HomeMy WebLinkAbout01. Review results of 2024 Board Self-Evaluation Survey, and identify potential work areas for the Board, if any Page 1 of 17
Item 1.
CENTRALSAN
jdf A- hom
CENTRAL CONTRA COSTA SANITARY DISTRICT
April 23, 2024
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: REVIEW RESULTS OF THE 2024 BOARD SELF-EVALUATION SURVEY,
AND IDENTIFY POTENTIAL WORK AREAS FOR THE BOARD, IF ANY
Following is an excerpt from Board Policy No. BP 023 - Board Ethics and Conduct(Section 5):
Board Self-Evaluation: The Board shall conduct a public self-evaluation workshop annually, with
even years being full evaluations focusing on broad topical performance questions and odd years
focusing on specific topics identified in even-year evaluations.
In March 2024, Consultant Dr. Larry Bienti surveyed all Board Members, with broad topical performance
questions. He will review the attached survey results at the meeting and facilitate a Board discussion.
Strategic Plan Tie-In
GOAL THREE: Workforce Diversity and Development
Strategy 4- Foster a culture of diversity, equity, and inclusion
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility
GOAL SEVEN:Innovation and Agility
Strategy 3- Be adaptable, resilient, and responsive
ATTACHMENTS:
1. 2024 Self-Evaluation Results
April 23, 2024 Special Board Meeting Agenda Packet- Page 3 of 28
Page 2 of 17
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April 15, 2024
To: Honorable Board of Directors, Central Contra Costa Sanitary District
From: Dr. Larry Bienati k4!1_.
Re: Results of 2024 Board Assessment Survey(Confidential)
Please find the results of the 2024 Board Member Assessment Survey. Recall we developed a different
format and approach to this year's survey.Thank you again for your 100%participation,vigilance,
engagement and constructive feedback in this process. By way of process, allow me to reflect on our
stated outcomes in our survey design and process.
First,we felt it was important to honor Board Policy#23, Board Ethics and Conduct.The purpose of this
policy, effective July 16, 2016, Revised July 22, 2022,set forth a commitment to "promote and maintain
high standards of personal and professional conduct of Central San Board Members that reflect the
mission,vision, values and goals of the District and the communities it serves." Using this living
document I went and modeled appropriate quantitative and qualitative questions that we could use to
measure our modeling of this ethical conduct as a Board of Directors. Said questions were approved by
the Board.
Second, I incorporated some additional best practice measures found in successful Boards pertaining to
their role in effective governance practices also approved by the Board.
Third, we introduced a few narrative questions that are designed to measure areas where we are
performing well as Board Members,followed by areas for continuous improvement,among other of
future focus. Recall all these surveys were sent independently and anonymously by an outside Data
Manager,who assembled the feedback, recorded the comments verbatim and sent me this attached
report.
Our task at our open session on April 23, 2024 will be to review the survey results,discuss them,share
any observations and agree on a go forward action plan,as appropriate for improving the Board's
overall effectiveness. Please review the results, make any notes you wish prior to my presentation for
sharing and discussion.
Take care and thank you for your engagement in developing this new process.Your engagement in this
process really reflects the Board's commitment to modeling the core principles, ethics of good
governance, along with being transparent in serving your constituents.
April 23, 2024 Special Board Meeting Agenda Packet- Page 4 of 28
2024 Central San Board Member Assessment Survey SurveyMPo ey f 17
Category 1: Modeling of Board Ethics and Policies (BP 023
Measurement)
Answered: 5 Skipped: 0
100%
90% 20.00%
80% 40.00%
70% 60.00% 60.00%
60% 80.00%
50%
40% 8 0.(D 0% R 0.0 00
30%
20% 40.000% 400.00%
10% 20.00% 2 0'.0 010/4
0%
1.Board Members are 2.Board Members are 3.Board Members 4.Board Members are 5.Board Members are
vigilant in complyingaccountable to their create policies to ensure prudent in their exercise vigilant in understanding and
with applicable laws and constituents as a top proper fiscal prudence, of fiduciary applying the Brown Act
policies regarding their priority through risk management,and responsibilities in serving requirements by following
conduct,including open impartial and appropriate oversight. the ratepayers and other proper disclosure and
government,conflict of independent decision key stakeholders of the communication protocols.
