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Home My WebLink AboutOC SAN 21-02 RESOLUTION NO. OC SAN 21-02 A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT ESTABLISHING BOARD OF DIRECTORS PROTOCOLS WHEREAS it is desired to establish Protocols for the Orange County Sanitation District Board of Directors. NOW THEREFORE, the Board of Directors of the Orange County Sanitation District DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1 : Protocols. That the following Protocols be adopted for the Orange County Sanitation District (Sanitation District) Board of Directors: 1. PURPOSE The purpose for establishing Sanitation District Board of Directors (Director) Protocols are to provide an effective environment for the Board of Directors to provide strong leadership. The Protocols set forth herein are not intended to limit the inherent power and general legal authority of the Board of Directors. 2. BOARD ORGANIZATION Newly-elected Directors will be sworn into office by the Clerk of the Board prior to the first regular Board of Directors/Committee meeting attended following their agency's appointment. Immediately upon appointment, all members are subject to the provisions of the Brown Act. Newly appointed members shall not be allowed to participate in any meeting prior to being sworn in. 3. MISCELLANEOUS PROCEDURES 3.1 BOARD INTERACTION WITH OTHER PUBLIC AGENCIES 3.1.1 If a Director appears before another governmental agency or organization representing the Sanitation District, the Director should support and advocate the official Sanitation District position on an issue, not a personal viewpoint. OC SAN 21-02-1 3.1.2 Directors should be clear about which organizations they represent and inform the Board Chairperson and the Board of Directors of their involvement. 3.2 BOARD INTERACTION WITH SANITATION DISTRICT STAFF 3.2.1 Requests for Staff Inquiry/Assistance 3.2.1.1 Questions for clarification, or to request additional information regarding an agenda item, should be directed to the Department Head, Assistant General Manager, or General Manager with a copy to the Clerk of the Board. 3.2.1.2 Directors should not direct Sanitation District staff to initiate any action, change a course of action, or any report that is significant in nature, nor should a Director initiate any project or study without the approval of a majority of the Steering Committee. 3.2.1.3 Requests to directly contact Sanitation District or Agency consultants, contractors, or outside legal counsel requesting information, research, or service should be directed to the General Manager. 3.3 UNDUE INFLUENCE ON SANITATION DISTRICT STAFF 3.3.1 Directors shall not attempt to influence the Sanitation District staff in the awarding of contracts, the selection of consultants, and the processing of permits during the solicitation process or prior to recommendation to the Board of Directors. 3.3.2 Sanitation District staff may support political candidates, but all such activities must be conducted away from the workplace. Directors should not solicit any type of political support (financial contributions,display of posters or lawn signs, name on support lists, etc.) from Sanitation District staff. 3.4 COMPLAINTS REGARDING PERFORMANCE OF STAFF Any concerns by a member of the Board of Directors over the behavior or performance of a Sanitation District employee should be OC SAN 21-02-2 directed to the General Manager privately for discretion and to ensure the concern is resolved. 3.5 USE OF BOARD ROOM The Clerk of the Board is responsible for maintaining a calendar on the use of the Board Room. Use of the Board Room by the Sanitation District Board of Directors, Committees, and other advisory bodies shall take precedence over any other group or agency. Favorable consideration shall be given to other governmental agencies, tours, and non-profit groups. No events of a commercial nature shall be allowed. No admission shall be charged. Regularly scheduled meetings by other agencies and groups shall be discouraged. When a question arises regarding permission for any group to use the facility, the Administration Manager or their designee shall have authority to make the final decision. 4. COMMUNICATIONS 4.1 PROCESSING OF MAIL The Clerk of the Board shall open, and date stamp all mail addressed to the Board of Directors. Such mail shall be electronically distributed by the Clerk of the Board to the Board Chairperson and subsequently to each Director. Correspondence addressed to the Board Chairperson which requires a response from staff shall be copied to all Directors. 