HomeMy WebLinkAbout03.a. Review Committee Charter as Set Forth in Board Policy No. BP 013 - Standing Committee Protocols, Guidelines and ChartersPage 1 of 6
Item 3.a.
F--1-448�411C-S0
January 16, 2024
TO: REAL ESTATE, ENVIRONMENTAL AND PLANNING COMMITTEE
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: REVIEW COMMITTEE CHARTERAS SET FORTH IN BOARD POLICY NO.
BP 013 - STANDING COMMITTEE PROTOCOLS, GUIDELINESAND
CHARTERS
It is desired that each of the four Standing Board Committees review its respective Charter at the first
regular meeting each year. Attached is Board Policy No. BP 013 with the Charter forjust this Committee.
ATTACHMENTS:
1. BP 013 (with Charter for Real Estate, Environmental, and Planning Committee)
January 16, 2024 Special REEP Committee Meeting Agenda Packet - Page 3 of 65
Page 2 of 6
Number: BP 013
Authority: Board of Directors
Adopted: March 6, 2014
Last Revised: February 3, 2022
Reviewed: January 2022
Initiating Dept./Div.: Administration
BOARD POLICY
BOARD COMMITTEES
PURPOSE
To establish Board committees, adopt general committee guidelines, and adopt charters for
each standing committee.
POLICY
In accordance with Section 2.04.020 of the District Code, when the Board considers it
necessary for the efficient transaction of business, it may approve the creation of a committee
for the purpose of reviewing, investigating and recommending with reference to a particular
matter. This may include standing committees and ad hoc committees.
Standing Committees
The Board has determined that Central San's current Standing Committees are as
follows:
Administration
Finance
Engineering & Operations
Real Estate, Environmental & Planning
These Standing Committees shall operate within the General Committee Guidelines set
forth below, which define the role of and provide a framework within which Committee
Members and staff must operate.
Each Standing Committee shall operate under a Charter approved by the Board as part
of this Policy. The Charters set forth below define the mission, policy areas, and scope
of each Committee with an emphasis on policy rather than operational matters.
January 16, 2024 Special REEP Committee Meeting Agenda Packet - Page 4 of 65
Page 3 of 6
Number: BP 013
BOARD COMMITTEES
Page 2 of 5
2. Ad Hoc Committees
Where expediency is required, the Board President shall recommend and the Board has
the authority to appoint an Ad Hoc Committee.
GENERAL COMMITTEE GUIDELINES
Members
Each Standing Committee and Ad Hoc Committee shall be comprised of two Board
Members, including a Chair. Members of Standing Committees are nominated annually
by the Board President and approved by the Board, in accordance with the following:
a) Goal is to annually rotate Board Members on the Committees to ensure all
Board Members serve on all Standing Committees.
b) A Board Member shall not serve more than two years on any Standing
Committee (one as a Member and one as a Chair).
c) The Board, by a simple majority, can make exceptions in special circumstances.
d) To promote fairness in assignments, given five Board Members and four
Standing Committees and moving to a Division -based system, the following
structure would apply:
Calendar Year 2022
Members Pilecki [Division 1 Liaison] and McGill [Division
2 Liaison] will serve on one Committee
Calendar Year 2023
Members in Divisions 3 and 4 will serve on one
Committee
Calendar Year 2024
Members Lauritzen [Division 5 Liaison] and Pilecki
[Division 1 ] will serve on one Committee
Calendar Year 2025
Members in Divisions 2 and 3 will serve on one
Committee
Calendar Year 2026
Rotation by Division continuing the above sequence
and beyond
e) In the event a Board Member declines to serve on two Standing Committees for
a calendar year, then the above schedule would be amended accordingly for
succeeding calendar year assignments.
2. Role
The role of the Committees is advisory to the Board. They may make recommendations
to the full Board but cannot direct staff outside of their respective policy areas or expend
public resources.
January 16, 2024 Special REEP Committee Meeting Agenda Packet - Page 5 of 65
Page 4 of 6
Number: BP 013
BOARD COMMITTEES
Page 3 of 5
3. Agendas
The General Manager and staff generate the agendas. The General Manager will
determine to which Committee items are assigned as they arise. In cases where certain
topics may span two Committees, he/she may confer with the Board President for
guidance.
4. Staff Recommendations
Staff will specify on Committee agendas what is needed from the Committee for each
agenda item (e.g., Committee recommendation for Board approval; receive the
report/update, provide input to staff, etc.).