hateres4 and financial making in light of the District.
disclosure laws. needs of the people they
Strongly Disagree Disagree Neutral Agree Strongly Agree
STRONGLY DISAGREE NEUTRAL AGREE STRONGLY TOTAL WEIGHTED
DISAGREE AGREE AVERAGE
1.Board Members are vigilant in 0.00% 0.00% 0.00% 80.00% 20.00%
complying with applicable laws and 0 0 0 4 1 5 4.20
policies regarding their conduct,
including open government, conflict of
interest, and financial disclosure laws.
2.Board Members are accountable 0.00% 0.00% 0.00% 40.00% 60.00%
to their constituents as a top priority 0 0 0 2 3 5 4.60
through impartial and independent
decision making in light of the needs
of the people they serve.
3.Board Members create policies 0.00% 0.00% 0.00% 20.00% 80.00%
to ensure proper fiscal prudence, 0 0 0 1 4 5 4.80
risk management, and appropriate
oversight.
4.Board Members are prudent in their 0.00% 0.00% 0.00% 40.00% 60.00%
exercise of fiduciary responsibilities in 0 0 0 2 3 5 4.60
serving the ratepayers and other key
stakeholders of the District.
5.Board Members are vigilant in 0.00% 0.00% 20.00% 40.00% 40.00%
understanding and applying the Brown 0 0 1 2 2 5 4.20
Act requirements by following proper
disclosure and communication
protocols.
April 23, 2024 Special Board Meeting Agenda Pack4t/Abge 5 of 28
2024 Central San Board Member Assessment Survey SurveyMPo ey f 17
Category 1: Modeling of Board Ethics and Policies (BP 023
Measurement)
answered: skipped'. 0
100%
90% 20.00%
80% 40.00%
70% 60.00%
60% 80.00% 80.00%
50%
40% 80.00%
30% 60.00%
20% R 0.0 00
10% 200.00% 20.00 00
0%
6.Board Members strive 7.Board Members base 8.Board Members 9.Board Members have a 10.Board Members are
to act in the public their decisions on the display the required dear understanding of their confidential in their actions
interest by recognizing merits and substance of the advocacy in executing role as a governing body as it to not disclose unauthorized
that stewardship of the matter at hand,rather than the official policies or pertains to making policy information that legally
public interest is their on unrelated positions of the Board to decisions,ensuring qualifies as confidential
primary concern considerations of personal the best of their ability, transparency,and mitigating without approval of the
assuring fair and equal interests. risk ensuring the fiscal Board.
treatment for all persons, integrity of their role in
claims,and transactions serving the ratepayers and
coming before the Board. stakeholders of the District.
Strongly Disagree Disagree Neutral Agree Strongly Agree
April 23, 2024 Special Board Meeting Agenda Packet/Abge 6 of 28
2024 Central San Board Member Assessment Survey SurveyMPx e5 of 17
STRONGLY DISAGREE NEUTRAL AGREE STRONGLY TOTAL WEIGHTED
DISAGREE AGREE AVERAGE
6.Board Members strive to act in the 0.00% 0.00% 0.00% 60.00% 40.00%
public interest by recognizing that 0 0 0 3 2 5 4.40
stewardship of the public interest is
their primary concern assuring fair and
equal treatment for all persons, claims,
and transactions coming before the
Board.
7.Board Members base their 0.00% 0.00% 0.00% 80.00% 20.00%
decisions on the merits and 0 0 0 4 1 5 4.20
substance of the matter at hand,
rather than on unrelated
considerations of personal interests.
8.Board Members display the 0.00% 0.00% 0.00% 20.00% 80.00%
required advocacy in executing the 0 0 0 1 4 5 4.80
official policies or positions of the
Board to the best of their ability.
