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
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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
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• 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
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Number: AP 112
ONBOARDING NEW BOARD MEMBERS
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• 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