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HomeMy WebLinkAbout4.b. Review Draft Position Paper to consider taking the following the actions: Amend BP 013- Standing Committee, BP 044 Board Leadership and Community Representation, BP 045 Board Compensation, Benefits and Expense Reimbursements and Recind Resolutions Page 1 of 42 Item 4.b. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER DRAFT MEETING DATE: APRIL 6, 2021 SUBJECT: REVIEW DRAFT POSITION PAPER TO CONSIDER TAKING THE FOLLOWING ACTIONS: • AMEND AND RETITLE BOARD POLICY(BP) NO. BP 013 — STANDING COMMITTEES, PROTOCOLS, GUIDELINESAND CHARTERS • ADOPT NEW BP 044 — BOARD LEADERSHIPAND COMMUNITY REPRESENTATION • ADOPT NEW BP 045 — BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT, AND • RESCIND RESOLUTION NOS. 2012-018AND 2015-008 SUBMITTED BY: INITIATING DEPARTMENT: KATIE YOUNG, SECRETARY OF THE SECRETARYOF THE DISTRICT DISTRICT REVIEWED BY: KENTON L. ALM, DISTRICT COUNSEL ROGER S. BAILEY, GENERAL MANAGER ISSUE The District's current Board Compensation Resolution was adopted in 2015. It is out of date and needs to be updated. Staff is proposing that it be rescinded in favor of having its provisions spread among the existing Committees policy and two new Board policies. Board approval is required to revise or adopt Board policies. BACKGROUND 2015 Board Compensation Resolution Assembly Bill (AB) 1234 requires local agencies that provide reimbursement for expenses to members of its legislative body to adopt a written policy on the duties for which legislative body members may receive compensation. Since 1995, Central San's "policy" has been in the form of a Board resolution. The current resolution, entitled "A Resolution Setting Forth Procedures for Appointment to and Establishment of Board Committees and Meeting Compensation and Expense Reimbursement for Board Members," was last updated April 23, 2015 (see Attachment 1 - Resolution No. 2015-008). Numerous changes have taken place in the intervening years. Some of its provisions are duplicated in the Committees policy April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 9 of 80 Page 2 of 42 and it is out of date in some other respects. New Policies to Replace 2015 Resolution Staff is recommending that the provisions of the 2015 resolution be reorganized, updated, and captured in three Board policies, one of which already exists (BP 013), and two new ones as follows: 1. BP 013 — Standing Committees, Protocols, Guidelines and Charters (existing) All relevant provisions of the 2015 resolution related to Board Committees not already incorporated in BP 013 would be added. Also, a provision would be added stating that compensation for activities related to participating in Board Committees would be paid in accordance with BP 045 (see no. 3 below). A strikeout version of the proposed changes to BP 013, including simplifying its name to "Board Committees," is included as Attachment 2. A finalized version is included as Attachment 3. 2. BP 044 -Board Leadership and Community Representation A new Board policy would be created establishing a process for annual section of the Board President and President Pro Tem, and setting forth the entities for which the Board President annually appoints Board liaisons and representatives to outside organizations. Regarding the annual selection of Board President and President Pro Tem, the Administration Committee discussed options on March 16, 2021 for making such selections. This was in accordance with the Board's request at the January 14, 2021 Board Self-Evaluation Workshop. The Committee provided feedback to staff for developing a new Board policy where the President and Pro Tem would be appointed according to a rotation schedule, as more fully described in the attached draft policy for the Board's consideration, and included as Attachment 4. Just like BP 013, proposed BP 044 would include a clause stating that compensation for activities related to serving as Board liaisons and representatives would be paid in accordance with BP 045 (see no. 3 below). 3. BP 045-Board Compensation, Benefits, and Expense Reimbursement (new) Finally, all provisions of the 2015 resolution related to compensation and expense reimbursement would be consolidated into a new Board policy designed to clearly set forth the Board's direction given at last year's Board Self-Evaluation Workshop held March 2, 2020. It would also capture the Board's election to receive group insurance benefits. Both items are more fully explained below. A draft of proposed new BP 045 is included as Attachment 5 Compensable Board Activities At the 2020 Board Workshop, the Board Members took a focused look at what activities should be compensable, with the understanding that the feedback would be used to develop a new policy on Board compensation, benefits, and expense reimbursement. As part of that process, the Board reviewed a list of activities not addressed in the 2015 Board Compensation Resolution. For example: • The Central San Academy was established in 2016. All Board Members are encouraged to participate. • The Board held two signature events in 2016 (70th Anniversary) and 2017 (20th Anniversary of the Household Hazardous Waste Facility). Board Members participated in both events. • Mandatory training for ethics and harassment prevention. In addition, Central San Board Members generally have become increasingly active in their liaison roles and as representatives to outside agencies. With increasing frequency, they are involved in April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 10 of 80 Page 3 of 42 interagency collaborations such as the Water Exchange Project. It is important that these types of events and activities be addressed as clearly as possible in a Board policy; otherwise, per AB 1234, Board approval must be obtained prior to attending an event to be eligible to receive the meeting stipend or expense reimbursement. (For this reason, a standing item appears on every regular Board meeting agenda for Board Members to request a stipend or expense reimbursement for activities or conference attendance not previously approved by the Board.) Board Direction Provided at March 2, 2020 Workshop Utilizing the list of "unaddressed" activities reviewed at the Workshop, the Board voted whether or not to compensate Members for each activity listed. (See Attachment 6.) This feedback has informed the proposed new BP 045, which is consistent with Government Code Section 53232 et seq. and will: • Provide Board Members and staff with more clear parameters as to the types of activities that are compensable; • Reduce those instances where separate, advance Board approval is required in order to receive compensation or expense reimbursement; • Ensure regular review(because all Board policies undergo biennial review), keeping the policy current and relevant with respect to the types of activities engaged in by Central San Board Members; • Be readily available as a reference tool for Board Members and staff; and • Increase transparency. Board Benefits With regard to benefits, Government Code Sections 53201 and 53205.1 allow a special district board to elect to receive group insurance benefits provided the benefits are not greater than the most generous schedule of benefits received by the Managers or any other bargaining group at Central San. For many years, Central San Board Members have been offered the same group insurance benefits that employees receive. However, after a diligent search of resolutions and minutes, staff has been unable to find any prior