9.Board Members have a clear 0.00% 0.00% 0.00% 20.00% 80.00%
understanding of their role as a 0 0 0 1 4 5 4.80
governing body as it pertains to
making policy decisions, ensuring
transparency, and mitigating risk,
ensuring the fiscal integrity of their
role in serving the ratepayers and
stakeholders of the District.
10.Board Members are confidential 0.00% 0.00% 0.00% 40.00% 60.00%
in their actions to not disclose 0 0 0 2 3 5 4.60
unauthorized information that legally
qualifies as confidential without
approval of the Board.
April 23, 2024 Special Board Meeting Agenda Packets Age 7 of 28
2024 Central San Board Member Assessment Survey SurveyMPo ey f 17
Category 2: Modeling of Proper Board Member Conduct Best Practices
Answered: 5 Skipped: 0
100%
90%
80% 4U.U0% 40.00%
70% 60.00% 60.00%
60%
50%
40%
30% 6U.0U% 60.00%
20% 40.0U% 40.00%
10%
0%
11.Board Members respect 12.Board Members practice 13.Board Members properly 14.Board Members display
the role of the Board President civility and decorum in honor ex parse effective problem solving
in maintaining order. discussions and debates. communications which may approaches by being properly
have occurred that relate to prepared at all meetings,listening
matters under consideration at attentively to all public discussions,
that Board meetingand focusing on the business at
or at an y hand.
future meetings.
Strongly Disagree Disagree Neutral Agree Strongly Agree
STRONGLY DISAGREE NEUTRAL AGREE STRONGLY TOTAL WEIGHTED
DISAGREE AGREE AVERAGE
11.Board Members respect the 0.00% 0.00% 0.00% 40.00% 60.00%
role of the Board President in 0 0 0 2 3 5 4.60
maintaining order.
12.Board Members practice civility and 0.00% 0.00% 0.00% 60.00% 40.00%
decorum in discussions and debates. 0 0 0 3 2 5 4.40
13.Board Members properly honor ex 0.00% 0.00% 0.00% 60.00% 40.00%
parte communications which may have 0 0 0 3 2 5 4.40
occurred that relate to matters under
consideration at that Board meeting or at
any future meetings.
14.Board Members display effective 0.00% 0.00% 0.00% 40.00% 60.00%
problem solving approaches by being 0 0 0 2 3 5 4.60
properly prepared at all meetings,
listening attentively to all public
discussions, and focusing on the business
at hand.
April 23, 2024 Special Board Meeting Agenda Packgt/Abge 8 of 28
2024 Central San Board Member Assessment Survey SurveyMPot��Ceyf 17
Category 2: Modeling of Proper Board Member Conduct Best Practices
Answered: 5 Skippe,
100%
90% 2U.U0%
80%
70% 600.00%
60% 80.00%
50%
40% 80.UO%
30%
20% 40.0U%
10% 20.00%
0%
15.Board Members work constructively 16.Board Members engage in healthy, 17.Board Members maintain
s a team employing collaborative, constructive,and civil debates.When a Board ongoing dialogue,outreach and
collegial,and productive working decision is made,each Board member honors visibility with key external
relationships that foster trust and that decision(or direction of the Board)and stakeholders and the various
respect. speakswith one voice going forward regarding constituencies/District's they
this decision.Note:This does or preclude the represent.
Board Member from sharing their feelings if the
decision by the Board may have differed from
their initial plans.
Strongly Disagree Disagree Neutral Agree Strongly Agree
STRONGLY DISAGREE NEUTRAL AGREE STRONGLY TOTAL WEIGHTED
DISAGREE AGREE AVERAGE
15.Board Members work 0.00% 0.00% 0.00% 80.00% 20.00%
constructively as a team employing 0 0 0 4 1 5 4.20
collaborative, collegial, and
productive working relationships
that foster trust and respect.
