HomeMy WebLinkAbout04.b. Review Proposed Guidelines for Appointing a New Board MemberPage 1 of 13
Item 4.b.
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August 1, 2023
TO: ADMINISTRATION COMMITTEE
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: PHILIP LEIBER, DEPUTYGENERAL MANAGER
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: REVIEW PROPOSED GUIDELINES FORAPPOINTINGANEW BOARD
MEMBER
At the July 11, 2023 Special Board Meeting, staff was given direction by the Board to develop a set of
guidelines for appointing a new Board Member.
Strategic Plan re -In
GOAL ONE: Customer and Community
Strategy 1— Deliver high -quality customer service
GOAL THREE: Workforce Diversity and Development
Strategy 1 - Recruit from a diverse pool of qualified applicants, Strategy 4 - Foster a culture of diversity, equity, and
inclusion
GOAL SEVEN: Innovation and Agility
Strategy 3 - Be adaptable, resilient and responsive
ATTACHMENTS:
1. Draft Guidelines for Appointing a New Board Member
August 1, 2023 Regular ADMIN Committee Meeting Agenda Packet - Page 13 of 27
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BOARD APPOINTMENT PROCESS POLICY
PURPOSE
To ensure a transparent, fair and equitable appointment/selection process and set forth
guidelines for Board Members to appoint future Board Members at Central San in
accordance with California Government Code Section 1780.
The Board will endeavor to fill vacant board positions in a process that is transparent, fair
and equitable, legally compliant, and which enhances the ability of the Board to better
serve the public.
These guidelines will help to provide a fair and level playing field for the candidates, base
a defined set of criteria and consistent with Central San's commitment to Diversity, Equity
and Inclusion.
POLICY
A vacancy on the Board exists when a Board Member resigns, is impeached, recalled,
dies, or without excuse, fails to discharge the duties of office for three consecutive months
without specific authorization of the Board.
Central San shall notify the county elections official of the vacancy no later than 15 days
after either the date on which the Board is notified of the vacancy or the effective date of
the vacancy, whichever is later.
The remaining members of the Board may fill the vacancy either by appointment, or by
calling an election.
The Board shall make the appointment within 60 days after the effective date of the
vacancy. Central San shall post a notice of the vacancy in three or more conspicuous
places in the District at least 15 days before the Board makes the appointment. Central
San shall notify the county elections official of the appointment no later than 15 days after
the appointment.
BOARD DECISION ON APPOINTMENT PROCESS
The Board must determine one of the following actions at first notice of vacancy:
1. Board Appointment — The Board must appoint a Board Member within 60
days of the vacancy notice
2. Election — If the vacancy is not filled by appointment, the Board shall call an
election within 60 days of the vacancy in concurrence with the County
Registrar of Voters.
3. Board of Supervisors — If the Board fails to fill the vacancy by appointment
and fails to call an election within 60 days of the vacancy occurring, the
District shall turn the matter over to the Contra Costa County Board of
Supervisors for a decision on an appointment or the calling of an election to
fill the vacancy.
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GUIDELINES FOR APPOINTMENT PROCESS
A. Develop and Review Appointment Process Information
1. The Board will provide criteria for selecting a new Board Member, which
may be factors applied by an individual Board Member or adopted by the
Board as a whole.
2. The Board will review and approve application form (Exhibit A), notice of
vacancy (Exhibit B), select interview questions (Exhibit C), and set
application due date.
3. The Secretary of the District will update the Timeline for New Board
Member Appointment, provide to the Board and post on Central San
Website.
4. The Secretary of the District will post a Notice of Vacancy for a minimum
of 15 days and application package.
B. Initial Screening of Applications
1. The General Manager and/or Secretary of the District will do a
compliance screening of all applications and develop an eligibility list for
Board review during open session at a Board meeting.
2. The Board will use developed criteria to screen applications to interview
in open session.
a. A form that fairly captures criteria developed above may be used
in the screening/ranking process.
3. The Board will conduct random draw of candidates for interview selection
times.
4. The Board will review sample interview questions and determine which
questions will be used and the assignment of questions.
C. Interview Logistics
1. Duration of interview: 45-60 minutes per candidate.
2. Board Members should ask their questions in an orderly consistent
manner (such as in succession from left to right)
3. Board Members should have the opportunity to ask follow-up questions.
Note: A list of recommended follow-up questions may be desirable,
which have been vetted by vetted by Human Resources, Legal Counsel,
and/or DEI Committee.
