Loading...
4.1 ERMUSR 03-12-2024��i Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Tony Mauren — Governance & Communications Manager MEETING DATE: AGENDA ITEM NUMBER: March 12, 2024 4.1 SUBJECT: Commission Policy Review —G.2c—Agenda Planning ACTION REQUESTED: Review the policy, provide comment, and approve updates BACKGROUND/DISCUSSION: This month commissioners are reviewing policy G.2c — Agenda Planning to make comments, ask questions, or recommend/approve updates. With this policy the Commission establishes its expectations for a proactive governance process, expressed in terms of a forward -looking agenda of recurring governance functions. Staff is proposing several updates to the policy, in particular, bringing its language in line with the current Commission Governance Agenda, which is available for review in item 4.3 — Annual Commissioner Orientation. ATTACHMENTS: • ERMU Policy— G.2c — Agenda Planning — Redlines • ERMU Policy— G.2c — Agenda Planning —Clean Copy Page 1 of 1 _i.��,_ Elk River Municipal Utilities COMMISSION POLICY Section: Governance Category: Governance Policies Policy Reference: Policy Title: G.2c Agenda Planning PURPOSE: With this policy, the Commission establishes its expectations for a proactive governance process, expressed in terms of a forward -looking agenda of recurring governance functions. The Commission also establishes the process for determining the agenda for each regularly scheduled Commission meeting. POLICY: The Commission, with support from the General Manager, will prepare, distribute, and follow a governance agenda that spans the upcoming fiscal year. The Commission will update this agenda annually during the fourth quarter of each fiscal year. The Commission will review the agenda as a part of each regular Commission meeting. The Commission's governance agenda will include a schedule of its recurring governance functions by month to facilitate the preparation of meeting agendas and the conduct of regular and special Commission meetings. Recurring governance functions include but are not limited to the following: consideration of stakeholder interests, policy review and development, strategic planning, approval of financial and business plans including budgets, organizational performance monitoring, internal and external audit reviews, General Manager performance planning and evaluation, governance evaluation and development, Commission Officer election, and committee appointments. The Commission will keep its governance agenda up-to-date and available to all Commission members, the Commission's Legal Counsel, and the General Manager. The General Manager, with direction from the Commission, will also prepare and distribute, in a timely manner, a detailed agenda that provides for open communications and the orderly and efficient conduct of each regular Commission meeting, special Commission meeting and Commission work session. Agendas for regular Commission meetings will address items from the governance agenda, Commission actions required by law, and other appropriate business matters. Agendas for special Commission meetings and Commission work sessions will typically focus on a limited number of specific items that are best handled in those types of meetings. Consistent with the preceding: Page 1 of 4 ERMU Commission Policy — G.2c Agenda Planning 1. During the first quarter of each fiscal year (January - March): a. The Commission will review its committee charters. - commented [TM1]: Added per the Governance Agenda. If . - - - - - - - - - - - - - - - - _ _ -' , , Commented [TM2]: Moved to follow Governance Agenda sequence. b. b-. Commission and Management will review ERMU's current Strategic Plan along with the results of the Annual Business Plan for the preceding fiscal year. c. (Commissioners appointed by the City Council will take the oath of office and the Commission will elect officers at its March meeting. The Commission will hold its annual orientation and review its governance responsibilities and role. , , - commented [TM3]: Added per the Governance Agenda. 2. During the second quarter of each fiscal year (April -June): a. The Commission will consider and approve the external audit report as specified in the Governance Agenda. b. -The Commission will review the financial reserves balances and related policy. The Commission willsha4 take action as appropriate per policy. c. The Commission and Management will evaluate the Performance Metricsak-�x for the preceding fiscal year. d_The Commission will formally evaluate the performance of the General Manager. e. The Commission will formally evaluate its own performance. Following this evaluation, the Commission, with support from the General Manager, will arrange for governance education for the next fiscal year, including education related to the determination of desired results.) - Commented [TM4]: Moved to second quarter per commission's " recommendation. 3. During the third quarter of each fiscal year (July -September): ems. a. The Commission and Management will begin its annual update of the Strategic Plan and Financial Plan for the succeeding five-year period. b. The Commission will review Management's proposed twenty-year Capital Improvement Plan. , , - Commented [TMS]: Partially moved to third quarter per b I Governance Agenda sequence. The rest was left in fourth quarter. Page 2 of 4 50 ERMU Commission Policy - G.2c Agenda Planning 4. During the fourth quarter of each fiscal year (October - December): a. Tl.o C-R-M...:....:RMA ,:11 ro o ra , o TR o o proposedfi o year Capital a)_b-The Commission, in conjunction with Management, will determine the stakeholder communications plan and schedule for the next fiscal year. b) The Commission will adopt an official depository and delegate authority for electronic funds transfers. c) The Commission will adopt a governance agenda, meeting schedule, and official newspaper for the succeeding year. L _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ commented [noe]: Ad&d p�tk