16.Board Members engage in healthy, 0.00% 0.00% 0.00% 40.00% 60.00%
constructive and civil debates. When a 0 0 0 2 3 5 4.60
Board decision is made, each Board
member honors that decision (or
direction of the Board)and speaks with
one voice going forward regarding this
decision. Note: This does not preclude
the Board Member from sharing their
feelings if the decision by the Board may
have differed from their initial plans.
17.Board Members maintain ongoing 0.00% 0.00% 0.00% 20.00% 80.00%
dialogue, outreach and visibility with 0 0 0 1 4 5 4.80
key external stakeholders and the
various constituencies/District's they
represent.
April 23, 2024 Special Board Meeting Agenda Packet/Abge 9 of 28
2024 Central San Board Member Assessment Survey SurveyMPo e8 of 17
Category 3: Board Member Engagement with the GM, Executive Team
and Staff
Answered: �kipped: 0
100%
90% 20.00% 20.00% 20.00% 20.00%
80%
70%
60% 400.00 00% 800.000
10/4
50% 60.00%
40% 80.00% 800.00 00
30%
20% R 0.0 00%
10% 2 0.0 0% 20.00 00
0%
18.Board Members 19.Board Members set a 20.Board Members 21.Board Members 22.Board Members do not
support the maintenance positive example of recognize and appreciate display appropriate interfere with the authority
of a positive and modeling the District's the special role of staff in authentic recognition and responsibility levels of the
constructive workplace culture,ethics, dealing with employees to when deserved of General Manager.When issues
for District employees. transparency and integrity avoid the perception of District Staff for their arise within the scope of their
based principles. inappropriate direction to contributions to the General Manager's oversight,
or treatment of staff mission and success of Board Members direct the staff
the District. member to the General
Manager's chain of review for
resolution.
Strongly Disagree Disagree Neutral Agree 0 Strongly Agree
STRONGLY DISAGREE NEUTRAL AGREE STRONGLY TOTAL WEIGHTED
DISAGREE AGREE AVERAGE
18.Board Members support the 0.00% 0.00% 20.00% 60.00% 20.00%
maintenance of a positive and 0 0 1 3 1 5 4.00
constructive workplace for District
employees.
19.Board Members set a positive 0.00% 0.00% 40.00% 40.00% 20.00%
example of modeling the District's 0 0 2 2 1 5 3.80
culture, ethics, transparency and
integrity based principles.
20.Board Members recognize and 0.00% 0.00% 0.00% 80.00% 20.00%
appreciate the special role of staff in 0 0 0 4 1 5 4.20
dealing with employees to avoid the
perception of inappropriate direction
to or treatment of staff.
21.Board Members display 0.00% 0.00% 0.00% 20.00% 80.00%
appropriate authentic recognition 0 0 0 1 4 5 4.80
when deserved of District Staff for
their contributions to the mission and
success of the District.
22.Board Members do not interfere 0.00% 0.00% 0.00% 80.00% 20.00%
with the authority and responsibility 0 0 0 4 1 5 4.20
levels of the General Manager. When
issues arise within the scope of their
General Manager's oversight, Board
Members direct the staff member to
the General Manager's chain of
review for resolution.
April 23, 2024 Special Board Meeting Agenda Packgt/Abge 10 of 28
2024 Central San Board Member Assessment Survey SurveyMPo ey f 17
Category 3: Board Member Engagement with the GM, Executive Team
and Staff
Answered: _�kipped: 0
100%
90%
80% 40.00% 40.00%
70% 60.00% 60.00%
60%
50%
40%
30% 60.00% 60.00%
20% R 0.0 0% 40.00%
10%
0%
23.Board Members respect their role in 24.Board Members respect their 25.The Board president has a 26.Each Board Member has a
setting forth"the ends"to effectively role in not delving into the tactical constructive working constructive working relationship
manage the General Manager's details(the means)of how relationship with the General with the General Manager(i.e.,
performance and other success measures. operational execution will be Manager(i.e.,supportive and support and collaborative,yet
Ends include participation in the strategic achieved in making decisions on collaborative,yet independent). independent).
planning process,proper governance, programs,personnel,operational
setting policy,delegating proper authority, es,techniques,and resolving
responsibility and decision making for routine day-to-day problems.Board
operational execution of the strategic plan Members have appropriate
through the General Manager. documentation of their roles and
responsibilities.
