Overview

The board of directors holds the critical responsibility of crafting the policies that guide District operations, keeping the District on track with the Mission and Vision. Their function is to balance public sentiment and community needs, and translate that into actionable policies, delegating the execution of those policies to the General Manager. The Board receives guidance from five advisory committees, each of which specializes in a specific topic. These committees include 2 board members and 3 resident volunteers.

Members of the Board of Directors have an obligation to conduct business on your behalf in an ethical and impartial manner. They must be mindful of how they make decisions and to assure that they represent our community as a whole and not just one aspect or constituency.

The Board of Directors meets monthly on the second Thursday at 6:00 pm. Closed session items may be heard prior to convening or after adjournment of the open session meeting. Special meetings may be scheduled from time to time as needed.

The Mission

The Bear Valley Community Services District is committed to providing high quality municipal services to the residents of Bear Valley Springs in a reliable, professional, safe, cost effective and environmentally conscious manner.

The Vision

The Bear Valley Community Services District’s Board of Directors and Staff will team together to effectively fulfill the district’s mission statement. The district will not only provide basic services, but will continue to improve upon those services to enhance the lives of district residents. This will be accomplished through thoughtful planning, innovation and technology.

Board Decision-making Process

The Board of Directors meets monthly on the second Thursday at 6:00 pm. Closed session items may be heard prior to convening or after adjournment of the open session meeting. Special meetings may be scheduled from time to time as needed.

Public Comments: If you have something to say to the Board that is not on the Agenda, you can address them during the Public Comments section. The Board or staff may respond briefly or ask questions for clarification. You can also submit your comments for future consideration or direct them to the appropriate staff. There will be a separate opportunity for public comments for each Agenda item.

Here are the proper procedures to follow when speaking to the Board:

• Let us know if your comment is about an Agenda Item or a Non-Agenda Item.
• Fill out a separate speaker card for each item you want to speak about and give it to the Board Secretary.
• When called upon, approach the podium. If you need assistance, please contact the Board Secretary.
• Keep your comments within three minutes to allow others to speak as well.

Please remember that the Board cannot take action on any item not on the Agenda, and that the public comment period is not an opportunity for discussion. Please email the board members directly if you wish to engage in discussion.

We recommend using your allocated three minutes to share your comments fully. After the time expires, the Board or staff may briefly respond if they feel it is necessary.

The decision-making process for the Board of Directors of the Bear Valley Community Services District follows the meeting procedures and rules of order adapted from Judge David Rosenberg's Rosenberg's Rules of Order (2011 Revised Edition). The process ensures efficient and fair conduct of the meetings while allowing for full participation. This summary provides an overview of the key elements involved in the decision-making process.

Establishing a Quorum: Before conducting any business, the Board must establish a quorum, which is defined as the minimum number of members required to be present at a meeting. For the Bear Valley Board, a quorum consists of three members. If fewer than three members are present, the Board cannot legally transact business.

The Role of the Chair: The chair of the Board plays a vital role in applying the rules of conduct during meetings. They should be knowledgeable about these rules and consult with the General Counsel if necessary. The chair has the authority to make final rulings on the rules, and their decisions are generally considered final unless overruled by the Board.

Basic Format for Agenda Item Discussion: Each agenda item is handled in a structured format. The chair begins by announcing the agenda item number and subject, followed by inviting the relevant individuals to report or provide recommendations. Technical questions for clarification can be asked by Board members. Public comments or hearings may be opened for input. General discussion and deliberation by the Board members then take place. Finally, a motion is invited, followed by a vote.

Types of Motions: Motions are the vehicles for decision making by the Board. There are three common types of motions:

1. Basic Motion: Puts forward a decision for the Board's consideration.
2. Motion to Amend: Seeks to change a basic motion that is already on the floor.
3. Substitute Motion: Aims to replace the basic motion entirely with a new motion.

Friendly Amendment: A friendly amendment allows for practical changes to a pending motion without going through formal motions. If the maker and the seconder of the original motion accept the suggested friendly amendment, it becomes the pending motion. Otherwise, a formal motion to amend may be made.

Multiple Motions Before the Board: The chair can handle up to three pending motions simultaneously. A fourth motion can be rejected until the previous three have been resolved. This rule prevents confusion and ensures orderly decision-making.

Debatable and Non-Debatable Motions: In general, motions are subject to discussion and debate, allowing members to express their opinions. However, there are exceptions. Certain motions, such as a motion to adjourn, a motion to recess, a motion to fix the time to adjourn, and a motion to table, are not debatable and are immediately voted upon.

Majority and Super Majority Votes: Most motions require a simple majority vote, meaning one vote more than 50% of the Board. However, extraordinary motions that significantly impact the minority's ability to act or discuss an item require a two-thirds majority vote (super majority) to pass.

Motion to Reconsider: A motion to reconsider can be made at the same meeting where the original motion was voted upon. It requires a majority vote and must be made by a member who voted in the majority on the original motion.

Courtesy and Decorum: Members of the Board are expected to maintain common courtesy and decorum during meetings. One person should have the floor at a time, and all remarks should be addressed through the chair. Personal attacks or discussions should be avoided. The chair has the authority to limit discussion time and ensure a focused and respectful environment.

Interruptions and Points of Order: Interruptions during a speaker's turn are generally discouraged, except in specific cases. Members may interrupt for points of privilege, points of order, appeals, or to call for a return to the agenda. The chair determines the validity and appropriateness of such interruptions.

It is important to clarify that the General Manager is obligated to act solely at the direction of the board as a whole, rather than individual members. This ensures consistent decision-making and maintains the integrity of the board as a collective governing body. By following this principle, District staff can effectively implement the board's decisions and policies in a fair and impartial manner, serving the best interests of the community as a whole.