4.2 COMPLAINT PROCESS All complaints directed to the Board Chairperson or the Board of Directors shall be forwarded to the General Manager and the Clerk of the Board for tracking purposes. The General Manager and Board Chairperson shall provide direction for responding to the complaint and the Clerk of the Board will coordinate the response. 4.3 GENERAL BOARD COMMUNICATION Directors should be aware that the insecurity of written notes, voicemail messages, and email and text/instant messaging technology allow words written or said to be distributed without approval. All such correspondence should be treated as potentially"public"communication subject to inspection pursuant to the California Public Records Act. OC SAN 21-02-3 4.4 REPRESENTATION AT CEREMONIAL FUNCTIONS The Board Chairperson shall represent the Board of Directors at ceremonial functions. Should an individual Director, other than the Board Chairperson, be asked to make a ceremonial presentation or to attend an event on behalf of the Board, the Director should redirect the request to the Board Chairperson. The Board Chairperson may, at their own discretion, ask another Director to represent the Sanitation District at the function. The Clerk of the Board maintains guidelines for issuing resolutions or certificates of commendation; congratulations, recognition, and condolences to be presented at meetings and ceremonial functions. Upon a request for acknowledgement, the Board Chairperson and the General Manager will determine if approval should be granted and notify the Clerk of the Board to proceed. 4.4 RESPONDING TO MEDIA INQUIRIES The General Manager and the Sanitation District's Administration Manager are the official spokespersons for the Sanitation District's position on routine and high-profile issues. For purposes of consistency, if an individual Director is contacted by the media directly, the Director should notify and refer the media to the General Manager or Sanitation District's Administration Manager prior to responding directly. Section 2: This Resolution shall become effective immediately. PASSED AND ADOPTED at a regular meeting of the Orange County Sanitation District Board of Directors held February 24, 2021. OA✓id,Tohn Shaw✓or David John Shawver(Feb 25,2021 12:34 PST) David John Shawver Board Chairman OC SAN 21-02-4 ATTEST: 2.6 Kelly Lore b 25,2021 12:56 P, Kelly A. Lore, MMC Clerk of the Board APPROVED AS TO FORM: Bradley R. Hogin General Counsel OC SAN 21-02-5 STATE OF CALIFORNIA ) ss COUNTY OF ORANGE ) I, Kelly A. Lore, Clerk of the Board of Directors of the Orange County Sanitation District, do hereby certify that the foregoing Resolution No. OC SAN 21-02 was passed and adopted at a regular meeting of said Board on the 24th day of February 2021 , by the following vote, to wit: AYES: Brad Avery, Stacy Berry, Art Brown, Kim Carr, Doug Chaffee, Mark Chirco, Stephen Faessel, Ryan Gallagher, Marshall Goodman, Patrick Harper, Johnathan Ryan Hernandez, Brooke Jones, Steve Jones, Anthony Kuo, Sandra Massa-Lavitt, Andrew Nguyen, Robert Ooten, Glenn Parker, David Shawver, Jesus Silva, Chad Wanke, John Withers and Chad Zimmerman NOES: None ABSENT: Rose Espinoza and Kim Nichols ABSTENTIONS: None IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of Orange County Sanitation District this 24th day of February 2021. ?.� KPIIv/I= Ph?S_?0?1 1�Sh Kelly A. Lore, MMC Clerk of the Board of Directors Orange County Sanitation District OC SAN 21-02-6 Resolution 21 -02 - Protocols Final Audit Report 2021-02-25 Created: 2021-02-25 By: Kelly Lore(klore@ocsd.com) Status: Signed Transaction ID: CBJCHBCAABAADAgl21_mXfYLwXFtApXaKHA86kEBB9Pq "Resolution 21 -02 - Protocols" History Document created by Kelly Lore (klore@ocsd.com) 2021-02-25-2:00:57 PM GMT-IP address:47.176.92.30 Document emailed to Bradley Hogin (bhogin@wss-law.com)for signature 2021-02-25-2:02:00 PM GMT Email viewed by Bradley Hogin (bhogin@wss-law.com) 2021-02-25-6:32:32 PM GMT-IP address:68.4.2.218 Document e-signed by Bradley Hogin (bhogin@wss-law.com) Signature Date:2021-02-25-6:32:39 PM GMT-Time Source:server-IP address:68.4.2.218 Document emailed to David John Shawver(dshawver1 @att.net)for signature 2021-02-25-6:32:41 PM GMT Email viewed by David John Shawver(dshawver1 @att.net) 2021-02-25-8:33:34 PM GMT-IP address:69.147.90.126 >6 Document e-signed by David John Shawver(dshawver1 @att.net) Signature Date:2021-02-25-8:34:08 PM GMT-Time Source:server-IP address:98.149.71.112 Document emailed to Kelly Lore (klore@ocsd.com)for signature 2021-02-25-8:34:10 PM GMT Email viewed by Kelly Lore (klore@ocsd.com) 2021-02-25-8:55:50 PM GMT-IP address: 104.47.64.254 Document e-signed by Kelly Lore (klore@ocsd.com) Signature Date:2021-02-25-8:56:20 PM GMT-Time Source:server-IP address:47.176.92.30 Agreement completed. 2021-02-25-8:56:20 PM GMT *'SA N Adobe sign ORANGE COUNTY SANITATION DISTRICT