HomeMy WebLinkAbout12.a. Review new Administrative Policy No. AP 113 - Employee Participation on Specified Internal CommitteesPage 1 of 4
Item 12.a.
110ENTRAL SAN
November 21, 2024
FROM: TEJI O'MALLEY, HUMAN RESOURCES AND ORGANIZATIONAL
DEVELOPMENT MANAGER
PHILIP LEIBER, DEPUTYGM-ADMINISTRATION
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: REVIEW NEW ADMINISTRATIVE POLICY NO. AP 113— EMPLOYEE
PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES
Strategic Plan re -In
GOAL THREE: Workforce Diversity and Development
Strategy 3 - Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive
GOAL SEVEN: Innovation and Agility
Strategy 3 - Be adaptable, resilient, and responsive
ATTACHMENTS:
1. AP 113 Employee Participation on Specified Internal Committees
November 21, 2024 Regular Board Meeting Agenda Packet - Page 95 of 164
Number: AP 113
Authority: General Manager
Effective: January 1, 2025
Revised:
Reviewed:
Initiating Dept/Div: Administration
Date Signed:
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Teji O'Malley, Manager of Human Resources and Organizational Development
Philip Leiber, Deputy General Manager of Administration
Roger S. Bailey, General Manager
ADMINISTRATIVE PROCEDURE
EMPLOYEE PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES
1. PURPOSE
Central Contra Costa Sanitary District's (Central San's) maintains several internal
committees to address important agency -wide concerns. Effective employee
participation on these committees is necessary to advance the goals of the
committees. This procedure addresses matters to support and encourage such
participation.
2. SCOPE
This administrative procedure shall apply to employee participation on specified
committees identified by the General Manager including but not limited to:
Districtwide Safety Committee and the Diversity Equity & Inclusion Committee.
The General Manager may designate other District committees as eligible for
coverage under this Administrative Procedure.
3. BACKGROUND
The Districtwide Safety Committee and the Diversity Equity & Inclusion Committee
(the successor to the DEI Task Force) ("the Committees") are committees established
by Central San management to advance important priorities of the District, and have
November 21, 2024 Regular Board Meeting Agenda Packet - Page 96 of 164
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Number: AP 113
EMPLOYEE PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES
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charters governing their purpose, operation, governance, and membership. Members
of each such committee are approved by Management.
4. COMMITTEE PARTICIPATION
To facilitate the participation on the Committees, to ensure their effective operation
and completion of specified deliverables, the General Manager may authorize the
award of administrative leave time for participation in Committee consistent with the
following:
A. Leadership and Participation
Employees appointed to Committees shall be eligible for the award of
administrative leave recommended by the Committee Chair, and approved by the
General Manager consistent with the following guidelines:
• Chair role: Up to 16 hours annually.
• Member roles: Up to 8 hours annually.
The Committee Chair shall provide a recommendation to the General Manager of
recommended leave consistent with the above awards when the employee
participant has served and:
• Attended at least 90% of scheduled meetings.
• Actively participated in Committee business.
B. Completion of Specified Assignments
The Committee Chair shall, at the beginning of each fiscal year, submit a list of
key deliverables to be completed by the Committee to the General Manager. The
Committee Leader shall develop a workplan for the completion of deliverables by
Committee members and determine the weight of each deliverable (small, mid-
size, and major).
Committee members shall be eligible for a recommendation of an additional award
of administrative leave time by the Committee Chair for the successful completion
of assigned key deliverables, subject to approval by the General Manager
consistent with the following guidelines:
• Smaller deliverables: Up to 8 hours.
• Mid-sized deliverables: Up to 16 hours.
• Major deliverables: Up to 24 hours.
November 21, 2024 Regular Board Meeting Agenda Packet - Page 97 of 164
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Number: AP 113
EMPLOYEE PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES
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Awards will not exceed 40 hours per year in total, for categories A and B above,
and regardless of the number of committees on which someone serves.
Managers of the assigned employees shall be consulted prior to and during
committee assignments to ensure impacts to daily assigned work are minimized.
5. AWARD PROCESS
After the completion of the fiscal year, proposals for award of administrative leave
shall be provided to the General Manager. The proposed award amounts are to be
discussed and reviewed by the Executive Team in July or as soon as feasible
thereafter, to result in final specified award amounts.
6. PERIODIC PROCEDURE REVIEW
This Administrative Procedure shall be reviewed periodically and revised as needed
to ensure it accurately reflect changes in Central San's operations, laws/regulations,
personnel and objectives. Consistent with all Central San's Administrative
Procedures, any changes must be authorized by the General Manager prior to taking
effect.
[Original Retained by the Secretary of the District]
November 21, 2024 Regular Board Meeting Agenda Packet - Page 98 of 164