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Elk River <br /> Municipal Utilities UTILITIES COMMISSION MEETING <br /> TO: FROM: <br /> ERMU Commission Troy Adams, P.E.—General Manager <br /> MEETING DATE: AGENDA ITEM NUMBER: <br /> December 11, 2018 4.2 <br /> SUBJECT: <br /> Agenda Planning Policy and the Annual Governance Agenda <br /> ACTION REQUESTED: <br /> • Adopt the revised G.2c Agenda Planning Policy. <br /> • Adopt the 2019 Governance Agenda. <br /> BACKGROUND: <br /> In May 2017,the commission adopted a comprehensive manual of governance policies based on <br /> the Carver Model of governance. Included in those governance policies is a policy on agenda <br /> planning. <br /> DISCUSSION: <br /> Governance Policy G.2c Agenda Planning was adopted by the commission to establish its <br /> "expectations for a proactive governance process, expressed in terms of a forward-looking two <br /> year agenda of recurring governance functions." In addition,the rolling two year agenda creates <br /> transparency for the occurrence of the most critical responsibilities of the commission. <br /> When developed,the rolling two year agenda requirement was a discussion point. It was <br /> questioned whether a two year forward-looking agenda was needed or if an annual agenda would <br /> suffice. Our third party consultant recommended we try the two agenda to see how it works. In <br /> application of the new governance policy, staff recommends changing the two year requirement <br /> to a one year annual requirement. <br /> There are two additional changes proposed for the policy. First, staff recommends adding item <br /> 2b on page two of the policy regarding the financial reserves policy and reserve balances. This <br /> language is consistent with practice. <br /> Second, staff recommends adding item 3b on the page two of the policy regarding strategic <br /> planning. Management currently performs a strategic planning session in January and July every <br /> year. The results from those sessions end up in the Annual Business Plan(budget and capital <br /> project 5-year forecast). Staff is recommending adding a commission requirement to participate <br /> in that process during the third quarter every year. The reason for this change is to have the <br /> commission engage in the visioning part on the strategic planning process in addition to having <br /> final approval of the Annual Business Plan in December. The proposed revisions are reflected in <br /> the attached policy for commission consideration. <br /> Attached for discussion and commission approval is a proposed 2019 Governance Agenda. <br /> Page 1 of 2 <br /> 53 <br />