Board action electing group insurance benefits for Board Members. It is recommended that this election be made part of this proposed new Board policy to clearly establish the level of benefits provided to Board Members. All the above proposed revisions and new policies have been discussed in detail with General Manager Roger S. Bailey and District Counsel Kent Alm. Board Requests from January 14, 2021 Board Self-Evaluation Workshop At the 2021 Board Self-Evaluation Workshop, staff was asked to bring back a few options to be debated and ultimately decided upon for: • Selecting the Board President and President Pro Tem, • Appointing Board Liaisons and Representatives, and • Appointing Board Committee Members. The first item is presented as part of proposed BP 044, as explained above. Draft BP 044 also incorporates the entities to which the Board annually appoints Board liaisons and representatives. However, it does not establish any process or guidelines for making these appointments. Staff plans to provide options as a starting point for discussion at an upcoming Administration Committee meeting. If the Committee agrees to a proposed process for appointing Board liaisons and representatives, it would be brought to the full Board for consideration as part of a future revision to BP 044. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 11 of 80 Page 4 of 42 That leaves unaddressed only one item from the January 14 Workshop - guidelines for appointing Board Committee Members. Staff believes it would be appropriate, if such guidelines were to be adopted, to include them as part of the existing Committees policy, BP 013. That way, all Committee matters would be part of a single Board policy. However, no options have yet been discussed with the Administration Committee. Staff plans to provide options for discussion at an upcoming Administration Committee meeting. If proposed guidelines are developed, they would be brought to the full Board for consideration as part of a future revision to BP 013. Rescission of Resolutions No Longer Needed If this proposal is approved, there will no longer be a need for the following resolutions and they should be rescinded as part of the Board action: 1. Resolution 2012-018 — establishing that the Board must conduct an annual review of Board Member compensation and benefits at a public hearing held during the first quarter of each calendar year. (See Attachment 7.) This mandate has been included in proposed new BP 045. 2. Resolution 2015-008 —this is the 2015 Board Compensation Resolution. ALTERNATIVES/CONSIDERATIONS The Board may choose not to amend BP 013 or adopt the two proposed new Board policies, or may provide other direction to staff. FINANCIAL IMPACTS None by the proposed actions. COMMITTEE RECOMMENDATION The Administration Committee reviewed this matter at its April 6, 2021 meeting and recommended RECOMMENDED BOARD ACTION Take the following actions: 1. Amend and retitle Board Policy (BP) No. BP 013 — Standing Committees, Protocols, Guidelines and Charters, retitling it to BP 013 — Board Committees 2. Adopt new BP 044 — Board Leadership and Community Representation 3. Adopt new BP 045 — Board Compensation, Benefits, and Expense Reimbursement, and 4. Rescind Resolution Nos. 2012-018 and 2015-008. Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 2—Maintain a positive reputation GOAL THREE: Fiscal Responsibility April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 12 of 80 Page 5 of 42 Strategy 2—Ensure integrity and transparency in financial management ATTACHMENTS: 1. Resolution No. 2015-008 - Board Compensation Resolution 2. BP 013 - Board Committees (strikeout) 3. BP 013 - Board Committees (with proposed changes saved) 4. Proposed new BP 044 - Board Leadership and Community Representation 5. Proposed new BP 045 - Board Compensation, Benefits, and Expense Reimbursement 6. Board direction from March 2, 2020 Workshop 7. Resolution No. 2012-018 - Requiring Annual Review of Board Compensation and Benefits April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 13 of 80 Page 6 of 42 Attachment 1 RESOLUTION NO. 2015-008 A RESOLUTION SETTING FORTH PROCEDURES FOR APPOINTMENT TO AND ESTABLISHMENT OF BOARD COMMITTEES AND MEETING COMPENSATION AND EXPENSE REIMBURSEMENT FOR BOARD MEMBERS WHEREAS, in accordance with Section 6489 of the California Health and Safety Code and the California Water Code sections 20200 et sue., which provide that compensation be paid to Board Members for each day's attendance at meetings of the Board or for each day's service rendered as a Board Member by the request of the Board not to exceed more than one meeting per day and six meetings per calendar month; and WHEREAS, in accordance with Resolution No. 2012-018, the Board conducts an annual public review of Board member compensation and benefits during the first quarter of each calendar year at a properly noticed public hearing; and WHEREAS, the Board has deemed it necessary for the efficient operation of the District to appoint Board Members to represent the District on various committees and joint powers authorities, to act as representatives of the District to various organizations and as Board Liaisons to Cities, the County, and other local governments; and WHEREAS, in accordance with AB 1234 (California Government Code Section 53232 et seq.) and to encourage participation and attendance at conferences and organizations which serve the interests of and provide benefit to the District, the Board has determined that Board Members may be compensated and reimbursed expenses for each day's attendance at certain events and meetings as listed below. NOW, THEREFORE, BE 1T RESOLVED, that: Committees: 1. In accordance with Section 2.04.020 of the District Code, when the Board considers it necessary for the efficient transaction of business, it may approve the creation of a committee for the purpose of reviewing, investigating and recommending with reference to a particular matter. 2. The President shall recommend and the Board shall approve appointments to said Standing and Ad Hoc Committees and, where expediency is required, shall have the authority to appoint an Ad Hoc Committee or representative to similarly act pending a Board meeting, 3. The President may name an alternate to serve in the absence of an appointed Committee Member or District representative. 4. Each Standing Committee shall operate under a Charter approved by the Board. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 14 of 80 Page 7 of 42 Board Compensation Resolution 2015-008 Page 2 of 4 5. The General Manager will determine to which Committee items are assigned as they arise, and in cases where certain topics may span two Committees, he/she may confer with the Board President for guidance. 6. The current Standing Committees are: o Administration Committee; o Engineering and Operations Committee; o Finance Committee; and o Real Estate, Environmental and Planning Committee. Other Appointments/Board Liaisons: 7. The Board has deemed it necessary for the efficient operation of the District to appoint Board Members to represent the District on various governmental bodies and joint powers authorities and to act as Board Liaisons to various organizations and other local governments. Meeting Stipend and Compensation: 8. In accordance with the Health & Safety Code and the California Water Code, the Board periodically adopts ordinances amending District Code Section 2.04.030, which provides for the "Compensation of Board Members" (hereinafter"Meeting Stipend"). 