HomeMy WebLinkAbout04. Adopt proposed revisions to Board Policy No. BP 034 Page 1 of 4
Item 4.
CENTRAL SAN BOARD OF DIRECTORS
POSITION PAPER
MEETING DATE: DECEMBER 15, 2022
SUBJECT: ADOPT PROPOSED REVISIONS TO AMEND AND RETITLE BOARD
POLICY NO. BP 034 - REPORTING PROTOCOL FOR ETHICS HOTLINE
SUBMITTED BY: INITIATING DEPARTMENT:
AMELIA BERUMEN, ASSISTANT TO THE SECRETARYOF THE DISTRICT
SECRETARY OF THE DISTRICT
REVIEWED BY: KATIE YOUNG, SECRETARYOF THE DISTRICT
KENTON L. ALM, DISTRICT COUNSEL
ISSUE
Revisions to Board polices require Board approval. The Board's consideration to adopt proposed
revisions to referenced Board Policy is hereby requested.
BACKGROUND
In 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 were recently reviewed and discussed with the Committee.
Attachment 1 provides the policy revisions in a strikeout format that includes additional changes
recommended by the Committee. For clarity, a non-strikeout version is also provided as Attachment 2.
ALTERNATIVES/CONSIDERATIONS
The Board could choose not to adopt the proposed revisions or provide other direction to staff.
FINANCIAL IMPACTS
None.
December 15, 2022 Regular Board Meeting Agenda Packet- Page 23 of 145
Page 2 of 4
COMMITTEE RECOMMENDATION
The Administration Committee reviewed the proposed revisions at its December 6, 2022 meeting and
recommended approval with minor changes to move forward with the clarifications intended. The
Committee requested staff discover alternative means for reporting concerns with anonymity for future
consideration.
RECOMMENDED BOARD ACTION
Approve the proposed revisions, including a title change, to Board Policy No. BP 034 - Ethics Hotline
Reporting Protocol.
Strategic Plan re-In
GOAL ONE: Customer and Community
Strategy 1—Deliver high-quality customer service
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)
December 15, 2022 Regular Board Meeting Agenda Packet- Page 24 of 145
Page 3 of 4
Attachment 1
Number: BP 034
Related Admin. Procedure: AP 034
Authority: Board of Directors
Effective: June 7, 2018 -==--
Revised: l�x'16,202-9December 15, 2022
Reviewed: july 18;022December 6, 2022 CENTRALSAN
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), provided by the California Sanitation Risk Management Authority (CSRMA),
for reporting potential fraud or misconduct.
POLICY
The Board of Directors supports making available to emnln„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 I- urnan Reoe„rneo
Managershall be responsible for cataloging and reporting information received via the
hotline service to the General Manager, Internal Auditor Deputy General Manager, and
District Counsel, and Department DireGters 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). Reported matters pertaining to a
Board Member(s) shall be provided to the General Manager and District Counsel for
review.
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 15, 2022 Regular Board Meeting Agenda Packet- Page 25 of 145
Page 4 of 4
Attachment 2
Number: BP 034
Related Admin. Procedure: AP 034
Authority: Board of Directors
Effective: June 7, 2018 -==--
Revised: December 15, 2022
Reviewed: December 6, 2022 CENTRALSAN
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), provided by the California Sanitation Risk Management Authority (CSRMA),
for reporting potential fraud or misconduct.
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, and District Counsel. 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). Reported matters pertaining to a Board Member(s) shall be
provided to the General Manager and District Counsel for review.
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 15, 2022 Regular Board Meeting Agenda Packet- Page 26 of 145