HomeMy WebLinkAbout05.c. Discuss potential parameters for issuing Central San proclamations and resolutions; and consider adoption of a new Board PolicyPage 1 of 3
Item 5.c.
DCENTRALSAN
MEETING DATE: JANUARY3, 2023
BOARD OF DIRECTORS
POSITION PAPER
DRAFT
SUBJECT: DISCUSS POTENTIAL PARAMETERS FOR ISSUING CENTRAL SAN
PROCLAMATIONS AND RESOLUTIONS; AND CONSIDER ADOPTION OF A
NEW BOARD POLICY
SUBMITTED BY:
EMILY BARNETT, COMMUNICATIONS AND
GOVERNMENT RELATIONS MANAGER
INITIATING DEPARTMENT:
ADMINISTRATION-COMM SVCS AND
INTERGOV REL
REVIEWED BY: PHILIPLEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
ROGER S. BAILEY, GENERAL MANAGER
ISSUE
Central San currently has no parameters or process to determine when to issue proclamations and
resolutions to external individuals or groups.
BACKGROUND
Currently, Central San has the ability to honor community leaders with agency proclamations (Certificates
of Recognition/Appreciation) and resolutions. However, there are no parameters or a set process on how
these proclamations and resolutions should be issued. I n the past, an individual Board Member or the
General Manager has made a request to honor a specific person. Generally, resolutions are saved for
those individuals or groups that have a direct nexus with Central San, such as water and wastewater retiring
General Managers. Proclamations have been utilized for those individuals or groups that are highly
deserving of recognition, but may fall outside of the water/wastewater connection.
ALTERNATIVES/CONSIDERATIONS
1. The Board could choose to continue with the current undefined process for providing proclamations
and resolutions.
2. One consideration would be a processor defined policy, that would allow for ease and timeliness for
staff to process requests, to ensure meeting quick turnarounds times for proclamations. Resolutions
take more time to acquire detailed information, draft, approve language internally, add to the agenda
for a Board Meeting, and present to the Board.
January 3, 2023 Regular ADM IN Committee Meeting Agenda Packet - Page 32 of 252
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Whereas, proclamations allow for substantive recognition while allowing staff to quickly process to
meet necessary deadlines for presentations. A proposed policy is attached for consideration.
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed this matter at its January 3, 2023 meeting and
recommended
RECOMMENDED BOARD ACTION
Recommend approval of a proposed new Board Policy regarding Central San resolutions and
proclamations, or provide other direction to staff.
Strategic Plan re -In
GOAL ONE: Customer and Community
Strategy 3 - Build neighborhood and industry relations
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 2 - Encourage and facilitate public participation
ATTACHMENTS:
1. Proposed new Board Policy
January 3, 2023 Regular ADM IN Committee Meeting Agenda Packet - Page 33 of 252
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Number: BP XXX `
Related Admin. Procedure(s): N/A
Authority: Board of Directors _-_-
Adopted: TBD
Revised:
4,oENTRAL SA
Reviewed:
Initiating Dept./Div.: SOD/COMMUNICATIONS
BOARD POLICY
CENTRAL SAN PROCLAMATIONS AND RESOLUTIONS
PURPOSE
The purpose of the Policy is to clarify the District's process for issuing District
proclamations and resolutions.
POLICY
This policy statement for District proclamations and resolutions establishes the criteria
for when to provide these acknowledgments to deserving individuals or groups.
The process to meet this policy is outlined below.
Resolutions:
During a Board Meeting, Board Members may request a resolution for deserving
external individuals or groups on behalf of the District. With the consensus of the Board,
staff shall prepare the resolution for a future Board Meeting and vote of the Board of
Directors. Staff may also request resolutions, and the General Manager will determine
whether the potential resolution should be placed on a Board agenda.
Proclamations:
Board Members may request proclamations (Certificates of Recognition/Appreciation) at
a Board Meeting or by Board Members to the General Manager. The General Manager
will direct staff to issue the proclamation and will include the proclamation information at
a future Board Meeting under General Manager announcements. Staff may also request
proclamations and, at the discretion of the General Manager, be approved. The
information will be provided to the Board at a future Board Meeting under General
Manager announcements.
[Original retained by the Secretary of the District]
January 3, 2023 Regular ADMIN Committee Meeting Agenda Packet - Page 34 of 252