4. Board Members are to hold each other accountable to uphold standards
of respectful communication.
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D. Discussion/Appointment
1. A discussion of candidates will be conducted by the Board.
a. The Board may consider hiring a facilitator for the discussion
portion of the interview.
2. Exhibit E contains a discussion of selection criteria and voting methods.
a. Any alterations from the last time the criteria were posted should
be disclosed for both the public and to facilitate communication
with fellow Board Members
b. Each board member will rank their top candidates using a
standardized assessment form finalized.
c. The Board will decide on the ranking process.
E. Fairness Considerations
1. If Board Members have met with or know any of the candidates, it is
recommended that the Board Member arrange to meet with the other
candidates.
a. The Option to meet with all the candidates before the screening
b. Option to meet with all the screened candidates before the
interview
2. Communication with and discussion of candidates should be respectful
and focus primarily on the positives that each could bring.
August 1, 2023 Regular ADMIN Committee Meeting Agenda Packet - Page 16 of 27
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Exhibit A: Sample Notice of Vacancy
NOTICE OF VACANCY ON
CENTRAL CONTRA COSTA SANITARY DISTRICT BOARD FOR DISTRICT XXX
In accordance with California Government Code Section 1780, it is hereby announced that
a vacancy currently exists on the Central Contra Costa Sanitary District Board following
XXXXXXX. The Board of Directors is seeking interested persons in Central San's District
XXXXX to submit applications for appointment to fill the position of Board Member for a
term of office ending after the District's next regular general election in November, XXXX.
Applications will be accepted until 5 p.m. on XXXX, XX, XXXX by the Secretary of the
District, Central Contra Costa Sanitary District, 5019 Imhoff Place, Martinez, CA 94553 or
by email (kyoung(d).centralsan.org)
To be considered for the position Candidates must be:
1. 18 years old by day of appointment;
2. A citizen of the United States;
3. A registered voter;
4. Eligible to take the oath of office;
5. A resident of the Election Division X of the District
https://www.centralsan.org/elections
Application forms are available on the District website at www.centralsan.org or by
emailing the Secretary of the District (kyoung(a_centralsan.org).
The appointed individual must, upon appointment, complete and file an Economic Interest
Statement as required by law.
The Board of Directors is the governing body of Central San and derives its authority from
that portion of the Health and Safety Code known as the Sanitary District Act of 1923
(Sections 6400-6830). Central Contra Costa Sanitary District (Central San) was formed in
1946 under this Act and has provided wastewater services within its service boundaries
since that time. More information is available on our services on our District website at
www.centralsan.org
August 1, 2023 Regular ADMIN Committee Meeting Agenda Packet - Page 17 of 27
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Exhibit B: Sample Application
APPLICATION FOR POSITION AS BOARDMEMBER REPRESENTING
DIVISION X
PLEASE TYPE OR PRINT IN INK. Completed applications must be submitted to the Secretary of the
District at 5019 Imhoff Place, Martinez, CA 94553 or via email, kVounq@centralsan.org_by 5:00 p.m.
on DATE. Applications submitted after the deadline will not be considered. Responses to all items are
required for application to be considered complete.
Applicant Name:
Address:
1. Are you a resident of Division X*?
Yes No
*Verification can be obtained clicking the interactive map on the District website at
https://www.centralsan.org/elections or by calling the Secretary of the District at 925-229-7303.
2. Are you currently a registered
voter?
Yes No
3. Have you ever been convicted of a felony*?
Yes No
*This will not disqualify you as a candidate
4. Attach resume and/or list your education, current employer and work
experience:
5. Describe any other relevant current or past experience that would qualify
you for this position, including the dates of service and the length of time of
the experience, specifically:
a. Current or previous elected positions or experience with elected boards:
b. Volunteer services or community participation:
c. Other group memberships and affiliations:
6. Do you have a familial or financial relationship with an employee or
Board Member at Central San? 5
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Yes No
If Yes, please identify the nature of the relationship:
7. Do you have any financial relationships with the District such as grants,
contracts, or other economic relationships? Yes No
If Yes, please identify the nature of the relationship:
8. State your reason for interest in this position and explain why you would
be the best candidate for this seat in 500 words or less. (You may use
this form or attach a separate document for your response.)
