HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 01/23/2018FIN A N C E A N D HUMA N RESO URC ES C O MMIT T EE
J anuary 23, 2018 - 3:30 PM
31111 Greenspot Road, Highland, C A 92346
AG E N D A
C A LL TO O RD ER
P LED G E O F A LLEG IA N C E
P UBLIC C O MMEN T S
N E W B U SI N E SS
1.Approve the October 19, 2017 Finance and Human Resources Standing Committee
Meeting Minutes
2.Updates to the Board of D irectors' Evaluation Policy and the General
Manager/C EO Evaluation Policy
3.Discuss Upcoming Finance and Human Resources Committee Meetings
AD J O U RN
P LEAS E NO T E:
P urs uant to G o vernment C ode S ectio n 54954.2(a), any reques t fo r a d is ability-related modific ation or
ac commod ation, inc luding auxiliary aid s o r s ervices , that is s o ught in ord er to participate in the ab o ve-
agendized pub lic meeting s hould be d irected to the District C lerk at (909) 885-4900 at leas t 72 ho urs prior
to said meeting.
Page 1 of 2
Minutes 10/19/17 cmk
Subject to Approval
EAST VALLEY WATER DISTRICT October 19, 2017
FINANCE AND HUMAN RESOURCES STANDING COMMITTEE MEETING
MINUTES
Ms. Koide called the meeting to order at 1:30 p.m. and Director Morales led the flag
salute.
PRESENT: Directors: Smith, Morales
ABSENT: Kerrie Bryan, Human Resources/Risk & Safety Manager
STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial
Officer; Justine Hendricksen, District Clerk; Christi Koide,
Administrative Assistant
GUEST(s): None
PUBLIC COMMENTS
The Administrative Assistant declared the public participation section of the meeting
open at 1:33 p.m.
There being no written or verbal comments, the public participation section was closed.
REVIEW TRANSFER OF UNCLAIMED FUNDS INTO THE DISTRICT GENERAL FUND
The Chief Financial Officer discussed the procedure to transfer unclaimed funds or
“stale-dated” checks into the District’s General Fund, as described in the Government
Code and Code of Civil Procedure for the State of California.
REVIEW ADMINISTRATIVE POLICIES: PUBLIC RECORDS REQUEST POLICY AND BROWN
ACT POLICY
The District Clerk gave an overview of the requirements for the “District Transparency
Certificate of Excellence” application through the Special District Leadership
Foundation (SDLF) which include: demonstrating basic transparency requirements and
best practices throughout the District; ethics training, audits, website requirements;
and adoption of specific policies.
The District Clerk discussed the draft Public Records Request and Brown Act – Open
Meeting Policies.
Page 2 of 2
Minutes 10/19/17 cmk
ADJOURN
The meeting adjourned at 1:58 p.m.
James Morales, Jr., Ronald L. Coats,
Governing Board Member Governing Board Member
S TAF F R E P O RT
Agend a Item #2.
Meeting Date: January 23, 2018
Dis cus s ion Item
To: F I NANC E A ND HUMAN R ES O UR C ES C O MMI T T E E
F rom: HR /R is k & S afety Manager
Subject: Updates to the Board o f Direc to rs ' Evaluatio n P o licy and the G eneral Manager/C E O Evaluatio n
P olic y
R E C O MME N D AT IO N:
T his report is provid ed to the F inance and Human R es o urc es C ommittee for review and info rmation only.
B AC KG R OUN D / AN ALYS IS :
After exp res s ing the desire for a formal p ro c es s to evaluate the Bo ard of Direc tors and G eneral
Manager/C EO , the Bo ard of Direc tors ap p ro ved fo rmal evaluation polic ies in December of 2016 for inc lus io n
in the Bo ard o f Direc tor ’s Hand b o o k.
