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PORT OF SEATTLE MEMORANDUM COMMISSION AGENDA Item No. 6a ACTION ITEM Date of Meeting April 14, 2015 DATE: March 27, 2015 TO: Port of Seattle Commission Ted Fick, Chief Executive Officer FROM: Tom Barnard, Research and Policy Analyst Lindsay Wolpa, Issues and Policy Manager SUBJECT: New General Delegation from the Port of Seattle Commission to the Chief Executive Officer ACTION REQUESTED Request First Reading of Resolution No. 3704: A Resolution of the Port of Seattle Commission repealing portions of Resolution No. 3605, as amended, and adopting the General Delegation of Authority ("General Delegation") from the Port Commission to the Chief Executive Officer. SYNOPSIS The Port Commission intends to adopt the new General Delegation through Resolution No. 3704. This resolution includes the repeal of specified sections of Resolution No. 3605, as amended, ("Resolution No. 3605") known as the Master Delegation of Authority. Upon final adoption of this resolution, the Commission further intends to adopt a motion to develop Policy Directives to replace the remaining sections of Resolution No. 3605. These Policy Directives will be created through the work of a series of Policy Committees. This motion will specifically create the first two Committees, the Energy and Sustainability Policy Committee, and the Projects and Procurement Committee. BACKGROUND The General Delegation The Port of Seattle is a public agency critical to sustaining a healthy economy for the region. The port's mission, adopted as part of the Century Agenda on December 4, 2012, is to create jobs by advancing trade and commerce, promote industrial growth, and stimulate economic development. The Century Agenda's strategies, objectives, and regional initiatives represented a COMMISSION AGENDA Ted Fick, Chief Executive Officer March 27, 2015 Page 2 of 4 more proactive and strategic approach to the coordination of the administrative programs and operations of the Port of Seattle. The Century Agenda vision over the next 25 years is to add 100,000 jobs through economic growth, for a total of 300,000 port-related jobs in the region, while reducing our environmental footprint. In order to more successfully pursue the aims of the Century Agenda, the Commission would adopt the General Delegation through Resolution No. 3704. This will include the repeal of the following sections of Resolution No. 3605: Preamble Section 1, Roles and Responsibilities of the CEO Section 11, Investment of Temporarily Idle Port Funds Section 12, Insurance Programs Section 13, Trade Development Programs Section 14, Issuance of Tariffs Section 15, Administration Rules and Regulations Section 17, Travel of Employees and Other Authorized Representatives of the Port Section 18, Sale of Personal Property Section 19, Working Funds The new General Delegation creates clarity and alignment by clearly delineating the responsibility and authority of the Commission and the CEO as follows: The Commission governs the Port, leads all inter-governmental functions, and oversees the CEO. Together, the Commission and CEO develop the Port's overall vision, strategies, objectives, Policy Directives, long-range plans, major programs, and budgets. The CEO executes the long-range plans and major programs, oversees all enterprises and supporting functions, and advises the Commission. This General Delegation emphasizes long-range plans as the means of pursuing the Century Agenda strategies and objectives. It utilizes the long-range plan approval and update processes to align the Commission and the CEO. Long-range plans will identify what work needs to be done to pursue strategies and achieve objectives, described by: 1. Strategy and objective(s) being pursued; 2. Work plan, resources, and timeline; 3. Metrics that monitor progress; and 4. Reporting frequency to the Commission. COMMISSION AGENDA Ted Fick, Chief Executive Officer March 27, 2015 Page 3 of 4 Long-range plans will be developed around strategies and objectives, not around operating divisions and budgeting periods. Policy Directives The General Delegation provides transparency and accountability through the development and adoption of Policy Directives to guide the Port's efforts in pursuit of its strategic objectives. Policy Directives will provide high-level guidance about how the Port does its work based on public values and applicable laws, rules, and regulations. Further, they will inform operational policies regarding specific functions at the Port. They also will deliver standards that support the effective use of the internal audit function to verify compliance. Policy Directives provide principles and guidelines that steer crucial strategic choices. Policy Directives reconcile the inherent trade-offs between enterprise effectiveness and commitments to social and environmental responsibility as a public agency. Policy Directives set out the limits of delegated authority and provide auditable standards that reinforce compliance and accountability. Policy Directivesempower Port staff to develop long-range plans and execute strategies by providing a stable and clear policy environment. Temporary Policy Committees will be created to oversee the development ofPolicy Directives called for in the new General Delegation. These groups will be a collaborative effort between Commissioners and Port staff, led by Commissioners appointed by the Commission Co- Presidents. Internal and external subject matter experts will be engaged as needed. Participation in these working groups will vary by topic. The first two Policy Committees will be: Energy and Sustainability Projects and Procurement: The Policy Directive from this committee will replace Sections 4, 5, 6, 7, and 8 when adopted. (Public Works Projects, and non-public Works Projects, Contract and Procurement Administration, Personal and Professional, Purchased Goods contracts, CEO Utilization of Port Crews). Upon completion of the preceding two Policy Directives, other subject areas that will first be considered include: Economic Development Workforce and Small Business COMMISSION AGENDA Ted Fick, Chief Executive Officer March 27, 2015 Page 4 of 4 Steps to enact the new General Delegation The process behind the enactment of the new General Delegation will take several steps. These Policy Directives will be developed over the next several months. The suggested steps include: 1. Repeal specific sections of Resolution No. 3605 and adopt the General Delegation. At that time, pass a motion approving the formation of Temporary Policy Committees. 2. Policy Committees determine their work product, staffing needs, public involvement, and timeline. 3. Individual motions detailing that work approved by Commission for each Policy Directive. 4. Policy Committees develop draft Policy Directives, to be then adopted by the Commission through the form of resolutions. 5. Adopted resolutions are incorporated into the General Delegation, and the corresponding sections in Resolution No. 3605 are repealed. 6. Policy Committee dissolves. 7. Next Policy Committees form, process begins anew. 8. Once all Policy Directives and Resolutions are completed and adopted, officially sunset Resolution No. 3605 in its entirety. Legal will conduct a final review of the new General Delegation following any changes to the document between first and second reading. The goal is to ensure that the new Delegation is clear enough to replace more specific language in the current Resolution No. 3605. ATTACHMENTS TO THIS BRIEFING General Delegation of Authority Resolution No. 3704 enacting General Delegation PowerPoint presentation PREVIOUS COMMISSION ACTIONS OR BRIEFINGS February 24, 2015, briefing, introducing the new General Delegation of Authority.
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