cove.. Agmda d) The Commission will review and adopt its proposed Annual Business Plan with budget, rates, and fees for the next fiscal year. 5. The Commission will direct the General Manager to prepare and distribute the agenda for each regularly scheduled meeting as follows: a. The Ge ff .n:,.sia Chaif a~a the General Manager will developisettss, at least appr-&Eiffiatel�-seven (7) days in advance of each regularly scheduled Commission meeting, • a tentative agenda, including any items to be discussed in closed session. b. The tentative agenda and meeting packet of supporting materials will be distributed to Commission members and others approximately three (3) days in advance of the Commission meeting. Presentations and supplemental information items may be provided at the Commission meeting, c. The General Manager will ensure the posting of a meeting notice, along with the tentative agenda, in compliance with applicable law. d. Any Commission member or the General Manager may request additions, deletions or other changes to the agenda at the beginning of a regular meeting when the Commission Chair requests approval of the tentative agenda. Items requiring research or other advance preparation should be suggested for future meeting agendas. No items may be added to the agenda of special meetings and work sessions. e. Agendas for regular Commission meetings will be prepared in a consistent format as shown in the most current version of the Commission's "Model Agenda.". Agenda items will be categorized by their nature, specifically identifying in order items that are presented: Page 3 of 4 51 ERMU Commission Policy — G.2c Agenda Planning i. Governance — Includes agenda items: call meeting to order, pledge of allegiance, consider agenda, resolutions, and similar actions of governance. ii. Consent — Includes items that are considered routine. There may be questions asked for clarification, but typically these items have no discussion. The items on consent are presented for Commission consideration all together and by one motion. A Commission member may request before the motion to approve the "Consent" items that any item(s) be moved from "Consent" to "Business Action." iii. Open Forum — This is an opportunity for public participation. Speakers will be required to state their name and address for public record. Items will be heard at the discretion of the Commission Chair. Items will be for discussion only; no action can be taken on the topic during that meeting. (Presenters shall adhere to a time limit of 3 minutes. I Commented [TM7]: Adopted in 2023. iv. Policy & Compliance — Policy review, policy development, and compliance monitoring. v. Business Action— Current business action requests and performance monitoring reports. vi. Business Discussion — This includes strategic planning, general updates, and informational reports. Topics may be tabled for future Business Action consideration. Will include an agenda item title "Future Planning" during which time any Commissioner or the General Manager may discuss and suggest items for placement on future meeting agendas. This agenda category will also include the item "Other Business" to provide additional flexibility for discussion of matters not specifically contemplated in advance or for agenda items that do not required Commission action and do not conform to any of the predetermined categories. f. The Commission prefers to introduce important decision items on the agenda at least one meeting before the meeting at which a decision is required. This is a preference but not a requirement. g. The Commission will include monitoring of the General Manager on a meeting agenda if monitoring reports show policy violations, or if policy criteria are to be debated. POLICY HISTORY: Adopted May 9, 2017 Revised December 11, 2018 Revised March 12, 2024 Page 4 of 4 52 ��i Elk River Municipal Utilities COMMISSION POLICY Section: Governance Category: Governance Policies Policy Reference: Policy Title: G.2c Agenda Planning PURPOSE: With this policy, the Commission establishes its expectations for a proactive governance process, expressed in terms of a forward -looking agenda of recurring governance functions. The Commission also establishes the process for determining the agenda for each regularly scheduled Commission meeting. POLICY: The Commission, with support from the General Manager, will prepare, distribute, and follow a governance agenda that spans the upcoming fiscal year. The Commission will update this agenda annually during the fourth quarter of each fiscal year. The Commission will review the agenda as a part of each regular Commission meeting. The Commission's governance agenda will include a schedule of its recurring governance functions by month to facilitate the preparation of meeting agendas and the conduct of regular and special Commission meetings. Recurring governance functions include but are not limited to the following: consideration of stakeholder interests, policy review and development, strategic planning, approval of financial and business plans including budgets, organizational performance monitoring, internal and external audit reviews, General Manager performance planning and evaluation, governance evaluation and development, Commission Officer election, and committee appointments. The Commission will keep its governance agenda up-to-date and available to all Commission members, the Commission's Legal Counsel, and the General Manager. The General Manager, with direction from the Commission, will also prepare and distribute, in a timely manner, a detailed agenda that provides for open communications and the orderly and efficient conduct of each regular Commission meeting, special Commission meeting and Commission work session. Agendas for regular Commission meetings will address items from the governance agenda, Commission actions required by law, and other appropriate business matters. Agendas for special Commission meetings and Commission work sessions will