10/23/2014
Standing Committees Present and Future
linda A. Nemeroff District Secretary October 29, 2014
Standing Committees Standing committees are long-term subunits of the Board that have jurisdiction over a continuing subject matter. The Board first incorporated Standing Committees into its governance structure in the early 1960s, and these Committees have evolved over time based on the needs of the Board/District.
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Committees of the Present With the exception of the Finance Committee, the Board's existing committee structure has been in place since 1998. In May 2003, the former Executive Committee was eliminated and replaced with the Finance Committee. Other than adding the word 11Audit" to the Finance Committee's name, there have been no changes to the committee· structure in 11 yea rs.
Role of Standing Committees • The four Standing Comm ittee serve specific roles: - The External Affairs Committee is responsible for the following: o o
o o
o
o
Matters dealing with legislation and legislat ive goa ls and program s Relations with public officials, public age ncies, and private secto r pa rtners such as employers and community groups M arketing and adve rtising District Advisory Committee Liaison with the exception of the Service Review Advisory Committee (SRAC) Pol icies/procedures for publ ic meetings and appeara nces Procurements, Requests for Proposals and grant s for item s which are w ithin t he purview of t he Co mmittee.
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Role of Standing Committees • The four Standing Committee serve specific roles: - The Finance & Audit Committee is responsible for the following: Budget/financial status review (expenditures/revenue sources) Debt services, investments, bond instruments, and related policies Pension actuarial considerations Acquisition, development and disposition of real property Fare change considerations (in conjunction with the Planning Committee) Federal, State and local applications relating to grants and funding Audit services contracts and review of annual audits Banking services contracts Review of periodic reports relating to internal audits, grant status, disposal of surplus property, contracts and purchasing activity Policies for acquisition and disposition of equipment and services Policies relating to Directors/Officers travel and expense reimbursement
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Role of Standing Committees - Finance & Audit Committee, continued: Policies, status and goals relating to Disadvantaged Business Enterprise (DBE) activities Oversight review of contract administration Employee relations, operational efficiencies and economics of the District's administrative organization structure Changes in salary grades Quarterly Grant Reports Procurements, Requests for Proposals and grants for items which are within the purview of the Committee
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Role of Standing Committees • The four Standing Committee serve specific roles: - The Planning Committee is responsible for the following: • Planning of facilities, equipment and service changes • Need for various capital projects and design • Recommendation for services adjustments (unless minor) • Fare Change considerations (in conjunction with the Finance and Audit Committee) • Title VI review • Procurements, Requests for Proposals and grants for items which are within the purview of the Committee
Role of Standing Committees • The four Standing Committee serve specific roles: - The Operations Committee is responsible for the following: •
Monitoring the implementation of programs from the Planning Committee and approved by the Board of Directors
•
Operational standards and passenger safety and security
•
Maintenance standards of facilities, equipment and parts and their replacement policies
•
Recommendations for fare adjustments plan
•
Passenger information, including signage
•
Board Rules for Procedures
•
Personnel and Employee Relations
•
Establishment of new classification specifications
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Role of Standing Committees - Operations Committee, continued : • Affirmative Action/Equal Employment Opportunity •
Customer Services
•
Periodic reports on operatio ns, customer comp laints, and results of service changes
•
Procurements, Requests for Proposals and grants for items which are within the purview of the Committee. Contract award may go straight t o the Board of Directors, it does not have to come back to the Committee
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Committee Workload Committee
2014 (Projected)
2014 % of Total
23
10%
101
101
45%
Operations
59
57
25%
Planning
36
46
20%
221
227
100%
Finance & Audit
Total
Note: More than 300 staff report numbers are issued annually. Totals shown above do not include items that went directly to the Board.
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Committees of the Future Why change the Committee structure? • Evolution required to adapt to organizational changes Pl<11111111g,
Ad 111 i11 i~ t r" t ive
& (011\lructiun
E11gll1l'l'rll1g
Sl1 t VICLI\
• Restore balance between committees by leveling out the workload • Meet District/Staff needs • Provide clarity with respect to each committee's purpose and role
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Committees of the Future • Option 1: No change • Option 2: Redefine the duties of the existing Committees to level-out the workload • Option 3: Combine the External Affairs and Planning Committees and create a new committee, i.e. Governance & Administration • Option 4 : Combination of Options 1 and 3
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Example- Option 3 Planning & Legislation Committee •
Legislation, legislative goals and programs
•
Community relations
•
Planning of facilities, equipment, and service changes
•
Need for various capital projects and design
•
Recommendations for service adjustments
• Title VI Review •
Solicitations/contracts/grants within the purview of the committee
•
Major technology infrastructure (new)
• Acquisition, development, and disposition of real property {Finance) •
Oversight of planning and service-related policies
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Example- Option 3 Governance & Administration Committee •
Board Policy 100 and policies and procedures related to public meetings and appearances
•
Appointments to External Committees
•
Elections, ethics and conflict of interest policies
•
Personnel system and related matters (class specs, salary grades)
•
Affirmative Action/Equal Employment Opportunity
•
Training and development of employees (new)
•
Oversight of governance and personnel policies
•
Employee relations, operational efficiencies and the economics of the District's organizational structure
•
Solicitations/contracts/grants within the purview of the committee.-~-·-
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Next Steps
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