District employees under the Employee Computer Purchase Assistance Program to purchase a personal computer and/or other authorized hardware or software. 2. The annual funding limit for the Program is $30,000. 3. The maximum computer loan per employee under the Program is $2,000, with a minimum of$600. February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 11 of 97 ATTACHNWAf 5 Central Contra Costa Number: BP 008 Sanitary District Related Admin. Procedure AP 008 Authority: Board of Directors Effective: December 20, 2012 =_- Revised: December 4, 2014 Reviewed: January 7, 2017 www.centralsan.org Initiating Dept./Div.: Administration BOARD POLICY TRAVEL EXPENSE REIMBURSEMENT POLICY 1. All District travel including but not limited to attend conferences, training, seminars, meetings, and while conducting other official District Business must be approved in advance via a Travel Approval and Estimate Form, with the exception of urgent or emergency travel benefiting the District. District travel is authorized by Board majority through budget approval, report, or position paper. Arrangements must be made in compliance with the Travel and Expense Reimbursement Purpose and Procedures. Staff traveling on District business must complete and have a Travel Approval and Estimate Form signed by their supervisor and the Division Manager approving the type of travel, detail, and any special requests before any travel arrangements are made. 2. Board Members' attendance at conferences will be approved by the Board in advance for the calendar year on a Board agenda. 3. Board Members and the General Manager are authorized to travel without prior approval for compelling reasons, provided reasonable effort has been made to obtain prior approval. Review of such travel will be consistent with the approval process identified in item 6 of this policy. 4. Travelers are responsible for the timely preparation and submission to Finance of their Travel Expense Reimbursement Reports. 5. While traveling on District business, it is the responsibility of elected officials, appointed officials, and employees to use sound judgment to ensure reasonable expenditure of District funds. Board Members whose expenses do not fall within this policy may be submitted to the Board of Directors for approval, in a public meeting, before the expense is incurred. February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 12 of 97 Page 4 of 5 Number: BP 008 TRAVEL EXPENSE REIMBURSEMENT POLICY Page 2 of 2 6. The General Manager, or their designee, shall approve travel reimbursement documents for the Board and the Secretary of the District; and the Board President or President Pro-Tem shall approve travel reimbursement documents for the General Manager. The General Manager or their designee shall approve all travel approval/reimbursement documents for his/her direct reports, and in certain instances, other staff. Staff travel reimbursements will be approved by immediate supervisors and Division Managers with signature authority. 7. Per Diem is an allowance paid to a traveler for meals and incidental expenses incurred when traveling. This allowance is in lieu of paying their actual travel expenses and is based on the IRS approved rate for the area where they travel. Staff will follow per diem procedures while Board Members will be reimbursed up to the Per Diem rate, with receipts, for the city where their travel occurs. 8. Board expenses not related to this policy; refer to resolution adopted by the Board on setting forth procedures for appointment to and establishment of Board committees and meeting compensation and expense reimbursement for Board Members. In addition, AB 1234 requires Board members to provide a report, written or verbal, to the Board in open session on the event, conference, seminar or training attended, to be agendized within 30 days of the event, and this will also be adhered to. [Original Retained by the Secretary of the District] February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 13 of 97 ATTACHMEN47gA 5 of 5 Central Contra Costa Number: BP 016 Sanitary District Authority: Board of Directors Effective: December 4, 2014 Revised: November 3, 2016 - Reviewed: Initiating Dept./Div.: Risk Management BOARD POLICY SECURITY PURPOSE To maintain a level of security to provide a safe workplace for District employees and visitors and to prevent or mitigate loss or damage to District assets and critical infrastructure from internal or external threats. POLICY • It is the District's policy to proactively protect its employees, systems, facilities and property from threats, loss and damage. • The District will monitor and maintain systems, contracts and procedures to ensure an appropriate level of security is achieved. • The District will create, maintain, and enforce access control procedures for employees, visitors, contractors and vendors to limit access based on appropriate authorization. • The District will employ physical and procedural controls to prevent, reduce and mitigate the impacts of such risks. • The District will prioritize security projects and related work to minimize impacts on critical assets. RESPONSIBILITIES The General Manager is authorized to establish and implement procedures to support this policy. [Original Retained by the Secretary of the District] February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 14 of 97