9. The Board conducts an annual public hearing during the first quarter of each calendar year to review Board Member compensation and benefits. 10. Board Members may receive the Meeting Stipend for each day of service when appointed and serving as Member or Alternate of a Board Standing Committee or Board-authorized Ad Hoc Committee. Board Members may also receive the Meeting Stipend for each day of service when appointed and serving as the District's Liaison, Representative or Alternate for meetings of the following, when District business is being conducted: o District service area Cities and Contra Costa County o California Special Districts Association —Contra Costa Chapter (CCSDA) o Contra Costa Local Agency Formation Commission (LAFCO) o California Association of Sanitation Agencies (CASA) Executive Board; o National Association of Clean Water Agencies (NACWA); o Pleasant Hill Recreation and Park District (PHR&PD); o East Bay Municipal Utility District (EBMUD); o Contra Costa Water District (CCWD); o East Bay Regional Park District (EBRPD). 2 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 15 of 80 Page 8 of 42 Board Compensation Resolution 2015-008 Page 3 of 4 The term "District business" includes such activities as meeting with local agency officials about District matters, giving presentations to a city council or local agency board, participating in ribbon-cutting ceremonies, etc. 11. Board Members may receive the Meeting Stipend for attendance at a meeting, conference or event not listed above where the attendance is of significant benefit to the District, if approved by the Board. Reimbursement of Expenses: 12. The Board determines that public resources should be used to reimburse expenses incurred when attending meetings, conferences or events, which are related to District business and are of interest and value to the District. These meetings, conferences or events include, but are not limited to, Contra Costa Mayors' Conference meetings, East Bay Leadership Council meetings, Industrial Association of Contra Costa County (IACCC) forums, and local public official informational meetings or other meetings where the topic is of interest to the District or promotes inter-agency cooperation and partnerships. Reimbursements will also be provided for events under paragraphs 14 and 11 above. Reimbursements will be paid in accordance with existing District policy. Compliance with AB 1234: 13. Board Members will provide brief written or oral reports at Board meetings for the meetings for which they received the Meeting Stipend, and for meetings, conferences or events they have attended for which the District has paid their expenses. PASSED AND ADOPTED this 23rd day of April, 2015, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: Causey, Nejedly, Pilecki, Williams, McGill NOES: Members: None ABSENT: Members: None Michael R. McGill, P.E. President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California 3 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 16 of 80 Page 9 of 42 Board Compensation Resolution 2015-008 Page 4 of 4 COUNTERSIGNED: Elain4 R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary ❑istrict County of Contra Costa, State 'F C ifor Approved as to form: Kenton L. Alm, Esq. Counsel for the District 4 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 17 of 80 Page 10 of 42 Attachment 2 Number: BP 013 Authority: Board of Directors Adopted: March 6, 2014 Last Revised: August 6, ononTBD Reviewed: july 21 2029April 6, 2021 Initiating Dept./Div.: Administration DRAFT CENTRALSAN BOARD POLICY BOARD COMMITTEESSTANDING COMMITTEE PROTOCOLS, GUIDELINES AND CHARTERS PURPOSE To establish Board committees, adopt general committee guidelines, and adopt , guidelines charters for each standing committeetheoenfral�Can'TStanding Gemrrmmitteecss. POLICY In accordance with Section 2.04.020 of the District Code, when the Board considers it necessary for the efficient transaction of business, it may approve the creation of a committee for the purpose of reviewing, investigating and recommending with reference to a particular matter. This may include standing committees and ad hoc committees. 1. Standing Committees The Board has determined that Central San's current Standing Committees are as follows: Ot its henef1iGial to arJnr1�t pr-etGGGIs and guidelines and adGpt nhaFters fer eaGh ref the 1 IIClITl'T� ding I emmittppsQp1 Administration `G�GfITP� Finance Engineering & Operations Real Estate, Environmental & Planning These Standing Committees shall operate within the General Committee Pretocols and-Guidelines for Standing Committees set forth below, which define the role of and provide a framework within which the-Committee Members and staff eanmust operate. Each fie-Standing Committee shall operate under a Charters approved by the Board as part of this Policy. The Charters set forth below define the mission, policy areas, and scope and goals of each Committee and s t forth the Committee sGope-withan emphasis on policy rather than operational matters. April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 18 of 80 Page 11 of 42 Number: BP 013 STANDING BOARD COMMITTEES PROTnrni c GUIDELINES Ahl-D CHARTERS Page 2 of 8 2. Ad Hoc Committees Where expediency is required, the Board President shall recommend and the Board has the authority to appoint an Ad Hoc Committee. General GernmitteFvtGGand G ndelonesTnoSts_ndinn Gemmottees The General Gornmottee PrOtOGOIs and Guidelines for Standing Committees are set forth pones 2 through 3 Stondmnn Committee ('horters The Standing mmittee Charters ore set forth e es 4 through 7 Trr� - o8mmrccca.. �� �rc��c on zrrrvu9rrr. GENERAL COMMITTEE GUIDELINES FOR STANDING COMMITTEES 1 . Members Each Standing Committee and Ad Hoc Committee shall be comprised of two Board Members, including a Chair. Members of Standing Committees are appointed annually by the Board President and approved by the Board. 2. Role The role of the Committees is advisory to the Board. They may — Committees make recommendations to the full Board but—. -They cannot direct staff outside of their respective P-policy Aareas or expend public resources. 3. 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. 4. 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.). 5. 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: April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 19 of 80 Page 12 of 42 Number: BP 013 STANDING BOARD COMMITTEES PROTOCOLS, GUIDELINES AND CHARTERS Page 3 of 8 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 Pposition Ppaper. 6. 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. 7. 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. 8. 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. 9. Standing Items: The use of standing items on Committee agendas is generally discouraged due to potential Brown Act issues. 10. Scheduling, Rescheduling and Cancellingation 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. April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 20 of 80 Page 13 of 42 Number: BP 013 STANDING BOARD COMMITTEE PROTOCOLS, GUIDELINES ND CHARTERS Page 4 of 8 11. 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. 12. Review of (internal Audit Reports: Individual Internal Audit Reports will be initially reviewed by the Committee which havinghas 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 Csommittee as those matters shall be directly reviewed and adopted by the full Board. 