Strongly Disagree 0 Disagree Neutral Agree Strongly Agree
April 23, 2024 Special Board Meeting Agenda Packgt/Abge 11 of 28
10
2024 Central San Board Member Assessment Survey SurveyMot��Cey of 17
STRONGLY DISAGREE NEUTRAL AGREE STRONGLY TOTAL WEIGHTED
DISAGREE AGREE AVERAGE
23.Board Members respect their role 0.00% 0.00% 0.00% 40.00% 60.00%
in setting forth"the ends"to effectively 0 0 0 2 3 5 4.60
manage the General Manager's
performance and other success
measures. Ends include participation
in the strategic planning process,
proper governance, setting policy,
delegating proper authority,
responsibility and decision making for
operational execution of the strategic
plan through the General Manager.
24.Board Members respect their role 0.00% 0.00% 0.00% 60.00% 40.00%
in not delving into the tactical details 0 0 0 3 2 5 4.40
(the means)of how operational
execution will be achieved in making
decisions on programs, personnel,
operational issues, techniques, and
resolving routine day-to-day
problems. Board Members have
appropriate documentation of their
roles and responsibilities.
25.The Board President has a 0.00% 0.00% 0.00% 40.00% 60.00%
constructive working relationship with 0 0 0 2 3 5 4.60
the General Manager(i.e., supportive
and collaborative, yet independent).
26.Each Board Member has a 0.00% 0.00% 0.00% 60.00% 40.00%
constructive working relationship with 0 0 0 3 2 5 4.40
the General Manager(i.e., support
and collaborative, yet independent).
April 23, 2024 Special Board Meeting Agenda Packgt/14ge 12 of 28
11
2024 Central San Board Member Assessment Survey SurveyMPot��Cey of 17
What do you consider this Board's greatest strength among its
Board Members and what is working well at this time?
Answered: 5 Skipped: 0
# RESPONSES
1 The board's commitment to working civilly with one an other. We are aligned on keeping our finances in high
performance and keeping on top of OPEB and Pension funding. We are aligned on executing our CIP. Board's
willingness to listen to other: attendance of meeting with the labor unions, attendance of conferences, chamber of
commerce meetings etc. to meet with other electeds
2 -Concern for rate payers/public -Appreciation of staff and willingness to recognize staff for work
3 Varied expertise and we are getting better at working together and respecting each others contributions.
4 Board Member dedication and range of expertise. Sharing in Board meetings.
5 Gender diversity has been an added strength and decision making has been more compassionate.
April 23, 2024 Special Board Meeting Agenda Packet/Abge 13 of 28
12
2024 Central San Board Member Assessment Survey SurveyMPot��Cey of 17
What do you consider areas that this Board and its members need to
further strengthen going forward?
Answered: 5 Skipped.
# RESPONSES
1 Having good projections on projects in order to reduce carryover due to not completing the project low. Making sure the
DEI goals are an effective investment. The goals need to be established and measuremable. Building trust that the
board holds itself to a high DEI standard and sets a good example. Making sure the Net Zero Emissions goals are
established and measurable.
2 -holding each other accountable to the conduct described in Policy 23
3 We need to be better at setting the example for DEI and self monitoring our performance as a Board. We also need to
continue working on respecting each other and being open to different ideas.
4 Clarity in explanations.
5 Racial sensitivity when making comments The role of staff in helping to develop draft policies
April 23, 2024 Special Board Meeting Agenda PackA J Mge 14 of 28
13
2024 Central San Board Member Assessment Survey SurveyMPol��Cey of 17
Compare where we are today versus this time last year, what areas have
you noted where we have some positive improvement as Board
Members? Be specific.