9. Any additional information you would like to provide for consideration.
(You may use this form or attach a separate document for your
response.)
Thank you for your interest in Central San
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Exhibit C: Sample Interview Questions
The development of questions that are relevant and comprehensive is an important part of
the selection process. Appropriate themes/categories for inquiries are a useful starting
point to ensure this takes place.
Four potential themes/categories are:
• Personal
• Policy
• Financial Responsibility
• Environmental
Each Board Member may select or be assigned a theme/category, in order to develop a
number of questions related to their assigned theme. The questions should be relevant
and legally defensible (including a screening by the General Manager/Human
Resources/Legal Counsel/DEI Committee). The questions should be designed to provide
insight into a candidate's problem solving and thought processes, relevant experience,
and fit for the board position.
In the debrief and discussion regarding the candidates, Board Members may provide their
interpretation of the responses to discuss how these were used in the assessment
process and satisfied the defined positional criteria for the role.
Example questions related to themes used in the 2023 process include:
1. Personal: About Yourself: (Education, Experience, Focus/ Priorities and
qualities)
a. What would be your top three to five priorities as a Board Member?
b. Why do you want to serve on the Central San Board of Directors?
c. Briefly provide an overview of your qualifications for the Board?
d. What unique skill set(s)/attributes/experiences would you bring to the
Central San Board?
e. How is your education background relevant to this position?
f. Please describe any experience you may have representing an organization
to members of the public, regulators or politicians?
g. What qualities make a good board member in your eyes?
2. Personal: Serving the Public: (Your role, time commitment, general aspirations,
and future plans)
a. If appointed, would you likely run for election in 2024
b. Do you have time to do the all the tasks required of Board Members; such
as Board meetings, Committee meetings, etc.?
c. How many hours can you devote per week to Board activities including
preparation and meetings?
d. Board Meetings and Board Committee Meetings are held between the hours
of 8 am to approx. 5 pm. Usually there are four meetings per month, but
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additional meetings may be required. Is this going to be an issue with your
employer/personal life?
e. What role do you hope to play on the board?
f. What limitations do you have in serving on the Board?
g. How do you intend to act as a representative of your constituents and further
their interests?
h. Is your personal schedule flexible enough to accommodate changes in
meeting times and dates?
3. Personal: Working as a Team
a. Do you believe generational differences hinder, or help, building an effective
team
4. Policy: Central San's Mission and Scope, and Your vision
a. Do you think Central San, should be concerned about more than wastewater
collection, treatment, discharge and recycling?
b. If you had a magic wand what would you like Central San to being doing 10
to 20 years from now that it is not doing now?
c. What perspective do you hope to offer on the board?
5. Policy: Diversity, Equity, Inclusion and Social Justice
a. Do you think Diversity, Equity and Inclusion are important? If so, why? If not,
why not?
b. In your opinion, what role should Central San play in social justice issues?
6. Policy: Running the Business: (Operations, Maintenance, Capital
Improvement Projects, Labor Negotiations)
a. What is your experience in high level oversight of operation and
maintenance (O&M) and capital budgets?
b. What is your experience with labor negotiations in either the public or private
sector settings?
7. Policy: Balancing Competing interests
a. How would you balance the needs of the employees, the rate payers and
the District as a whole?
8. Financial Responsibility: Fiscal Responsibility and Funding
a. Central San needs money to modernize and expand operations. How could
you help bring in funding?
9. Environmental: Environment, Climate Change, and Sustainability
a. In your opinion, what role should Central San play in environmental issues?
b. How do you approach environmental justice?
c. What do you consider to be the district's role when it comes to addressing
climate change?
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Exhibit D: Sample Timeline
DIVISION XX DIRECTOR APPOINTMENT
Process and Schedule
Board decided to appoint new Director. The Board discussed the process,
including: vacancy notice, application, interview schedule, and the
schedule for appointing a successor.
• Staff to post vacancy notices on the District's website, headquarters,
and social media outlets. Posting in local newspapers will occur as
soon as possible after this date, based on print schedules.
