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

Overview Background Which Boards and Commissions? Timeline Best Practices Self-Assessment Data Documentation Data Reporting B/C Training, Sept. 12, 2006

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

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: The Legislature has the final word B/C Training, Sept. 12, 2006

Timeline July 2006 Approved by the Legislature 2007 Legislative Session Measure will be added to performance measures for applicable boards and commissions. September 30, 2008 First report on the measure is due. B/C Training, Sept. 12, 2006

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

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

Self-Assessment Criteria Best Practices Criteria Yes No 1.Executive Director’s performance expectations are current. 2.Executive Director receives annual performance feedback. 3.The agency’s mission and high-level goals are current and applicable. 4.The board reviews the Annual Performance Progress Report. 5.The board is appropriately involved in review of agency’s key communications. 6.The board is appropriately involved in policy-making activities. 7.The agency’s policy option packages are aligned with their mission and goals. 8.The board reviews all proposed budgets (likely occurs every other year). 9.The board periodically reviews key financial information and audit findings. 10.The board is appropriately accounting for resources. 11.The agency adheres to accounting rules and other relevant financial controls. 12.Board members act in accordance with their roles as public representatives. 13.The board coordinates with others where responsibilities and interests overlap. 14.The board members identify and attend appropriate training sessions. 15.The board reviews its management practices to ensure best practices are utilized. 16.Others Totals Percentage of Total

Self-Assessment Example Best Practices #1 and #2 Executive Director’s 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

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

Document the Data Fill out the criteria check list and calculate percent met Document the board/commission’s 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

Report the Data Annual Performance Progress Report Oregon Progress Board: Report is due September 30 Dept. of Administrative Services Contacts George Naughton, Administrator Budget and Management Phone: Rita Conrad, Executive Director Oregon Progress Board Phone: B/C Training, Sept. 12, 2006

Questions? Can our board or commission adopt the measure even if we don’t 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: B/C Training, Sept. 12, 2006