HomeMy WebLinkAbout01. (Handout) 2023 Central San Board Retreat Notes by teamWorks Item 1.
(Handout)
2023 CENTRAL SAN BOARD RETREAT
On February 2, 2023, teamWorks facilitated a virtual Board Retreat for the
4 ' Central Contras Costa Sanitary District (Central SAN).These are the notes
a
.. . compiled from the Board's discussion and brainstorming to become a
more cohesive and high-functioning Board.
Facilitator: Becky Lunders, teamWorks becky@totalteamWorks.com 707.799.1237
ENSURE HEALTHY DIALOGUE
To ensure everyone is heard, a healthy discussion takes place, and respect is given, we
need to do more of (this) and less of (that).
More of THIS Less of THAT
• Respect • Stay out of the weeds
• In-depth analysis • Focus less on perfection
• Goals / positive reaction • Fewer interruptions
• Active listening & patience • Self-manage
• Robust conversation, negotiation & ideas • Awareness of repeating arguments
A strategy for ensuring healthy dialogue is
based on the book "Yes, And" by Kellya� AGREATWAYTO
Leonard of Second City Comedy Club in AND BUILD ON
WHAT OTHERS HAVE
Chicago. 1
... INITIATED
Central SAN Board Retreat 2023 1
THE ROLE OF BOARD MEMBERS
Clarity on the Role of Board Members is key to operating as an efficient unit and fully
optimizing Board Member expertise and input while maximizing the effectiveness of the
General Manager. Here are the results of the discussion on the topic.
What it IS What it is NOT
• Set policy for the District • Not board members doing the GM's
• Represent the District at events & venues job
• Ensure fiscal responsibility and balance • Not an executive setting policy but
the budget rather a team member
• Set goals for the GM and guide the goals • Inquiry for curiosity, not policy
• Set values (engineers)
• Educate the public and serve as a liaison • BMs don't drive the process or
• Bring expertise and let GM run with it manage staff
The balance of the interests and concerns is a key role of the Board, like a three-legged
stool of the District, employees, and ratepayers.
p15tYICt it
One of
most • •
forms ofrespect
actuallyis
listening to
Employees Ratepayers , another
A
has •
Board / Staff Interaction — Understanding Limitations
How Information is Passed Alonci
The interesting thing about Board interactions for a public agency is there is no rehearsal.
When the Board comes together, it's Showtime! We must be cautious, and disciplined, and
understand the constraints.
Central SAN Board Retreat 2023 2
Roger reminded the Board that as individuals, we have no authority outside the Board as a
whole. If staff members get some information, it can short-circuit the process. When these
situations arise, board members have an opportunity to direct staff back to the General
Manager. We must be cautious about giving direction to staff. If it's an idea that deserves our
attention, bring it to the Board for consideration. We'd be wise to reflect on the information
exchange.
What Board Members Can Do with Information
• Board members can talk to staff
• Apprise the General Manager of the topic/situation
• If appropriate, information can be shared with all as an agenda item for consideration
• For an item to be discussed by the Board, it needs to be brought to the full Board for
consideration as a future agenda topic.
Board sets goals *General Manager creates plan *Employees implement
Sometimes we get in the weeds instead of staying at the policy level. We need to create a
process that is more dynamic and flexible to help us reach our goals and get better at
directing staff back to the General Manager.
IDENTIFY & PRIORITIZE PROJECTS
Board members shared ideas, focus areas, and pet projects they'd like to see the Board
tackle in the future. Here's the list:
• The suite of capital-oriented projects
• Ensure readiness around Diversity, Equity, & Inclusion (DEI)
• Efficiencies in the budgeting process
• Net-zero emissions goals
• How to reach our goals, and the process needed to do that
• The Board sets policy, staff implements so pet projects need to align with the Board's
purpose
Ideas, focus areas, and pet projects get on the agenda in the following manner:
• The request is made at a Board Meeting
• The Board votes. If it passes (3 votes+), it is up for consideration
• The item is added to the future agenda
Central SAN Board Retreat 2023 3
MOVING FORWARD AS A COHESIVE TEAM
Each Board Member shared how they will contribute to moving forward.
Dave = be optimistic!
Mariah = listen.
EXHALE PAST. Mike = Understand the WHAT & WHY
Tad = Elected with the ability to deliver for ratepayers. It's
okay to disagree, be passionate, & respect each other and
141 our ideas.
Barbara = appreciate and understand our differences
Central SAN Board Retreat 2023 4