13. Compensation/Meeting Stipend Board Members attending Standing Committee meetings and Ad Hoc Committee meetings shall be eligible to receive the meeting stipend in accordance with District Code Section 2.04.030 and Board Policy No. BP 045 — Board Compensation, Benefits, and Expense Reimbursement. Committee Charters appear on the following pages. [Original Retained by the Secretary of the District] April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 21 of 80 Page 14 of 42 Number: BP 013 STANDING BOAR[ COMMITTEE PROTOCOLS, GUIDELINES INES AND CHARTERS Page 5 of 8 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 • Legislative matters as may be requested by Board 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: • 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 • Review specific legislation if requested to do so by the Board Revised by Board 3/6/14, 4/26/15, 2/18/16, 7/6/17, 4/26/18, 8/6/20 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 22 of 80 Page 15 of 42 Number: BP 013 STANDING BOARD COMMITTEES PROTOCOLS, GUIDELINES AND CHARTERS Page 6 of 8 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 within the Committee's Policy Areas. 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 • Review energy contracts required for operations Revised by Board 3/6/14, 7/23/15, 2/18/16, 7/6/17, 4/6/18, 8/6/20 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 23 of 80 Page 16 of 42 Number: BP 013 STANDING BOARD COMMITTEES PROTOCOLS, GUIDELINES AND CHARTERS Page 7 of 8 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 (to the extent possible, Committee Members are encouraged to provide their questions on expenditures in advance of the meeting) • 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 3/6/14, 7/23/1515, 2/18/16, 7/6/17, 4/26/18, 8/6/20, 4/15/21 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 24 of 80 Page 17 of 42 Number: BP 013 STANDING BOAR[ COMMITTEE PROTOCOLS, GUIDELINES INES AND CHARTERS Page 8 of 8 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 Policy Areas. 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 3/6/14, 7/23/15, 2/18/16, 7/6/17, 4/26/18, 8/6/20 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 25 of 80 Page 18 of 42 Attachment 2 Number: BP 013 Authority: Board of Directors Adopted: March 6, 2014 Last Revised: TBD Reviewed: April 6, 2021 Initiating Dept./Div.: Administration DRAFT CENTRALSAN BOARD POLICY BOARD COMMITTEES PURPOSE To establish Board committees, adopt general committee guidelines, and adopt charters for each standing committee. POLICY In accordance with Section 2.04.020 of the District Code, when the Board considers it necessary for the efficient transaction of business, it may approve the creation of a committee for the purpose of reviewing, investigating and recommending with reference to a particular matter. This may include standing committees and ad hoc committees. 1 . Standing Committees The Board has determined that Central San's current Standing Committees are as follows: Administration Finance Engineering & Operations Real Estate, Environmental & Planning These Standing Committees shall operate within the General Committee Guidelines set forth below, which define the role of and provide a framework within which Committee Members and staff must operate. Each Standing Committee shall operate under a Charter approved by the Board as part of this Policy. The Charters set forth below define the mission, policy areas, and scope of each Committee with an emphasis on policy rather than operational matters. 2. Ad Hoc Committees Where expediency is required, the Board President shall recommend and the Board has the authority to appoint an Ad Hoc Committee. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 26 of 80 Page 19 of 42 Number: BP 013 BOARD COMMITTEES Page 2 of 8 GENERAL COMMITTEE GUIDELINES 1 . Members Each Standing Committee and Ad Hoc Committee shall be comprised of two Board Members, including a Chair. Members of Standing Committees are appointed annually by the Board President and approved by the Board. 2. Role The role of the Committees is advisory to the Board. They may make recommendations to the full Board but cannot direct staff outside of their respective policy areas or expend public resources. 3. 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. 4. Staff Recommendations 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.). 5. 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. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 27 of 80 Page 20 of 42 Number: BP 013 BOARD COMMITTEES Page 3 of 8 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. 6. 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. 7. 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. 8. 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. 9. Standing Items The use of standing items on Committee agendas is generally discouraged due to potential Brown Act issues. 10. Scheduling, Rescheduling and Cancelling 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. 11 . 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. 12. Review of Internal Audit Reports Individual Internal Audit Reports will be initially reviewed by the Committee having 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 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 28 of 80 Page 21 of 42 Number: BP 013 BOARD COMMITTEES Page 4 of 8 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. 13. Compensation/Meeting Stipend Board Members attending Standing Committee meetings and Ad Hoc Committee meetings shall be eligible to receive the meeting stipend in accordance with District Code Section 2.04.030 and Board Policy No. BP 045 — Board Compensation, Benefits, and Expense Reimbursement. Committee Charters appear on the following pages. [Original Retained by the Secretary of the District] April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 29 of 80 Page 22 of 42 Number: BP 013 BOARD COMMITTEES Page 5 of 8 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 • Legislative matters as may be requested by Board 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: • 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 • Review specific legislation if requested to do so by the Board Revised by Board 3/6/14, 4/26/15, 2/18/16, 7/6/17, 4/26/18, 8/6/20 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 30 of 80 Page 23 of 42 Number: BP 013 BOARD COMMITTEES Page 6 of 8 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 within the Committee's Policy Areas. 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 • Review energy contracts required for operations Revised by Board 3/6/14, 7/23/15, 2/18/16, 7/6/17, 4/6/18, 8/6/20 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 31 of 80 Page 24 of 42 Number: BP 013 BOARD COMMITTEES Page 7 of 8 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 (to the extent possible, Committee Members are encouraged to provide their questions on expenditures in advance of the meeting) • 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 3/6/14, 7/23/1515, 2/18/16, 7/6/17, 4/26/18, 8/6/20, 4/15/21 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 32 of 80 Page 25 of 42 Number: BP 013 BOARD COMMITTEES Page 8 of 8 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 Policy Areas. 