POLICY COMMITTEE February 12, 2020 2:00 P.M. AGENDA I. CALL TO - PowerPoint PPT Presentation

Regional Service Through Unity… Meeting our Region’s Needs Today and Tomorrow POLICY COMMITTEE February 12, 2020 2:00 P.M.

AGENDA I. CALL TO ORDER II. OPENING REMARKS A. Chairman/Executive Director/Committee Champion Status Report concerning legislation and regulatory matters, budgets, current projects and ongoing programs of the District III. ACTION ITEMS A. Consider approval of Policy Committee meeting minutes – October 9, 2019 B. Review and possible action on amending Section VII, Records Management Policy of the Administration and Finance Policies Manual C. Review and possible action on a plan for filling interim vacancies on the Executive Team IV. DISCUSSION ITEMS A. Discuss District practices on filling vacant positions B. Opportunity for Committee Members to Provide Feedback on Policy Committee Meeting C. Opportunity for Committee Members to Request Potential Future Agenda Items (No substantive discussion of items will take place at this time) V. ADJOURNMENT 2

AGENDA I. CALL TO ORDER II. OPENING REMARKS A. Chairman/Executive Director/Committee Champion Status Report concerning legislation and regulatory matters, budgets, current projects, and ongoing programs of the District 3

AGENDA III. ACTION ITEMS A. Consider approval of Policy Committee meeting minutes – October 9, 2019 Recommend Approval of Policy Committee Minutes – October 9, 2019 4

AGENDA III. ACTION ITEMS B. Review and possible action on amending Section VII, Records Management Policy of the Administration and Finance Policies Manual 5

AGENDA What’s changing : The policy is being amended to adopt the Texas State Library Archives and Records retention schedule. Currently, all records are retained permanently. Sample Retention Schedule: Proposed Current Record Type Retention Period Retention Period Employment Applications *2 Years Permanent Board Packet *Permanent Permanent Video Recording (Board) *4 Months N/A *Represents minimum retention schedule. NTMWD may opt for longer periods. The initial/greatest impact to the Records Department will involve developing the retention schedules. Once developed, the process will incorporate destruction cycles as part of the filing nomenclature. 6

RECOMMENDATION The Executive Director and NTMWD staff recommend considering Approval of Authorizing amending the Administration and Finance Policies Manual 7

AGENDA IV. DISCUSSION ITEMS A. Discuss District practices on filling vacant positions 8

AGENDA IV. Current Practices • All current vacancies are posted on the NTMWD website (Employment Opportunities), and/or journals and other websites, depending on need. • Applicants are selected and interviewed based on qualifications alone and in accordance with all Equal Employment Opportunity Commissions (EEOC) regulations. • NTMWD does not actively recruit nor target Member City employees for employment. • Prior to hiring applicants from Member Cities, it is NTMWD’s practice to notify the Member City of the applicants desire to work for the NTMWD. 9

EXECUTIVE SESSION Section 551.074, Personnel Matters • Authorizes certain deliberations about officers and employees of the governmental body to be held in Executive Session. • This chapter does not require a governmental body to conduct an open meeting: – to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee or to hear a complaint or charge against an officer or employee. • The section permits Executive Session deliberations concerning an individual officer or employee. • Deliberations about a class of employees, however, must be held in an open session. • Items discussed during consultation with the District’s attorney are privileged and should remain confidential.

AGENDA III. ACTION ITEMS C. Review and possible action on a plan for filling interim vacancies on the Executive Team 11

Adjourn Executive Session

RECOMMENDATION The Executive Director and NTMWD staff recommend considering Approval on a plan for filling interim vacancies on the Executive Team 13

AGENDA IV. DISCUSSION ITEMS B. Opportunity for Committee Members to Provide Feedback on Policy Committee Meeting 14

AGENDA IV. DISCUSSION ITEMS C. Opportunity for Committee Members to Request Potential Future Agenda Items (No substantive discussion of items will take place at this time) V. ADJOURNMENT 15