5. Committee Action
For those items for which a Committee recommendation to the Board is requested, staff
will proceed as follows, depending on the Committee vote:
a. Committee recommendation of Board aooroval:
Routine items will generally be put on the Board Consent Calendar.
Non -routine items will be agendized for a presentation and Board discussion.
b. Split Committee vote: The item will proceed to the full Board (not on Consent
Calendar), and the reason for the split vote will be reflected in both the
Committee minutes and the position paper. For purposes of efficiency within the
Committee process, should the two Committee Members find themselves at early
impasse regarding their position on any committee matter, it is the policy of this
Board to bring that matter to the full Board as early in the process as possible.
C. Committee votes against approval: The item will generally proceed to the full
Board (not on Consent Calendar), and the Committee's position will be reflected
in both the Committee minutes and the Position Paper.
6. Committee Requests for Information
When a Committee Member requests information, the Committee must vote on whether
to proceed with the request. If the request does not receive Committee approval, staff
generally will not proceed with the request.
7. Staff Responses to Committee Requests for Information
If the response is in writing, it will generally be made part of the next Committee packet.
If the response is provided by staff verbally or via email to Committee Members outside
of a convened meeting, staff will provide that information at the next Committee
meeting.
January 16, 2024 Special REEP Committee Meeting Agenda Packet - Page 6 of 65
Page 5 of 6
Number: BP 013
BOARD COMMITTEES
Page 4 of 5
8. Informational Reports
The General Manager will determine which informational reports (e.g., NPDES annual
report, HHW annual report, Sanitary Sewer Overflow annual report, mentorship
presentations, etc.) that do not require Committee recommendation or input will go
directly to the Board, and which will be scheduled for Committee review first.
9. Standing Items
The use of standing items on Committee agendas is generally discouraged due to
potential Brown Act issues.
10. Scheduling, Rescheduling and Cancelling Committee Meetings
Committee meetings may be scheduled, rescheduled or cancelled at the request of a
Committee Member or staff. The Committee Chair will be consulted prior to the
cancellation of any Committee meeting.
11. Appointment of Alternates
Use of alternates for Committee meetings is generally discouraged due to potential
Brown Act issues; however, when necessary, the Board President may appoint an
alternate based on Board Member availability.
12. Review of Internal Audit Reports
Individual Internal Audit Reports will be initially reviewed by the Committee having the
most relevant jurisdiction over the subject matter of the audit, as determined by the
General Manager. However, all Internal Audit reports, after review by the relevant
committee, will be provided to the full Board. The Internal Audit work plan adoption, and
any intra-year changes to that plan, will not be reviewed by a Committee as those
matters shall be directly reviewed and adopted by the full Board.
13. Compensation/Meeting Stipend
Board Members attending Standing Committee meetings and Ad Hoc Committee
meetings shall be eligible to receive the meeting stipend in accordance with District
Code Section 2.04.030 and Board Policy No. BP 045 — Board Compensation, Benefits,
and Expense Reimbursement.
Committee Charters appear on the following pages.
[Original Retained by the Secretary of the District]
January 16, 2024 Special REEP Committee Meeting Agenda Packet - Page 7 of 65
Page 6 of 6
Number: BP 013
BOARD COMMITTEES
Page 5 of 5
CHARTER
REAL ESTATE, ENVIRONMENTAL & PLANNING COMMITTEE
Members
Chair, Member
Meeting Schedule
Monthly, or as needed (subject to cancellation or rescheduling)
Mission
Provide input and recommendations to the Board regarding the Policy
Areas listed below that support the District's Mission, Vision and Values
and Strategic Plan.
Policy Areas
Long-range planning
• Environmental regulatory compliance
• Cost-effective resource recovery and recycling
• Use of District real property and facilities
Scope
Review and address staff recommendations. May direct the General
Manager to conduct additional research on policy issues within the
Committee's Policy Areas.
The Committee is tasked to:
• Review long-range planning documents including master plans
• Oversee the District's environmental regulatory compliance
• Oversee resource recovery programs and recycling
• Oversee appropriate use of real property and facilities in
accordance with District policies
• Review year-end annual reports for Household Hazardous Waste,
Pollution Prevention, and Recycled Water, as necessary
• Ensure adequate public outreach of certain program -related matters
within the scope of the Committee, as referred by the General
Manager
Revised by Board
3/6/14, 7/23/15, 2/18/16, 7/6/17, 4/26/18, 8/6/20
January 16, 2024 Special REEP Committee Meeting Agenda Packet - Page 8 of 65