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 3/6/14, 7/23/15, 2/18/16, 7/6/17, 4/26/18, 8/6/20 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 33 of 80 Page 26 of 42 Attachment 4 Number: BP 044 Related Admin. Procedure: None Authority: Board of Directors Adopted: TBD Last Revised: Reviewed: CENTRALSAN Initiating Dept./Div.: SOD DRAFT BOARD POLICY BOARD LEADERSHIP AND COMMUNITY REPRESENTATION PURPOSE The Board of Directors has deemed it necessary for the efficient operation of Central San to establish a process for annual selection of Board Members to serve as: • Board President and President Pro Tem; • Board Liaisons to Contra Costa County and the cities and towns within its service area; and • Board Representatives to various governmental bodies and joint powers authorities. POLICY 1. Rotation of Board President and President Pro Tem a. The Board has established the following rotation schedule for the positions of Board President and President Pro Tem: Year President Pro Tem 2022 Member Williams Member Hockett or Lauritzen 2023 Member Hockett or Lauritzen Member Hockett or Lauritzen 2024 Member Hockett or Lauritzen Member, Division 2 2025 Member, Division 2 Member, Division 3 2026 Member, Division 3 Member, Division 4 2027 Member, Division 4 Member, Division 5 2028 Member, Division 5 Member, Division 1 2029 Member, Division 1 Member, Division 2 2030 Rotation by division Rotation by division and continuing the above continuing the above beyond sequence sequence April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 34 of 80 Page 27 of 42 Number: BP 044 BOARD LEADERSHIP AND COMMUNITY REPRESENTATION Page 2 of 3 b. Annual Elections. Effective January 1 each calendar year, the Board shall take action at a meeting to elect the designated President or President Pro Tern in accordance with the above rotation schedule. C. Exceptions to Rotation Schedule. The Board may, by majority vote, deviate from the above rotation schedule in any given year. 2. Appointment of Board Liaisons a. The Board has determined that Board Members should be appointed to serve as Board Liaisons to the county, cities, and towns in Central San's service area. The Board President shall recommend, and the Board shall approve annually, Board Liaison appointments for the following: Contra Costa County Lafayette Pacheco Alamo Martinez Pleasant Hill Clayton Moraga San Ramon Concord Orinda Walnut Creek Danville b. Exceptions. In any given year, the Board may, by majority vote, deviate from the above list of Board Liaison designations. 3. Appointment of Board Representatives a. The Board has determined that Board Members should be appointed to serve as Board Representatives to various organizations. The Board President shall recommend, and the Board shall approve annually, appointments of Board Representatives to the following organizations: 1) California Special Districts Association — Contra Costa Chapter (CCSDA) 2) Contra Costa Local Agency Formation Commission (LAFCO) 3) Contra Costa Water District (CCWD) 4) Dublin San Ramon Services District (DSRSD) 5) East Bay Municipal Utility District (EBMUD) 6) East Bay Regional Parks District (EBRPD) 7) Mt. View Sanitary District (MVSD) 8) Pleasant Hill Recreation and Park District (PHR&PD)* 9) Valley Water (formerly Santa Clara Valley Water District) *Same as Board Liaison to Pleasant Hill b. List of Organizations. In any given year, the above list of organizations may be expanded or contracted by the Board President in accordance with Central San's needs. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 35 of 80 Page 28 of 42 Number: BP 044 BOARD LEADERSHIP AND COMMUNITY REPRESENTATION Page 3 of 3 C. Voting Delegates. Both the representative and any alternate Board Representative to CCSDA shall serve as voting delegate or alternate voting delegate, respectively. d. Exceptions. In any given year, the Board may, by majority vote, deviate from the above list of representative designations. 3. Alternates Where desired, the Board President may recommend alternate Board Liaisons or Board Representatives, and the Board shall approve annually such alternates to serve as backup to the appointed Board Liaison or Representative. 4. Meeting Stipend/Expense Reimbursement Board Members serving as Board Liaisons to or Board Representatives of the above entities (including appointed alternates, if any) shall be eligible to receive the meeting stipend or expense reimbursement for participating in events and activities associated with these entities in accordance with District Code Section 2.04.030 and Board Policy No. BP 045 — Board Compensation, Benefits, and Expense Reimbursement. [Original retained by the Secretary of the District] April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 36 of 80 Page 29 of 42 Attachment 5 Number: BP 045 Related Admin. Procedure: None Authority: Board of Directors Effective: TBD Revised: Reviewed: DRAFT CENTRALSAN Initiating Dept./Div.: SOD BOARD POLICY BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT PURPOSE The purpose of this policy is to set forth compensation, benefits, and expense reimbursements for Central San Board Members, including when they should be compensated in the form of a meeting stipend and/or non-travel expense reimbursement. BACKGROUND Section 6489 of the California Health and Safety Code and California Water Code sections 20200 et seg. provide that compensation shall be paid to Board Members for each day's attendance at meetings of the Board or for each day's service rendered as a Board Member at the request of the Board, so long as that compensation does not exceed more than one meeting per day and six meetings per calendar month. In accordance with Assembly Bill (AB) 1234 (California Government Code Section 53232 et sec.), and to encourage participation and attendance at conferences and organizations which serve the interests of and provide benefit to Central San, the Board has determined that Board Members may be compensated and reimbursed expenses for each day's attendance at certain events and meetings. POLICY 1. Annual Review of Board Member Compensation and Benefits a. In accordance with the recommendation in Contra Costa Grand Jury Report No. 1104 ("Elected Board Membership") that all cities and special districts should conduct an annual public review of compensation and benefits provided to their respective elected councils and boards, Central San will conduct an annual public review of Board Member compensation and benefits. Such review will be held during the first quarter of each calendar year at a properly noticed public hearing. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 37 of 80 Page 30 of 42 Number: BP 045 BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT Page 2 of 7 2. Compensation (Meeting Stipend) In accordance with the Health and Safety Code and the California Water Code, the Board periodically adopts ordinances amending District Code Section 2.04.030, which provides for the "Compensation of Board Members" (hereinafter "meeting stipend"). The current meeting stipend is set by ordinance and is subject to change based on the Board's annual review. a. Activities Eligible for Meeting Stipend. Board Members may receive meeting stipends for the following: 1) Board and Committee Meetinqs. Each Board meeting attended, and each Standing Committee meeting or Ad Hoc Committee meeting attended either as a Committee Member or alternate (see Board Policy No. BP 013 — Board Committees). 2) Service as Board Liaison, Representative, or Alternate. Each day of service when appointed and serving as a Central San liaison, representative, or alternate, to the entities specified in BP 044 — Board Leadership and Community Representation, provided District business is conducted. 3) Executive Team Performance Evaluations. Meetings between the President and/or President Pro Tern with the General Manager, Secretary of the District, and District Counsel to convey closed session performance evaluations. 