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Home My WebLink About04.a. Review and Consider Recommendation to Approve Proposed Revisions to Board Policy BP 034 - Reporting Protocol for Ethics HotlinePage 1 of 5 Item 4.a. F__1_448�411C_S0 December 6, 2022 TO: FROM: REVIEWED BY: SUBJECT ADMINISTRATION COMMITTEE AMELIA BERUMEN, ASSISTANT TO THE SECRETARY OF THE DISTRICT KATIE YOUNG, SECRETARYOF THE DISTRICT KENTON L. ALM, DISTRICT COUNSEL ROGER S. BAILEY, GENERAL MANAGER REVIEW AND CONSIDER RECOMMENDATION TO APPROVE PROPOSED REVISIONS TO BOARD ETHICS HOTLINE Proposed Revisions for Consideration POLICY BP 034 - REPORTING PROTOCOL FOR I n July 2022, the Administration Committee conducted a biennial review of the aforementioned Board Policy. No revisions by staff or the Committee were recommended at that time. Staff has since reevaluated the existing policy and has recommended changes that include clarification of the existing third -party hotline (WeTip), refinement of the protocol, and a rephrased policy title. Concurrently, staff has prepared an amendment to the accompanying Administrative Procedure. The Board Policy changes are being presented for Committee consideration. Attachment 1 provides the policy revisions in a strikeout format. For clarity, a non -strikeout version is also provided as Attachment 2. If the Committee concurs, the proposed changes will be brought to the full Board for consideration. Alternative Dialogue The WeTip hotline provides a means of reporting matters of concern, including fraud, environmental matters, questionable activity or suspicious behaviors. The contact information spells out the word "crime" which may be misleading of the subject matter than can be reported. For informational purposes, Attachment 3 provides a visual of the WeTip hotline flyer. It had been suggested the Committee and Board may want to use this opportunity to discuss expanding the manner for employees to report topics of concern using a separate reporting means, or maintain the status quo. If the prior were the case, the policy may require further alteration. Since being implemented as a reporting tool in 2016, no matters have been brought forth through this mechanism. December 6, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 4 of 23 Page 2 of 5 Strategic Plan re -In GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility ATTACHMENTS: 1. Proposed Revisions to BP 034 (strikethrough) 2. Proposed Revisions to BP 034 (clean draft) 3. CSRMA WeTip Flyer December 6, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 5 of 23 Page 3 of 5 Attachment 1 Number: BP 034 Related Admin. Procedure: AP 034 Authority: Board of Directors Effective: June 7, 2018 Revised: July 16, TBD Reviewed: july 18;202-2December 6, 2022 Initiating Dept./Div.: Administration/SOD BOARD POLICY REPORTING PROTOCOL FOR ETHICS HOTLINE REPORTING PROTOCOL PURPOSE To establish a policy on reporting mechanisms for processing anonymous information received from employees or members of the public via a third -party hotline service (WeTip) for reporting potential fraud or misconduct provided by the California Sanitation Risk Management Authority (CSRMA). POLICY The Board of Directors supports making available to emnle„ees and Board Mernberc thean opportunity to anonymously report any potential fraud or misconduct at Central San. The reporting avenue shall preserve anonymity and be separate from Central San management's normal reporting structure to prevent any potential barriers to the reporting of potential wrongdoing. As such, Tthe Secretary of the District, or her delegate, and the Human Reset ernes Managershall be responsible for cataloging and reporting information received via the hotline service to the General Manager, Internal Auditor, Deputy General Manager, including District Counsel , and Department Directors as appropriate. -The Board President shall be notified of any calls to the hotline involving those holding executive management positions as defined in Section 4.24.030.A.2. of the District Code (General Manager, Counsel for the District, and Secretary of the District). WeTip will maintain confidential reporting and not record the person's identity. However, should the employee not wish to be anonymous, the employee shall be protected from retaliation. [Original retained by the Secretary of the District] December 6, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 6 of 23 Page 4 of 5 Attachment 2 Number: BP 034 Related Admin. Procedure: AP 034 Authority: Board of Directors Effective: June 7, 2018 Revised: TBD Reviewed: December 6, 2022 Initiating Dept./Div.: Administration/SOD BOARD POLICY ETHICS HOTLINE REPORTING PROTOCOL PURPOSE To establish a policy on reporting mechanisms for processing anonymous information received from employees or members of the public via a third -party hotline service (WeTip) for reporting potential fraud or misconduct provided by the California Sanitation Risk Management Authority (CSRMA). POLICY The Board of Directors supports making available an opportunity to anonymously report any potential fraud or misconduct at Central San. The reporting avenue shall preserve anonymity and be separate from Central San management's normal reporting structure to prevent any potential barriers to the reporting of potential wrongdoing. As such, the Secretary of the District, or her delegate, shall be responsible for cataloging and reporting information received via the hotline service to the General Manager, including District Counsel as appropriate. The Board President shall be notified of any calls to the hotline involving those holding executive management positions as defined in Section 4.24.030.A.2. of the District Code (General Manager, Counsel for the District, and Secretary of the District). WeTip will maintain confidential reporting and not record the person's identity. However, should the employee not wish to be anonymous, the employee shall be protected from retaliation. [Original retained by the Secretary of the District] December 6, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 7 of 23 nt 3 BE A PART OF THE SOLUTION NOT THE PROBLEM If you have any information regarding fraud or misconduct related to your sanitation agency call Anonymously U610TIne Fr6,01 M In'tp) E201 000 REWARD KI 24/7 365 www.wetip.com 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 8 of 23 E) a