Best Practice Performance Measure for Governing Boards and Commissions

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Best Practice Performance Measure for Governing
Boards and Commissions
Board and Commission Training, March 20,
2006 Rita Conrad, Executive Director Oregon
Progress Board
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Overview

• Background
• Which Boards and Commissions?
• Timeline
• Best Practices
• Self-Assessment
• Data Documentation
• Data Reporting

B/C Training, Sept. 12, 2006
3
Background

• Why Measure
• Legislative interest
• Best practices lead to improved performance and
  accountability
• What to Measure
• Percent of total best practices met by the
  Board/Commission

B/C Training, Sept. 12, 2006
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Which boards and commissions are required to
adopt the measure?

• Boards or commissions that
• Hire the executive director, and
• Have an independent budget, or Oversee an agency
  with an independent budget (i.e. Environment
  Quality Commission or State Board of Forestry)
• Current list www.das.state.or.us/DAS/OPB/docs/kpm
  /BrdCom_BudNote.doc
• The Legislature has the final word

B/C Training, Sept. 12, 2006
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Timeline

• July 2006Approved by the Legislature
• 2007 Legislative SessionMeasure will be added to
  2007-09 performance measures for applicable
  boards and commissions.
• September 30, 2008First report on the measure is
  due.

B/C Training, Sept. 12, 2006
6
15 Best Practices (you can add more)

• Executive Director (1-2)selection, expectations
  and feedback.
• Strategic Management (3-4)understand statutory
  mission, review agency strategic plan, and review
  Annual Performance Progress Report (KPMs).
• Strategic Policy Development (5-6)define role
  in policy-making, review policy option packages,
  ensure appropriate policy communication occurs
  with major stakeholders.
• Fiscal Oversight (7-11) review budgets, review
  key financial information, ensure compliance with
  resource accounting and reporting rules and
  standards.
• Board Management (12-15)respect role as agency
  representative, manage board processes and ensure
  appropriate training is provided.

B/C Training, Sept. 12, 2006
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Progress is self-assessed.

• Annual conversation about application of best
  practices
• Documentation of performance against list of best
  practices
• Discussion of key questions
• How are we doing?
• How do we compare to others and/or our target?
• What factors are affecting our results?
• What needs to be done to improve performance?

B/C Training, Sept. 12, 2006
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Self-Assessment Criteria

• Best Practices Criteria
  Yes No
• Executive Directors performance expectations are
  current.
• Executive Director receives annual performance
  feedback.
• The agencys mission and high-level goals are
  current and applicable.
• The board reviews the Annual Performance Progress
  Report.
• The board is appropriately involved in review of
  agencys key communications.
• The board is appropriately involved in
  policy-making activities.
• The agencys policy option packages are aligned
  with their mission and goals.
• The board reviews all proposed budgets (likely
  occurs every other year).
• The board periodically reviews key financial
  information and audit findings.
• The board is appropriately accounting for
  resources.
• The agency adheres to accounting rules and other
  relevant financial controls.
• Board members act in accordance with their roles
  as public representatives.
• The board coordinates with others where
  responsibilities and interests overlap.
• The board members identify and attend appropriate
  training sessions.
• The board reviews its management practices to
  ensure best practices are utilized.
• Others
• Totals
• Percentage of Total

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Self-Assessment Example

• Best Practices 1 and 2
• Executive Directors performance expectations are
  current, and he/she receives annual performance
  feedback
• Sample Process
• Annual Board/Commission and director agree on
  deliverables
• Mid-year Director reports progress on
  deliverables
• Annual Board/Commission and director review
  accomplishments and lessons learned

B/C Training, Sept. 12, 2006
10
Self-Assessment Example

• Best Practice (10)
• Board appropriately accounts for resources
• Sample Process
• Identify agency processes and controls, e.g.,
• annual audit
• agency controller processes
• Review audit results or annual report from agency
  controller

B/C Training, Sept. 12, 2006
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Document the Data

• Fill out the criteria check list and calculate
  percent met
• Document the board/commissions self-assessment
  process of each best practice
• Keep meeting notes
• Keep annual review information as back up to your
  annual report
• Suggestion store everything in a binder

B/C Training, Sept. 12, 2006
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Report the Data

• Annual Performance Progress Report
• Oregon Progress Board www.das.state.or.us/DAS/OPB
  /GOVresults.shtml
• Report is due September 30
• Dept. of Administrative Services Contacts
• George Naughton, AdministratorBudget and
  ManagementPhone 503 378 5460
• Rita Conrad, Executive Director Oregon Progress
  BoardPhone 503-378-3202

B/C Training, Sept. 12, 2006
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Questions?

• Can our board or commission adopt the measure
  even if we dont have to?
• What if my board or commission is not on the list
  and think I should be?
• Other questions
• Dawn Farr, Legislative Fiscal Analyst
• Phone [phone]

B/C Training, Sept. 12, 2006