4) Meetings with Liaison City Managers. Board liaison meetings with mayors and/or city managers, including meetings with staff to prepare for such meetings. 5) Presentations at Liaison City Council Meetinqs. Presentations at liaison city council meetings concerning District business. 6) Mandatory Training. Participation in mandatory two-hour ethics training and harassment prevention training as evidenced by a certificate of completion. Participation may be via training at a conference where expenses are reimbursed, online training, or in- house training offered to Central San employees. 7) Central San Academy. Only the final session of any Central San Academy cycle is eligible for the meeting stipend. Because the final session includes a question-and-answer session with Board Members, any participating Board Member will receive a meeting stipend. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 38 of 80 Page 31 of 42 Number: BP 045 BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT Page 3 of 7 8) Meeting Stipend for Items Not Listed Above: Board Members may receive the meeting stipend for attendance at a meeting, conference, or another event not listed above where the attendance is of significant benefit to the District, and if approved by the Board in advance at a Board meeting. b. Activities Not Eligible for Meeting Stipend. Board Members may not receive meeting stipends for participation in the following: 1) Management/Leadership Academies 2) Signature events hosted by Central San 3) Signature events hosted by other agencies and cities 4) State of the City events 5) Annual City Council reorganizations or ceremonial events 6) Mayor monthly breakfasts 7) Presentations by Central San staff of Household Hazardous Waste Annual Report at Mt. View Sanitary District Board meeting 8) Presentations of resolutions of commendation to officials of sister agencies or entities to which Central San has appointed a Board liaison or representative (see BP 044 — Board Leadership and Community Representation) 9) Attendance at city council meetings with no expectation of presenting 10) Teleconferenced meetings that would be compensable if attended in person 11) Meetings with bargaining units' 12) Participation in Delta Discovery Voyage activities 13) Attendance at Grand Jury-related matters related to Central San business 14) Events for which there is no nexus to District business C. Declination of Stipend. Board Members who may otherwise be eligible to receive a meeting stipend for serving as an appointed Board liaison or representative of Central San may decline to accept the meeting stipend by giving notice to the Secretary of the District. From time to time, particularly as related to labor negotiations, the District's bargaining units may request to meet with Board Members to discuss issues of mutual interest. Unless approved in advance by the Board at a meeting, such meetings are not eligible for the meeting stipend. April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 39 of 80 Page 32 of 42 Number: BP 045 BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT Page 4 of 7 3. Benefits a. Election to Receive Group Insurance Benefits. The Board of Directors elects to receive the same group insurance benefits as are offered to Central San employees, as permitted under Government Code Section 53208.5, including medical, dental, vision, and life insurance. Central San will pay 100% of the medical premium cost up to the family rate of the "core" plans for Board Members and 100% of the premium cost for dental, vision, and life insurance. b. Dual Coverage — Health Flexible Spending Arrangement Option. Upon proof of outside medical coverage, Board Members may waive District medical coverage and participate in Central San's Section 125 Cafeteria Plan (Health Flexible Spending Arrangement). Participation is voluntary. Central San will contribute $41.66 per month into a Flexible Spending account for each participant (contributions are limited under the Affordable Care Act to $500 per year). Board Members may either receive health coverage or participate in Central San's Health Flexible Spending Arrangement option, but not both. C. Deferred Compensation. Board Members are required to make a minimum contribution of 7.5% of their compensation to Central San's 457 Deferred Compensation Plan. (This amount is roughly the equivalent of Social Security and Medicare taxes.) Board Members may elect to defer all or a portion of their compensation up to IRS limits and select from a range of investment options for their contributions. d. Benefits Upon Separation from Service. Upon separation from service, a former Central San Board Member will be eligible to enroll in CalPERS for District medical coverage, and the District will pay the PEMHCA (Public Employees Medical and Hospital Care Act) minimum for Board Members if the following conditions are met: 1) Board Members must contribute (no maximum threshold) to the District's Section 457 Deferred Compensation Plan as an active Board Member. 2) After separation from Central San, the Board Member must be eligible for and elect to receive those contributions as an annuity. The current Deferred Compensation Plan provider, ICMA, has an annuity option available for Board Members. 3) Receipt of the annuity must begin within 120 days of separation. April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 40 of 80 Page 33 of 42 Number: BP 045 BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT Page 5 of 7 The balance of the premium costs beyond the PEMHCA minimum must be borne by the former Board Member. Board Members may enroll in dental and vision coverage on a self-pay basis upon separation of service from Central San; however, they are ineligible to purchase group life insurance. e. Survivor Benefits Upon Separation from Service. The surviving spouse of a Board Member who has separated service from Central San is eligible for the PEMHCA minimum toward medical coverage and must pay any premium costs beyond the PEMHCA minimum. Dental and vision coverage is available on a self-pay basis. f. Survivor Benefits Upon Death in Office. A Board Member's surviving spouse and eligible dependent(s) will continue to receive the same level of medical, dental, and vision coverage as was in effect at the time of a Board Member's death while in office. A surviving spouse would receive coverage for life (including if he or she remarries), and any dependent children would receive coverage for as long as the plan allows. However, no new dependents may be added. g. Health and Wellness. Board Members may utilize Central San's employee gym during working hours and may participate in the Health and Wellness program activities offered to all employees. h. Electronic Devices. Pursuant to BP 014 — District-Owned Mobile Computing Devices for Board Members, iPads equipped with a cellular data plan are offered at no cost to each Board Member to facilitate access to electronic agenda packets. Personal use of the iPads is permitted at the discretion of each Board Member. Upon conclusion of a Board Member's tenure, the iPad may either be relinquished to the District or purchased by the Board Member at current market value, at which time the cellular data plan will be canceled. 