T hes e po lic ies were imp lemented d uring the 2017 evaluatio n o f the Bo ard of Direc tors and G eneral
Manager/C EO . S inc e the imp lementation p ro cess it was determined that the fo llo wing up d ates s ho uld be made
as follows :
1. Board of Direc to rs Evaluatio n P o licy – T his p o licy set the s ched ule for Board o f Direc tor evaluatio ns
to b e cond uc ted every two years in odd-numbered years to allow fo r all Direc tors to have served a
minimum o f one full year on the Board prior to b eing evaluated .
In Marc h o f 2017, the Board o f Direc to rs adopted R es o lutio n 2017.05 approving a c hange in the regular
election fo r the Board from Novemb er o f o d d -numb ered years to the s tatewid e general election in
No vemb er of even-numbered years . In acc o rd anc e with this c hange in electio n c yc le, the Board of
Directors Evaluation P olic y s ched ule is now s et for evaluations to be c o nducted every two years in
even-numbered years.
2. G eneral Manager/C EO Evaluation P o licy – As p art of post-p ro ces s ing as s es s ment after the
imp lementatio n o f the G eneral Manager/C EO Evaluation P o licy, it was determined that s light
ad justments to the polic y b e made to align with the District’s strategic initiatives.
T hes e ad justments inc lud e res p o ns ibility for the G eneral Manager/C EO to sub mit a self-evaluation to
the Board o f Direc tors annually and the Bo ard will c ontinue to evaluate the G eneral Manager/C EO
annually. If the Board wis hes to amend o r extend the G eneral Manager/C EO ’s c o ntract p rio r to an
annual evaluation, the rating proc es s will inc lude a 360-degree evaluation whic h includ es rating b y s enior
management, and may inc lude rating b y subordinate s taff, in ad d ition to the s elf-evaluation and Bo ard of
Director ’s evaluatio n.
AG E N C Y ID E ALS AN D E N D E AVO R S :
Ideals and End eavor I I - Maintain An Environment C ommitted To Elevated P ublic S ervice
(D) - Maximize s taff and G overning Board c ap ab ilities thro ugh o ngo ing pro fes s io nal d evelopment
R E VIE W B Y OT HE R S :
T his agenda item has been reviewed b y the Adminis trative team.
F IS C AL IMPAC T :
T here is no fis c al impac t as s o ciated with this agenda item.
ATTAC H M EN TS:
Description Type
Board of Directors Evaluation P olicy Backup Material
General Manager/CE O Evaluation P olicy Backup Material
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: Board of Directors Evaluation Policy
Original Approval Date:
December 14, 2016
Last Revised:
January 24, 2018
Policy No:
Board of
Directors
Handbook
Page
1 of 2
Purpose
This policy is designed to provide professional development opportunities to the Board of
Directors which will enhance Board contributions and assist in the achievement of the
District’s strategic objectives.
Policy
It is the policy of East Valley Water District to regularly evaluate the Directors related to
their contributions to the Board. The feedback received will provide an invaluable
measurement by which the Board can prioritize its goals for the future while promoting
the highest standards of Board governance.
A 360-degree (multi-rater) evaluation process will be conducted to create a channel of
open communication through verbal feedback from raters. Raters will include self (self-
rater), fellow Directors, and the Senior Management Team.
The evaluation process will be facilitated by an independent third-party consultant
(Consultant) selected by the full Board of Directors and will consist of verbal interviews
and discussions between the Consultant and each rater.
Schedule for Evaluation
A. The Board of Directors evaluation process will be conducted every two years in
even numbered years. This will allow for all Directors to have served a minimum
of one full year on the Board prior to being evaluated.
B. The evaluation process will be initiated by January 15th and conclude by the end
of February, during even numbered years, to coincide with the General
Manager’s evaluation process. Final reports will be prepared and presented in
March of each year.
Performance Evaluation Procedure
1. Consultant will contact all Directors and raters at the start of the evaluation
process and give them the evaluation timeline.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: Board of Directors Evaluation Policy
Original Approval Date:
December 14, 2016
Last Revised:
January 24, 2018
Policy No:
Board of
Directors
Handbook
Page
2 of 2
2. Consultant will conduct individual interviews with each Director to obtain their
verbal feedback (self-rater) based on a set of questions and/or competencies
determined by the Board prior to the start of the evaluation proc ess. During this
same interview, after the completion of the self-rating, Consultant will interview
the Directors regarding their fellow Directors.