Answered: 5 Skipped: 0
# RESPONSES
1 Interpersonal conflict seems to have improved since last year. District has been going through a more steady time this
year.
2 -more trust
3 Treating each other with respect and listening to each other. The process of replacing a Board Member was a major
low point/learning opportunity. How to have a difficult conversation was also helpful.
4 Much less internal friction.
5 Our ability to listen to each other Less emotional responses, more thought in decision making
April 23, 2024 Special Board Meeting Agenda Packer J Mge 15 of 28
14
2024 Central San Board Member Assessment Survey SurveyMPot��Cey of 17
Do you feel Board Members display in their personal actions the
governing values and communication sensitivities inherent in the
District's diversity, equity and inclusion programs? If so, what are we
doing well as Board Members in modeling these behaviors? If not, what
areas still need some level of improvement?
Answered: 5 Skipped: 0
# RESPONSES
1 1 think the board could do better at modeling DEI behaviors. I think there is feedback that the board should govern itself
around DEI and set an example on DEI.
2 In general, the Board should be aware of the diversity of the staff and the public and should communicate in a way that
is inclusive.
3 We are open to DEI, but suffer from foot in mouth syndrome. We need to develop self-monitoring guidelines and
integrate feedback/process checks. We need to manage ourselves and not expect staff to do that for us. We as Board
Members need to speak-up when things go awry.
4 Supporting DEI efforts.As individuals we need to engage more.
5 Sensitivities need to improve on the part of one Board Member however that may be a challenge given behaviors are
learned over time
April 23, 2024 Special Board Meeting Agenda PackL4 J 05ge 16 of 28
15
2024 Central San Board Member Assessment Survey SurveyMPot��Cey of 17
Are there any areas where we are getting stuck as Board Members or
obstacles preventing our success as a governing body beyond question 2
above? What recommendations do you have that may need a deeper
discussion, review or action?
Answered: 4 Skipped: 0
# RESPONSES
1 1 suggest building processes around DEI so there is not a"heat of the moment" pressure in being perfect.
2 We need to be aware of the risk to the District when we do not hold each other accountable to the principles in Policy
23.
3 Not really
4 1 can't identify any areas where we are stuck
April 23, 2024 Special Board Meeting Agenda PackL4 J Mge 17 of 28
16
2024 Central San Board Member Assessment Survey SurveyMPot��Cey of 17
Going forward what do you plan to do even better to improve your
effectiveness as a Board Member to meet the mission of Central San in
service to the ratepayers, staff and other stakeholders?
Answered: 5 Skipped: 0
# RESPONSES
1 1 have been increasing my attendance of conferences and meetings outside the basic board meetings and
committee meetings. I have been increasing my opportunities to educate the public about the importance of water
treatment.
2 1 plan to continue to be a good steward of the ratepayer's money and support efforts to maintain infrastructure to
protect public health.
3 Listening to my fellow Board Members and respecting their perspectives on issues. Not being afraid to respectfully
confront a Board Member when they step out of line from a DEI perspective.
4 Learn how to better express myself.
5 Work with a Board Member to ensure comments are not shared in a public forum before the impact of that
comment is understood
April 23, 2024 Special Board Meeting Agenda Packer J Mge 18 of 28
17
2024 Central San Board Member Assessment Survey SurveyMPot��Cey of 17
Anything else you wish to add for this Board self-assessment
process not covered in this survey?
Answered: 4 Skipped: 1
# RESPONSES
1 No
2 This Board has improved a lot in the past 6 months. We hit a horrible low during the Board vacancy replacement
process. It's unfortunate that staff and members of the Public had to show us how to behave.
3 Not at this time.
4 1 am impressed with the respect we have for each other and see emotional progress. We address issues with more
compassion and I hope our new Districts don't divide our decision making as we serve the whole District
April 23, 2024 Special Board Meeting Agenda Packer�Abge 19 of 28