4. Expense Reimbursement a. Travel Expense Reimbursement. Central San pays registration, travel, and other expenses for Board Members to attend various conferences. Reimbursement for those expenses is covered in BP 008 — Travel Expense Reimbursement and the supporting Administrative Procedure No. AP 008. b. Non-Travel Expense Reimbursement. The Board has determined that public resources should be used to reimburse expenses incurred when attending meetings, local conferences, or events related to District April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 41 of 80 Page 34 of 42 Number: BP 045 BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT Page 6 of 7 business and are of interest and value to the District. These meetings, local conferences, or events include, but are not limited to: 1) Events or activities associated with serving as an appointed Board liaison or representative (see BP 044 — Board Leadership and Representation), unless specifically excluded below. 2) Regular monthly events hosted by the following industry associations: • Contra Costa County Mayors' Conference • Industrial Association of Contra Costa County (IACCC) 3) Events sponsored by organizations for which Central San is a dues-paying member, including the East Bay Leadership Council, provided the event has a clear nexus and benefit to the District. Where no clear nexus or benefit to the District is apparent, advance approval of the Board is required in accordance with section (c) below. 4) Local public official informational meetings or other meetings where the topic is of interest to the District or promotes inter-agency cooperation and partnerships. 5) Mandatory training for ethics and harassment prevention. C. Expense Reimbursement for Activities Not Listed Above: Board Members may receive expense reimbursement for meetings, events, or activities not listed above where the attendance is of significant benefit to the District, and if approved by the Board in advance at a Board meeting. d. Mileage Reimbursements. Board Members are eligible for mileage reimbursement for traveling to qualifying events, such as Board liaison and Board representative meetings; however, they are not eligible for mileage reimbursement for traveling to and from Board and Committee meetings. e. Activities Not Eligible for Expense Reimbursement. Board Members will not receive expense reimbursement for the following activities: 1) State of the City events with the Mayor 2) Annual City Council reorganizations or ceremonial events 3) Mayor monthly breakfasts 4) Attendance at staff presentations of Household Hazardous Waste Annual Report at Mt. View Sanitary District Board meetings April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 42 of 80 Page 35 of 42 Number: BP 045 BOARD COMPENSATION, BENEFITS, AND EXPENSE REIMBURSEMENT Page 7 of 7 5) Presentations of resolutions of commendation to officials of sister agencies or entities to which Central San has appointed a Board liaison or representative (see BP 044 — Board Leadership and Representation) 6) Attendance at city council meetings with no expectation of presenting 7) Participation in Delta Discovery Voyage events 8) Events for which there is no nexus to District business 4. Compliance with Assembly Bill (AB) 1234 a. Reporting Requirements. AB 1234 requires Board Members to provide brief written or oral reports at Board meetings for those meetings or events for which they received the meeting stipend, and for meetings, conferences, or events they have attended for which the District has paid their expenses. As a courtesy, the Secretary of the District will track these events and incorporate appropriate wording into the agenda sufficient to comply with Board Member reporting requirements under AB 1234. [Original retained by the Secretary of the District] April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 43 of 80 Attachment 6 ACTIVITIES NOT ADDRESSED IN BOARD COMPENSATION RESOLUTION NO.2015-0B8 BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No TRAININGS: Ethics Yes,2 hours every 2 This is mandatory training required of all Board Members every two YES (includes Brown Act,Public years. years. It may be taken online,at a conference,or at Central San. 4-1 Records Act,and Political Expense reimbursement for attendance at a conference where this Pilecki No Reform Act) training is offered is allowed. ""Stipend will be paid In the past,a stipend was paid if training was received during a Central whether training is San Board meeting(if a quorum was present);otherwise no. Expense online or at a reimbursement is paid for conference attendance at which training was conference as well. taken. Harassment Prevention Yes,2 hours every 2 This is mandatory training required of all Board Members every two YES years. years. It may be taken online,at a conference,or at Central San. 4-1 Expense reimbursement for attendance at a conference where this Pilecki No training is offered is allowed.No stipend has been paid in the past. ACADEMIES: Central San Academy Yes. The Board Kickoff Session: The Board President has given a presentation to Kickoff Session President presents at Academy attendees at each kickoff session since 2016. There is NO the first session. considerable preparation time involved. To date,no stipend has been 4-1 paid for this presentation. Should there be? Williams Yes The entire Board is invited to attend the Middle Sessions: Some Board Members like to attend as many of the Final Session final session because of Academy sessions as they can. No"middle"sessions have been noticed YES the Q&A segment. as Board meetings because,even if a quorum of the Board were 3-2 Attendance is not present,Board Members have no particular role in these sessions;they Causey,Nejedly No mandatory. attend as observers. Therefore,no stipends have been paid for Board members attending these sessions. Final Session Graduation): Because the Q&A segment could touch on topics that are within the subject matter jurisdiction of the Board,out of an abundance of caution these sessions have been noticed as special N-�ADMINSUPIAUMIN3 DIST-SECWINUTESM20 MiNUTE&2020-03-02 Attachment_AcWties Not Addressed in Reso per meeting 030220.doex Page 1 of 5 April 6, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 44 of 80 BOARD DIRECTION Board Member Stipend? Event/A_c_tiv_it_y Attendance Required? Comments/Considerations Yes/No Board meetings until it is known if a quorum will be present. If no 4 quorum,no stipends are paid. If any of the sessions are noticed as special Board meetings and a quorum its present,all attending Board Members are eligible for stipends. Stipends were paid in both 2018 and 2019 for attendance at the final session because a quorum was present. Management/Leadership Yes, if requested by The Management/Leadership Academy is conducted every other year. NO 5-0 Academy consultant as part of Board Members may be invited by the facilitating consultant to be curriculum. interviewed in a Q&A session with Academy participants. These appearances involve preparation time with the consultant. No stipend has been paid in the past. SIGNATURE EVENTS: Hosted by Central San Not required but Board Member attendance at signature events hosted by Central San NO 5-0 encouraged. (e.g.,701h Anniversary,and 20th Anniversary of HHW). No stipend has been paid in the past. Signature Events Hosted by No. Mt.View Sanitary District(MVSD)held a grand opening for refurbished NO 5-0 Other Agencies/Cities wetlands which was attended by a Board Member(not the Board liaison to that agency). There was no cost to attend and no stipend was requested. UNIQUE TO CENTRAL SAN: Executive Team Yes. The President and/or President Pro Tern meet with the General YES 5-0 Performance Evaluations Manager,Secretary of the District and District Counsel to convey closed session performance