3. Upon completion of Director interviews, Consultant will meet with the Senior
Management Team to obtain verbal feedback on all Directors.
4. After interviews have been conducted, Consultant and the General Manager/CEO
will meet with each individual Director to provide verbal feedback and discuss
how the information received can help enhance Director contributions to carry
out the vision and strategic direction of the District.
Confidentiality Disclosure
As the purpose of this evaluation process is to provide individual professional development
for each Director, the Consultant and General Manager/CEO will not share feedback
obtained with fellow Directors or staff members. The feedback and comments received
during the interview process will remain anonymous.
Revised: January 24, 2018
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Evaluation Policy
Original Approval Date:
December 14, 2016
Last Revised:
January 24, 2018
Policy No:
Board of
Directors
Handbook
Page
1 of 2
Purpose
This policy is designed to ensure that the Board of Directors and the General Manager/CEO
are in sync on carrying out the vision and strategic direction of the District. Evaluation of
the General Manager/CEO can help improve confidence, support professional
development, and enhance productive interactions between the Board, General
Manager/CEO, and District staff.
Policy
It is the policy of East Valley Water District to regularly evaluate the General Manager/CEO
related to performance standards and completion of specified goals and objectives
determined prior to the start of the evaluation process.
The evaluation process may include self-evaluations, evaluations by the Board of Directors,
and 360-degree (multi-rater) evaluations to create a channel of open communication
through feedback from raters. 360-degree raters may include, in addition to Director and
self-evaluations, senior management and subordinate staff.
The evaluation process will be facilitated by an independent third-party consultant
(Consultant) selected by the full Board of Directors and will consist of interviews and
discussions between the Consultant and each rater. The Consultant will provide all
necessary forms and will compile final reports at the end of the evaluation process.
Schedule for Evaluation
A. The District will initiate the evaluation process by January 15th of each year and
conclude by the end of February in order to have final reports prepared and
presented to the General Manager/CEO and Board of Directors in March of each year.
B. The evaluation process will be at the discretion of the Chair and Vice Chair and the
rating process will include an annual self -evaluation and Board of Director’s
evaluation of the General Manager/CEO.
If the Board wishes to amend or extend the General Manager/CEO’s contract prior
to an annual evaluation, the rating process will include a 360 -degree evaluation
which includes rating by senior management, and may include rating by subordinate
staff, in addition to the self-evaluation and Board of Director’s evaluation.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Evaluation Policy
Original Approval Date:
December 14, 2016
Last Revised:
January 24, 2018
Policy No:
Board of
Directors
Handbook
Page
2 of 2
Performance Evaluation Procedure
1. Consultant will contact all parties involved in the General Manager/CEO’s
evaluation process, including raters, and explain their role in the process along
with directions on completing evaluation forms. An evaluation timeline will be
given.
2. The General Manager/CEO will complete his/her self-evaluation. Once the self-
evaluation is complete, Consultant will conduct an individual interview with the
General Manager/CEO to discuss the self-evaluation.
3. Raters will complete evaluation forms, then C onsultant will conduct interviews
for their feedback and comments.
4. After all interviews have been conducted, Consultant will prepare the final
evaluation reports.
5. Final evaluation reports will be presented to the Board of Directors and General
Manager/CEO.
6. Consultant will conduct a one-on-one meeting with the General Manager/CEO to
summarize the evaluation reports and provide coaching on identified areas of
improvement, if necessary, to enhance the General Manager/CEO’s abilities to
carry out the vision and strategic direction of the District.
7. Completed evaluation reports will be maintained in the General Manager/CEO’s
Personnel File in the Human Resources office.
Confidentiality Disclosure
The feedback and comments received during the interview process will remain
anonymous and Consultant will only share feedback obtained with the General
Manager/CEO and the Board of Directors.
Revised: January 24, 2018