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Home My WebLink About04. Adopt revisions to Board Policies No. BP 008, BP 016, and BP 028 Page 1 of 6 Item 4. Algi CENTRAL SAN BOARD OF DIRECTORS WE VS.101 M POSITION PAPER MEETING DATE: JUNE 17, 2021 SUBJECT: ADOPT REVISIONS TO THE FOLLOWING BOARD POLICIES: • BP 008 - TRAVEL EXPENSE REIMBURSEMENT POLICY, • BP 016 - SECURITY, AND • BP 028 - COST SHARING OF CANDIDATE STATEMENTS SUBMITTED BY: INITIATING DEPARTMENT: KATIE YOUNG, SECRETARY OF THE SECRETARY OF THE DISTRICT DISTRICT Roger S. Bailey General Manager ISSUE Changes to Board policies require Board approval. The Board is asked to consider acceptance of minor updates that would amend the three referenced Board Policies. BACKGROUND As part of the biennial review of the three aforementioned Board polices, staff brought before the Administration Committee minor revisions for review and Board approval recommendation. When revisions are recommended, the Board Policies are brought before the full Board for consideration, which are hereby attached and shown in a strikeout version. ALTERNATIVES/CONSIDERATIONS The Board could choose not to adopt the proposed revisions or provide other direction to staff. FINANCIAL IMPACTS None. June 17, 2021 Regular Board Meeting Agenda Packet- Page 23 of 168 Page 2 of 6 COMMITTEE RECOMMENDATION The Administration Committee reviewed the proposed changes at its meeting on June 8, 2021 and recommended Board approval with additional minor revisions from the Committee. RECOMMENDED BOARD ACTION Approve the proposed revisions to Board Policy: BP 008 - Travel Expense Reimbursement Policy; B P 016 - Security;and • B P 028 - Cost Sharing of Candidate Statements Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service GOAL THREE: Fiscal Responsibility Strategy 1—Maintain financial stability and sustainability, Strategy 2—Ensure integrity and transparency in financial management GOAL FOUR: Workforce Development Strategy 4—Meet or exceed industry safety standards ATTACHMENTS: 1. Proposed Revisions to BP 008 2. Proposed Revisions to BP 016 3. Proposed Revisions to BP 028 June 17, 2021 Regular Board Meeting Agenda Packet- Page 24 of 168 Page 3 of 6 Attachment 1 Number: BP 008 Related Admin. Procedure AP 008 Authority: Board of Directors Effective: December 20, 2012 Revised: Decernber 4,2014 June 17, 2021 Reviewed: June 8, 2021 February 19, 2019 CENTRALSAN 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 Pre-Travel Authorization Request ppreval and Estimate Corm' 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 submit a Pre-Travel Approval orifi Estimate Cnrm Authorization Request signed which must be approved by their di.,icinRal s,ineriicnr o id 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, District Counsel 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 Fie of their Travel Expense Deimh'iroement Summary Reports, summarizing all costs of the travel incurred separately by the employee and District, to the Finance Division for audit purposes. 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. June 17, 2021 Regular Board Meeting Agenda Packet- Page 25 of 168 Page 4 of 6 Number: BP 008 TRAVEL EXPENSE REIMBURSEMENT POLICY Page 2 of 2 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. 6. The General Manager, or their designee, shall approve travel reimbursement documents for the Board, General Counsel, -and the Secretary of the District; and the Board President or--President Pro-Tem, or the Secretary of the District 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 re mb rrsements costs wfl-must be approved byimmediate v isers orifi Di„icir\n Managers with authorized in advance by the appropriate supervisorial body as specified in the Travel Reimbursement Administrative Procedures prior to reimbursementsigRati ire ithority. 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] June 17, 2021 Regular Board Meeting Agenda Packet- Page 26 of 168 Page 5 of 6 Attachment 2 Number: BP 016 Authority: Board of Directors ,- Effective: December 4, 2014 =-=— Revised: ",ve er 3, 2016June 17, 2021 Reviewed: February 19, 2019June 8, 2021 CENTRALSAN Initiating Dept./Div.: Risk Management/ Information Technology 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, information technology and computer systems 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 Diotrint Will emPleY phySiGal and Prened gyral neRtrelS to preV8Rt reds Ge and e mitigate the irnpaGtc of S Gh risks • The District will employ physical, cyber 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] June 17, 2021 Regular Board Meeting Agenda Packet- Page 27 of 168 Page 6 of 6 Attachment 3 Number: BP 028 Authority: Board of Directors Effective: April 7, 2017 Revised: June 17, 2021 Reviewed: April °June 8, 2021 Initiating Dept./Div.: Secretary of the District CENTRALSAN BOARD POLICY COST SHARING OF CANDIDATE STATEMENTS PURPOSE To establish the level of District contribution towards the cost of Candidate Statements for candidates running for the Central San Board of Directors. BACKGROUND The Contra Costa Elections Office conducts the biennial elections for the Central San Board of Directors. Each election, the Elections Office requires that the Board of Directors determine who pays for Candidate Statements for candidates running for the District Board. The Board desires to facilitate and encourage participation of potential candidates- in District elections and chooses to do this by contributing to the cost of the Candidate Statements. POLICY It is the policy of the Board of Directors that it will ^^n+in„o the past pra GtiGe of req ui pl require each District Board candidate rU RRORg for the Dictrint Board who files a Candidate Statement, to-pay $500 toward the cost of that statement, with Central San paying contributing toward the remaining balance. [Original Retained by the Secretary of the District] June 17, 2021 Regular Board Meeting Agenda Packet- Page 28 of 168