HomeMy WebLinkAbout05.a. Review Committee Charter as set forth in Board Policy No. BP 013 Page 1 of 5
Item 5.a.
CENTRAL SAN
Y-109-ITMEN ME
January 26, 2021
TO: FINANCE COMMITTEE
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: REVIEW COMMITTEE CHARTERAS SET FORTH IN BOARD POLICY NO.
BP 013 - STANDING COMMITTEE PROTOCOLS, GUIDELINESAND
CHARTERS
It is desired that each of the four Standing Board Committees review its respective Charter at the first
regular meeting each year. Attached is Board Policy No. BP 013 with the Charter forjust this Committee.
ATTACHMENTS:
1. BP 013 (with Charter for FINANCE Committee)
January 26, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 286 of 305
Page 2 of 5
Number: BP 013
Authority: Board of Directors -
Effective: March 6, 2014
Revised: August 6, 2020 CENTRALSAN
Reviewed: July 21, 2020
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
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.
January 26, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 287 of 305
Page 3 of 5
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 Policy
Areas 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 that information at the next Committee meeting.
January 26, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 288 of 305
Page 4 of 5
Number: BP 013
STANDING COMMITTEE CHARTERS
Page 3 of 7
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.
[Original Retained by the Secretary of the District]
January 26, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 289 of 305
Page 5 of 5
Number: BP 013
STANDING COMMITTEE CHARTERS
Page 6 of 7
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 within the Committee's Policy
Areas.
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, 2016, July 6, 2017,
April 26, 2018, August 6, 2020
January 26, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 290 of 305