evaluation results. In 2019 those meetings lasted several hours and,in some instances,there were multiple meetings. No stipend has been paid. N:IADMINSUPIADMINIDIST-SEOMINUTES12020 MINUTES12020-03-02 Attachment—Activities Not Addressed in Reso per meeting 030220.dvcx Page 2 of 5 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 45 of 80 BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No BOARD LIAISON/ REPRESENTATIVE: Annual City Council No. Should Board Members get a stipend for attendance at these events, No 4-1 Reorganizations or which are largely social in nature and at which no official District McGill Yes Ceremonial Events business being conducted if it is in their liaison city? In 2016, one Board Member attended the reorgs for both of his liaison cities. No stipends were paid. In 2017, however,that same Board Member received a stipend for attending the reorg for one of his liaison cities because the sitting Secretary of the District considered such events to be stipendable if attended by the Board liaison. Stipends have been paid to Board Members attending city reorgs ever since. State of the City Events No. Board liaisons often attend these events and Central San has paid the NO 3-2 with Mayors expenses(usually a meal). No stipends have been paid. Nejedly& McGill Yes Mayor Monthly Breakfasts No. One Board Member attends these events in his liaison city whenever NO 5-0 available. There is no cost for these breakfasts and no stipend has been requested or paid to date. Presentation by Central San No. Member Pilecki has always attended these meetings as the liaison to NO 4-1 Staff of HHW Annual MVSD and to support staff,who presents the report. He has declined McGill yes Report at MVSD Board receiving stipends. Meeting Presentation of resolution Possibly. Stipends have been paid to Board Members who have presented NO 5-0 of commendation to official resolutions of commendation adopted by Central San's Board for local of sister agency or liaison agency officials. These presentations typically have been at the local city/County agency's Board/Council meeting. Attendance at City Council No. NO 5-0 Meeting(no expectation of presenting) N:IADMINSUPIADMINIQIST-SECIMINUTES12020 MINUTES12020-03-02 Attachment Activities Not Addressed in Reso per meeting 030220.docx Page 3 of 5 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 46 of 80 BOARD DIRECTION Board Member Stipend? Event/Activity Attendance Required? Comments/Considerations Yes/No MISCELLANEOUS: Board Members—Requests Yes. This is fairly rare,but in 2019,for example: REMOVED FROM LIST from Outside Organizations Member Nejedly was asked to speak at the Concord Rotary for Speaking Engagements regarding Central San. While not the Board liaison to that city,the event involved advance preparation working with staff on his presentation. A stipend was paid. ■ Member McGill was asked by the Round Hill Garden Club to speak about the Farm and recycled water. He worked with staff to prepare his presentation. Meeting with Liaison City Yes. ADDED TO LIST BY BOARD MEMBERS 3-2-2020 YES 5-0 Manager or Board Member to prepare for presentation Teleconferenced Meetings Probably. For example: NO 3-2 That Would be a If a CASA Executive Board Member attended a meeting of that body McGill& Pilecki Yes Compensable if Attended in via teleconference,should a stipend be paid? Person • As liaison to the CSDA Contra Costa Chapter, Member McGi1I has attended several CSDA Nominating Committee meetings via teleconference for which a stipend was paid. Should teleconferenced meetings that would otherwise be stipendable be addressed in the policy? If so,should there be a time limit? Reimbursement for Events N/A A Board Member sits on the Board of an industry association. NO 5-0 with No Nexus to District Sometimes Central San receives free tickets as part of its membership, Business but that may not always be the case. If that is not an option,and the item has no nexus to direct District business,should that be addressed? Delta Discovery Voyage Encouraged,at least A Board Member recently participated in this annual voyage which NO 5-0 once. takes place on a Saturday on the San Joaquin Delta. There was no cost to attend the event because it was covered by Central San's annual contribution. No stipend was paid. N:IADMINSUPIADMINOIST-SECIMINUTES12020 MINUTES\2020-03-02 Attachment Activities Not Addressed in Reso per meeting 030220.docx Page 4 of 5 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 47 of 80 BOARD DIRECTION Board Member Stipend? Event/Attivlty Attendance Required? Comments/Considerations Yes/No Reimbursement for N/A The District has been paying one Board Member's annual membership NO 5-0 Membership in Outside fees in the California Water Environment Association (CWEA)for the fast Industry Organizations several years. This is not specifically addressed in the current resolution;should it be? Meeting with attorney or Yes. Board Member Pilecki recently met with defense counsel in a litigated REMOVED FROM LIST appearance at a deposition matter involving Central San because of his familiarity with the matter or hearing on legal matter while he was a District employee. He neither asked for nor received a on behalf of Central San stipend. Attendance at Grand Jury Yes. ADDED TO LIST BY BOARD MEMBERS 3-2-2020 YES 5-0 related to Central San Business N:IADMINSUPIADMIN0IST-SECWINUTES12020 M I NUTESM20-03-02 Attachment-Activities Not Addressed in Reso per meeting 030220.decx Page 5 of 5 April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 48 of 80 Page 41 of 42 7 RESOLUTION NO, 2012-018 Attachment A RESOLUTION ESTABLISHING ANNUAL PUBLIC REVIEW OF BOARD MEMBER COMPENSATION AND BENEFITS WHEREAS, in April 2011, the Contra Costa Grand Jury Report No. 1104 contained recmmendations that all Cities and Special Districts conduct an annual public review of compensation and benefits provided to their respective Councils and Boards, and whether changes are warranted; and WHEREAS, on July 10, 2011, the Board of Directors of Central Contra Costa Sanitary District responded to the Grand Jury's recommendations that it would conduct an annual public review of compensation and benefits provided to Board Members; and WHEREAS, at a public hearing held March 1, 2012, the Board of Directors of Central Contral Costa Sanitary District considered whether to adopt a resolution mandating such annual review of Board Member compensation at a public hearing or in open session of a regular Board meeting. NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District does resolve as follows: THAT the Board of Directors of Central Contra Costa Sanitary District shall conduct an annual public review of Board Member compensation and benefits. Such review shall be held during the first quarter of each calendar year at a properly noticed public hearing. PASSED AND ADOPTED this 1 st day of March 2012, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: Hockett, McGill, Menesini, Williams, Nejedly NOES: Members: None ABSTAIN: Members: None Jxirrf6is A. Nejedly �- President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: -L___�11 vll�,�_ Elaine R. Boehme, CMC Secretary of the District reni:ral Contra Costa Sanitary District County of Contra Costa, State of California April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 49 of 80 Page 42 of 42 Central Contra Costa Sanitary District Resolution No. 2012-018 Page 2 of 2 Approved as to form: Lit Kenton L. Alm, Esq. Counsel for the District April 6, 2021 Regular ADM IN Committee Meeting Agenda Packet- Page 50 of 80