• Applications will be available through the Secretary of the District and on
the District's website, www.centralsan.or�
All eligible applications received by the Secretary of the District by the
5:00 p.m. deadline, on this date, will be considered by the Board. Any
applications received after this deadline will not be considered.
Staff provides the Board with all qualified applications and posts agenda
packet
Depending on number of qualified applicants Board Members will:
• Narrow down top 5 candidates for interviews
• Potential Interviews of Candidates
• Potential Interviews of Candidates
Director appointment if selection is not made at previous meetings
Deadline to notify County Elections Office of appointment. (15
days from appointment date.)
First regular Board meeting with new Director.
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Exhibit E: Indicative Schedule and Process Flow
NOTICE OF
VACANCY
{Clock Starts)
SPECIAL ELECTION -4 DECISION 110 APPOINT
NOTIFY COUNTY
ELECTION OFFICE
NOTES:
1) Need to appoint within 60 days or call for special election.
2) After 80 days Board of Supervisors has 30 days to appoint or III for special election.
3) The term of the appointment shall be until the next regular District election.
4) For a special election the successful candidate will serve the balance of the vacated office term.
See State Government Code Section 17800 for further details.
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1_ DEVELOP
SCHEDULE WITH
DATES
7
2. DEVELOPIREVIEW
-Notice of Vacancy
B_ Conduct Interviews
-Application!
Target:
using assigned and any
Target:
Supplemental Questions
follow-up questions
complete:
-SetApplicationDue Date
complete:
3_ Post Notice of
Vacancy and Application
Target:
Package
9. Each Board member
Target:
(For 15 days in 3
complete:
ranks candidates
cam lete:
p
conspicuous places)
4_ Develop Interview Questions
a. Develop subject areas
b. Assign subject areas
Target:
10. Discuss/make
Target:
c. Develop/Review Questions
corplete:
selection or reduce
d. Screen Questions for legal/
pool of candidates
complete:
❑EI compliance
5. SOD Screens
Target:
Applications for
11. 2nd interviews of
Target:
Compliance
complete:
remaining candidates
complete:
6_ Board
a_ Screens Candidates and
Selects Interviewees
Tar -gel:
12. Discuss/make
Target:
b. Discuss Ranking
corplete:
selectionlapparit
complete:
Methodology (could be as a
whole or individual)
13_ SOD Administers
7. Set interview times,
Target:
Oath of Office {by 64
Target:
duration, and order
days from notice of
complele:
{Ra nd am}
corplete:
vacancy}
14. Notify County Office
of Elections of filled
Target:
vacancy (within 15
complete:
days of filling vacancy)
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Exhibit F: Candidate Selection Criteria
Board members should specify their decision -making criteria for the initial screening
process, and then in the interview process. The Board may aim to agree to a common
set of criteria, or instead, individual board members may specify the criteria they will be
using to selected candidates to proceed further into the process, up to including a
finalist.
The criteria used should provide defensible clarity on the positional success factors
listing core competencies, characteristics, skills, experience and other knowledge
critical to success in the role being assessed.
The criteria should be specified in the early part of the process prior to the screening of
candidates to interviews, and if revised, in advance of the interviews. To promote
transparency of decision making to both the public and to facilitate communication
among the board members, a copy of each board member's selection criteria should be
made available (for example posted with the agenda packet).
In the discussion of the candidates, Board members should indicate how their preferred
candidates met the specified criteria.
After the establishment and use of criteria, multiple methods are available to narrow the
pool to a smaller number of finalists. These methods include: Plurality voting, approval
voting and ranked choice.
Plurality voting (called "first past the post" voting). The candidate who receives
the most votes wins.
Approval voting is a single -winner voting method that allows voters to choose
any number of candidates. Final tallies show how many votes each candidate
received, and the winner is the candidate with the most support. It may also be
used to select multiple candidates to advance to the next round where that
advancement requires at least a certain number of votes.
Ranked choice voting: Voters rank candidates by preference on their ballots. If
a candidate wins a majority of first -preference votes, that candidate is declared
the winner. If no candidate wins a majority of first -preference votes, the candidate
with the fewest first -preference votes is eliminated. First -preference votes cast for
the failed candidate are eliminated, and counting the next -preference choice
indicated on those ballots. A new tally is conducted to determine whether any
candidate has won a majority of the adjusted votes. The process is repeated until
a candidate wins an outright majority
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