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HomeMy WebLinkAbout03.a. Review Committee Charter as set forth in Board Policy No. BP 013 - Standing Committee Protools, Guidelines and ChartersPage 1 of 6 Item 3.a. F__1_448�411C_S0 January 14, 2025 TO: ADMINISTRATION 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, GUIDELINES AND 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. Strategic Plan Tie -In GOAL ONE: Customer and Community Strategy 1— Deliver high -quality customer service GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility ATTACHMENTS: 1. BP 013 - Charter for Administration January 14, 2025 Regular ADM IN Committee Meeting Agenda Packet - Page 3 of 66 Page 2 of 6 Number: BP 013 Authority: Board of Directors Adopted: March 6, 2014 Revised: February 22, 2024 Reviewed: February 6, 2024 Initiating Dept./Div.: Administration BOARD POLICY BOARD COMMITTEES PURPOSF 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 the District'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 14, 2025 Regular ADM IN Committee Meeting Agenda Packet - Page 4 of 66 Page 3 of 6 Number: BP 013 BOARD COMMITTEES Page 2 of 8 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. Eel 210I21d_1WeZe7VAl► IIa121Oeil]191ZII1►1:K 1. 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 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 Members in Divisions 4 and 5 will serve on one Committee Calendar Year 2027 Members in Divisions 1 and 2 will serve on one Committee Calendar Year 2028 Rotation by Divisions 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 14, 2025 Regular ADM IN Committee Meeting Agenda Packet - Page 5 of 66 Page 4 of 6 Number: BP 013 BOARD COMMITTEES Page 3 of 8 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 approval: • 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 14, 2025 Regular ADM IN Committee Meeting Agenda Packet - Page 6 of 66 Page 5 of 6 Number: BP 013 BOARD COMMITTEES Page 4 of 8 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 14, 2025 Regular ADM IN Committee Meeting Agenda Packet - Page 7 of 66 Page 6 of 6 Number: BP 013 BOARD COMMITTEES Page 5 of 8 CHARTER ADMINISTRATION COMMITTEE Members Chair, Member Meeting Schedule Monthly, or as needed (subject to rescheduling or cancellation) 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 Policy development and review • Strategic Plan • Safety and security matters • Public outreach • Human Resources • Information Technology • Legislative matters Scope Review and address staff recommendations. May direct the General Manager to conduct additional research within the Committee's Policy Areas. The Committee is tasked to: • Develop new, or review and revise existing, District policies for Board consideration • Review and monitor compliance with Strategic Plan • Review and make recommendations on policy -related safety and security matters • Ensure adequate public outreach of policy -related District services and programs (outreach for specific programs may be referred to the appropriate Committee by the General Manager) • Review and make recommendations on relevant Human Resources matters • Review Information Technology policy matters • Review specific legislation if requested to do so by the Board Revised by Board 3/6/14, 4/26/15, 2/18/16, 7/6/17, 4/26/18, 8/6/20, 2/3/22 January 14, 2025 Regular ADM IN Committee Meeting Agenda Packet - Page 8 of 66