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HomeMy WebLinkAbout09.c. Receive Administrative Procedure (AP) 112 - Onboarding New Board MembersPage 1 of 4 Item 9.c. 110ENTRAL SAN October 17, 2024 FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE ADMINISTRATIVE PROCEDURE (AP) 112 - ONBOARDING NEW BOARD MEMBERS As requested by the Board, staff has created an administrative procedure for onboarding newly elected or appointed Board Members. Staff is requesting the Board provide input to the attached procedure. Strategic Plan re -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. Draft AP 112 - Onboarding New Board Members October 17, 2024 Regular Board Meeting Agenda Packet - Page 126 of 209 Number: AP 112 Related Board Policy: Authority: General Manager Effective: Initiating Dept/Div: Secretary of the District Date Signed: Roger S. Bailey, General Manager 1. PURPOSE Page 2 of 4 ATTACHMENT 1 ADMINISTRATIVE PROCEDURE ONBOARDING NEW BOARD MEMBERS To set forth an Administrative Procedure regarding onboarding newly elected Board Members. 2. ISSUE Onboarding procedures for Central San Board Members aim to provide comprehensive orientation and training to ensure that new members understand their roles, responsibilities, and the operations of the special district. 3. GUIDELINES A. Welcome New Board Member(s): Send a welcome letter to new Board Member(s) to include: • Updated Board Member Handbool containing essential documents such as the district's bylaws, mission statement, organizational chart, past meeting minutes, budget documents, and relevant policies and procedures. B. Orientation Session: Schedule an orientation session for new board members to meet with key staff members, existing Board Members, and legal counsel. This session should cover the following topics: • Overview of the special district's history, purpose, and service area. • Explanation of the Board's role, duties, and responsibilities under California law. • Introduction to staff members and their respective roles. • Review of the District's financial status, budgeting process, and fiscal responsibilities. October 17, 2024 Regular Board Meeting Agenda Packet - Page 127 of 209 Page 3 of 4 Number: AP 112 ONBOARDING NEW BOARD MEMBERS Page 2 of 3 • Discussion of ongoing projects, initiatives, major legal cases in process or on the horizon, as well as any other challenges facing the District. • Overview of meeting procedures, parliamentary rules, and ethics and harassment requirements. • HR Paperwork: Human Resources will distribute and review benefits - related forms with newly elected Board Members as follows. • Employment Eligibility Verification (Form 1-9) • Medical/Dental Insurance • W-4 Form • Contact Information C. Reorganization Proceedings: • Adopt a Resolution accepting the results of the election. • Recognition and comments by outgoing Board Members • Oath of Office for new Board Member(s) • Prepare and distribute reorganization notice D. New Board Member Reception: Finalize planning for reorganization reception for newly elected Board Member(s). • Finalize list of attendees; send invitations; track RSVP's • Finalize plans with caterer • Finalize room setup plans with B&G • Finalize table decorations • Finalize shopping list • Finalize list of people to help with event/cleanup • Finalize other details such as program, new Board Member(s) and guest name tags. E. Transition Incoming Board Members: The following is a list of tasks relating to the successful transition of newly elected Board Members. • Obtain and update Board contact list • Obtain bio information for new Board Member(s); add to website • Order Building Access Card: (Email request to Risk one week prior to card issuance) • Order District issued electronics; IT to set up pertinent District accounts such as Email, Dropbox, One Meeting access, etc. • Order hard hat from warehouse and affix name • Order safety glasses, vests and ear plugs and affix names • Create Outlook calendar for new Board member(s) • Order lapel badge(s) • Send a meeting invite to new Board Members to pick up iPad, keys, business cards, and other District issued items • Newly elected Board Member(s) sign Certificate of Election accepting election results. October 17, 2024 Regular Board Meeting Agenda Packet - Page 128 of 209 Page 4 of 4 Number: AP 112 ONBOARDING NEW BOARD MEMBERS Page 3of3 • Arrange for head shot photo of new Board Member(s) and a new group photo of all Board Members; add to website • Mount new Board Member(s) photo in lobby • Send meeting invites for upcoming Board and Committee meetings for those they are scheduled to attend • Prepare assuming office Form 700 for new member • Order new name plate(s) for Board Room (RSC) • Inform CASA of any changes in Board Members • Provide current year and next year's Board calendars • Provide telephone/voicemail Listing • Provide Lateral Connections/Pipeline • Provide Dropbox instructions or training • Provide One Meeting Agenda Management system instructions or training • Revise all templates (agenda, minutes, and letterhead) F. Training Workshops: Offer training workshops or seminars on topics relevant to special district governance, as well as any required training: • Public agency law and compliance requirements. • Open meeting laws (Brown Act) and public records laws (California Public Records Act). • Financial management, including budgeting, accounting, and financial reporting. • Conflict of interest laws and ethical considerations for Board Members. • Effective communication and teamwork skills. • Provide details about scheduling required Harassment and Ethics training. G. Regular Updates and Continuing Education: Encourage ongoing learning and professional development by providing regular updates on relevant laws, regulations, and best practices. Board Members should also be encouraged to attend conferences, workshops, and seminars related to special district governance. H. Evaluation and Feedback: Periodically evaluate the effectiveness of the onboarding process and solicit feedback from new Board Members to identify areas for improvement. [Original retained by the Secretary of the District] October 17, 2024 Regular Board Meeting Agenda Packet - Page 129 of 209