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Home My WebLink About02. Conduct 2021 Board Self-Evaluation Workshop Page 1 of 8 Item 2. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT September 23, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: REVIEW RESULTS OF 2021 BOARD SELF-EVALUATION SURVEY, AND IDENTIFY POTENTIAL WORK AREAS FOR THE BOARD, IF ANY Consultant Brent Ives will present the results of the Board of Director self-evaluation survey. The survey asked for individual responses to 58 questions centered on 12 Board performance topics. The Board will discuss the results and determine if follow-up action has merit. ATTACHMENTS: 1. Presentation September 23, 2021 Special Board Meeting Agenda Packet- Page 3 of 10 (Handout) Updated Presentation iviia-year t •a • Workshop September 23,2021 .' I� IBHI• aKnzvncaenu�x coma urx�xa 1 • INTRODUCTION Brent Ives, BHI Management Consulting • Organizational consultant to Special Districts (20 years) • BHI Management Consulting-Strategic Planning-Supervisor training—Board Dynamics Board/Manager relations-workshops, etc. —many statewide sanitation clients • 25 years Technical Manager In Engineering at LLNL • Served 23 years on Tracy City Council (most recent 8 years as elected Tracy Mayor, termed out 2014), numerous regional Boards/Commissions ... ::,; BHI. 2 1 • • , • • Present the results of the most recent Board Self- assessment. • Basic look at Board and staff roles. • Determine where work may be needed to refine Board culture. Lz°O !IBHI. 3 Self-Assessment PROCESS • Board policy (BP-023) provides for and annual Board of Directors Self-assessment of their performance/practices and culture •When the Board changes, as it did in November 2020, we held back on regular annual December/January assessment for this mid-year look. Give you more time together, in your role. • Last self-assessment was in 2020, that was based an initial large assessment in 2019. • In August 2021, started circulating comprehensive self- assessment survey to all Board members. Received 3 back due to technical difficulties. •Will review and discuss the results of mid-year survey. `. BHI "4 4 2 Board • Fifty-eight(58) questions •Assessment categories mixed throughout • Circulated to all 5 Board, 3 registered returns • Sorted and reviewed results for each assessment area • Report today on Board results 5 Board 12 Self-Assessment Categories— • Board Role Performance • Communications • Board Dynamics • Board to Manager/Staff Interactions • Board/Public Interactions • Board Meetings • Policy Making • Planning • Committees • Mission Focus • Board Training • Staff Support 6 3 Board 12 Self-Assessment Areas— 2020 2021 • Board Role Performance................. 91%............82% • Communications ........................... 89%............82% • Board Dynamics ........................... 87%............82% • Board to Manager/Staff Interactions.. 89%............93% • Board/Public Interactions ................ 89%............89% • Board Meetings ............................ 93%............88% • Policy Making ............................... 88%............84% • Planning ...................................... 98%............98% • Committees ................................. 97%............100% • Mission Focus .............................. 98%............90% • Board Training .............................. 89%............84% • Staff Support ................................ 95%............90% TOTALS ................ 92%.............89% Z3 7 Board Lowest/Highest scores in performance areas • LOWEST— Board Roles .... Board Dynamics • HIGHEST — Committee Work ... Planning Lowest/Highest scores on individual questions • LOWEST— (Relational) - 66%, The Board has developed guidelines that outline how the members will communicate between themselves in different situations. • HIGHEST— (Routine) - 98-100% , Committees structure and performance, policy, routine Board operations H 8 4 Board Narrative Comments- - "we can do better at how we do on-line meetings. Making sure we conduct business aware of proper public processes" • "introducing new ideas into this structure takes good communications of what has been done and how we might improve". • "we must trust the general manager and staff to guide us in how to engage properly". • "our meetings should really not be more than 2 hrs. long, if that': • the upcoming division changes and large infrastructure projects may present difficulties". • "we should all use the general manager as our prime means of interface". �1 9 Board Assessment/Significance?— • Board self-rating down slightly from past years -New Board construct, culture, some role practices - COVID remote meeting protocols hampered normal acquaintance, unifying and connecting processes -only three inputs narrows the effectiveness of this mid-year process. • Lowest set of numbers center around inter-Board relations • Important to keep in mind as you encounter any future Board stressors (i.e.- Divisions, large capital expenditures, etc.). • Important to assess, but not to read too much into these results. • The winter's (January) assessment survey will drill-down some and provide time to gain more experience together. ... ALCI 10 10 5 Performance Discussi • Over the last few years the Board has tried to define roles, ethics, decorum and culture through discussion and committing to policy development. •The resultant policies outline: -desired conduct between Board Members on and off dais. -expectations, opportunities and limitations between the Board members and General Manager and Staff. •What is working, is concerning you or isn't working? •Anything bothering you? •What ideas do you have? •What areas need discussion? Questions/thoughts?? 11 VaUnderstanding Roles Beliefs Vision Priorities Governance Policies Team Labor Contracts ENDS Goa�S�ot� 0o Stitt ce y`� Sc Strategies Tactics Techniques Methods MEANS Administration Driven and Staff 12 CoOYhgh!2001 Celi—,.School B—A,—,.- 12 6 Public Agency Organization Model Our Public 3 � � •The Owners = t Elected or Appointed Board The Representatives General Manager/CEO The Executive Staff/Employees The Professionals Services,Programs and Product www.bhiconsulting.com 13 13 Self-Assessment Summary — The Board scored itself at 89%,that's ' good! — You identified some reasonably expected and obvious relationship reminders. — Remember or reacquaint yourselves with process and conduct commitments. :�EaIBHI� — We do this again in 4-5 months. (ruworkon •ALiNAUEh� CONS=1\C ease of taking the survey.) — Questions/thoughts?? 14 7