typically focus on a limited number of specific items that are best handled in those types of meetings. Consistent with the preceding: Page 1 of 4 53 ERMU Commission Policy — G.2c Agenda Planning 1. During the first quarter of each fiscal year (January - March): a. The Commission will review its committee charters. b. The Commission and Management will review ERMU's current Strategic Plan along with the results of the Annual Business Plan for the preceding fiscal year. Commissioners appointed by the City Council will take the oath of office and the Commission will elect officers at its March meeting. The Commission will hold its annual orientation and review its governance responsibilities and role. 2. During the second quarter of each fiscal year (April -June): a. The Commission will consider and approve the external audit report as specified in the Governance Agenda. b. The Commission will review the financial reserves balances and related policy. The Commission will take action as appropriate per policy. The Commission and Management will evaluate the Performance Metrics for the preceding fiscal year. d. The Commission will formally evaluate the performance of the General Manager. e. The Commission will formally evaluate its own performance. Following this evaluation, the Commission, with support from the General Manager, will arrange for governance education for the next fiscal year, including education related to the determination of desired results. 3. During the third quarter of each fiscal year (July -September): a. The Commission and Management will begin its annual update of the Strategic Plan and Financial Plan for the succeeding five-year period. b. The Commission will review Management's proposed twenty-year Capital Improvement Plan. 4. During the fourth quarter of each fiscal year (October - December): a) The Commission, in conjunction with Management, will determine the stakeholder communications plan and schedule for the next fiscal year. b) The Commission will adopt an official depository and delegate authority for electronic funds transfers. Page 2 of 4 54 ERMU Commission Policy — G.2c Agenda Planning c) The Commission will adopt a governance agenda, meeting schedule, and official newspaper for the succeeding year. d) The Commission will review and adopt its proposed Annual Business Plan with budget, rates, and fees for the next fiscal year. 5. The Commission will direct the General Manager to prepare and distribute the agenda for each regularly scheduled meeting as follows: a. The General Manager will develop, at least seven (7) days in advance of each regularly scheduled Commission meeting, a tentative agenda, including any items to be discussed in closed session. b. The tentative agenda and meeting packet of supporting materials will be distributed to Commission members and others approximately three (3) days in advance of the Commission meeting. Presentations and supplemental information items may be provided at the Commission meeting, c. The General Manager will ensure the posting of a meeting notice, along with the tentative agenda, in compliance with applicable law. d. Any Commission member or the General Manager may request additions, deletions, or other changes to the agenda at the beginning of a regular meeting when the Commission Chair requests approval of the tentative agenda. Items requiring research or other advanced preparation should be suggested for future meeting agendas. No items may be added to the agenda of special meetings and work sessions. Agendas for regular Commission meetings will be prepared in a consistent format as shown in the most current version of the Commission's "Model Agenda." Agenda items will be categorized by their nature, specifically identifying in order items that are presented: i. Governance — Includes agenda items: call meeting to order, pledge of allegiance, consider agenda, resolutions, and similar actions of governance. ii. Consent — Includes items that are considered routine. There may be questions asked for clarification, but typically these items have no discussion. The items on consent are presented for Commission consideration all together and by one motion. A Commission member may request before the motion to approve the "Consent" items that any item(s) be moved from "Consent" to "Business Action." iii. Open Forum — This is an opportunity for public participation. Speakers will be required to state their name and address for public record. Items will be heard at the discretion of the Commission Chair. Items will be for discussion only; no action can be taken on the topic during that meeting. Presenters shall adhere to a time limit of 3 minutes. iv. Policy & Compliance — Policy review, policy development, and compliance monitoring. Page 3 of 4 55 ERMU Commission Policy — G.2c Agenda Planning v. Business Action — Current business action requests and performance monitoring reports. vi. Business Discussion — This includes strategic planning, general updates, and informational reports. Topics may be tabled for future Business Action consideration. Will include an agenda item titled "Future Planning" during which time any Commissioner or the General Manager may discuss and suggest items for placement on future meeting agendas. This agenda category will also include the item "Other Business" to provide additional flexibility for discussion of matters not specifically contemplated in advance or for agenda items that do not require Commission action and do not conform to any of the predetermined categories. f. The Commission prefers to introduce important decision items on the agenda at least one meeting before the meeting at which a decision is required. This is a preference but not a requirement. g. The Commission will include monitoring of the General Manager on a meeting agenda if monitoring reports show policy violations, or if policy criteria are to be debated. POLICY HISTORY: Adopted May 9, 2017 Revised December 11, 2018 Revised March 12, 2024 Page 4 of 4 56