CABOC Board Policies
Board Policies of California Association of bond Oversight Committees
Board Policy Standing and Ad Hoc Committees
Approved by Board of Directors on March 14, 202
BOARD STANDING AND AD HOC COMMITTEES
Bylaws Section 2. Standing and Ad Hoc Committees; Appointment and Removal of Chairs
- The board of directors shall establish such standing committees to work under the president’s direction as it shall determine necessary to accomplish the goals of the corporation. The board of directors shall notify the membership by letter, email, or notice in the corporation’s newsletter, if it establishes or dissolves a standing committee.
- The president may establish, and dissolve ad hoc committees as determined necessary, with ratification by the board.
- The president shall appoint a chair of each committee, upon ratification of the board. The chair of the committee shall appoint the vice chair and other members of the committee except as otherwise provided by the policy manual. When a new president is elected by the board, the president may appoint new chairs upon ratification of the board or reappoint incumbent committee chairs without ratification by the board.
- The board, or the president upon ratification by the board, may remove a committee chair with or without cause.
Bylaws Section 3. Committee Responsibilities
- Committees shall keep regular minutes of their proceedings and disseminate a copy to the board with the agenda packet for the next regular meeting and cause an approved copy to be filed with the corporation’s records
- No committee shall have power or authority to take any action on behalf of the corporation, unless specific power and authority is delegated to that committee by the policy manual, a resolution, or other action of the board of directors.
- A committee can take no action except when a quorum is present.
The following Standing Committees are established with the duties as prescribed.
- Prepare and publish on website “Best Practice” standards.
- Prepare and publish on website Legal Compliance and Best Practice Manual.
- Plan and conduct annual conference.
- Plan and conduct regional conferences and training workshops.
Frequently Asked Questions (FAQ)
- Prepare and publish on the website FAQs and their answer.
- Respond to website Help Desk requests.
- Prepare an annual legislative program to implement the Little Hoover Commission February 2017 recommendations.
- Seek sponsors for legislative program.
- Promote the passage of legislative program.
- Solicit and maintain current via California Public Records Act requests and other means the name and email address of active Proposition 39 Citizens’ Bond Oversight Committee (CBOC) members and enter Constant Contact electronic marketing system.
- Maintain current Excel database of districts (K-12 and Community College) with active Proposition 39 CBOC.
- Recruit voting CABOC members.
- Recruit Advisors.
- Manage Constant Contact electronic marketing system.
- Maintain a current list of media contacts.
- Prepare and distribute press releases.
- Prepare and distribute via Constant Contact an electronic newsletter.
- Manage the website.
- Conduct surveys/polls of stakeholders.
- Conduct annual election of Board Directors in accordance with Bylaws Article 5, Nomination and Election of Directors.
History: Original March 14, 2020, complete revision June 12, 2021
1.00 GENERAL PROVISIONS
1.10 Formation of Standing and Ad Hoc Committees
A. Only the board of directors may authorize the formation or termination of a standing committee.
B. The president may establish and dissolve ad hoc committees as determined necessary, with ratification by the board.
C. The president shall appoint a chair of each committee, upon ratification of the board.
D. The chair of the committee shall appoint the vice chair and other members of the committee.
E. The board, or the president upon ratification by the board, may remove a committee chair with or without cause.
F. The members of a standing committee my form subcommittees. A subcommittee may include members who are not members of the parent committee.
G. All actions affecting the formation, functions, or termination of standing committees, subcommittees or ad hoc committees shall be reported to the board of directors.
H. It the intent that the main work of the association will be performed by the standing committees.
1.20 Chairpersons and Committee Members
A. The Chairperson of each standing committee and ad hoc committee shall be a member of the CABOC Board of Directors.
B. Chairpersons shall appoint the members of their committees.
C. Any qualified person may be appointed as a committee member.
1.30 Chairperson Responsibilities
A. Each chairperson is responsible for the smooth running of his or her committee including the preparation of agendas, maintenance of proper minutes, coordination with other committees and related association activities.
B. Each chairperson shall appoint a vice chairperson and report such to the president and secretary.
C. Each chairperson shall maintain a current roster of the members of that committee. Promptly after a change occurs the chairperson shall submit an up-to-date roster to the secretary.
1.40 Committee Procedures
A. Each committee shall adopt its own set of written internal procedures for committee operations and file a copy with the secretary.
B. A committee can take no action except when a quorum is present.
C. No committee shall have power or authority to take any action of behalf of the corporation.
2.00 TRAINING MATERIAL COMMITTEE
The Training Materials Committee shall develop, document, acquire and continually improve all materials to train up CBOC’s and their members. It shall arrange for the effective delivery of this training, including assessing its effectiveness from time-to-time and from location-to-location. And it shall develop, stock, retain and update as necessary a repository of reference materials for use by CABOC members as well as by CBOC’s across the state.
2.10 Committee Functions and Duties
A. All aspects of the development and delivery of the CABOC training program curriculum and content to train new and current Citizens’ Bond Oversight Committees members, school board members and staffs.
B. Coordinate the development and delivery of training with California Debt and Investment Advisory Commission and Fiscal Crisis & Management Assistance Team.
C. Development of training program curriculum, in particular training manuals, handouts, Power Point presentation, videos, online presentations and other electronic training tools.
D. All written training materials produced shall be protected by copyright.
E. Posting of training materials on the association’s website.
F. Maintain and index of California Grand Jury Association reports relating to CBOCs.
G. Maintain an index of California State Controller and California State Auditor reports relating to CBOCs.
H. Maintain an online database of selected performance audit reports.
I. Maintain an online database of training materials produces by other organizations and agencies.
3.00 MEMBERSHIP RECRUITMENT COMMITTEE
The Membership Recruitment Committee shall attract, sign up and document new members to CABOC.
3.10 Committee Functions and Duties
A. Establish and execute a program of member recruitment, and membership renewal.
B. Maintain a database of members.
C. Provide information, guidance, and assistance to groups who wish to form a new chapter.
D. Design and produce a membership application.
E. Design and produce a certificate of membership.
F. Assign directors as liaison to CBOCs in their area.
G. Prepare and maintain a policy on director liaison role and responsibilities.
4.00 LEGISLATION COMMITTEE
The Legislation Committee shall be CABOC’s eyes and ears for laws and regulations currently affecting CBOC’s; those upcoming or pending which might affect CBOC‘s; and those ideas which the membership feels should be considered by authorities to better facilities effective, independent oversight by CBOC’s.
4.10 Committee Functions and Duties
A. Maintain a compendium of School Proposition 39 law.
B. Advise the association of development in state legislative matters.
C. Be informed by the Little Hoover Commission Report# 236, February 2017 recommendations on local bonds.
D. Assist the board in formulating and disseminating the association’s positions on legislation.
5.00 MEMBER CUSTOMER SERVICES COMMITTEE
- The Member Customer Services Committee shall work to retain members of CABOC by proving those ongoing, regular services which effectively facilitate retention. And those individualized services which, from time-to-time, may also be requested by members
5.10 Committee Functions and Duties
A. Maintain a database of CBOCs.
B. Response to website help desk requests.
C. Perform surveys of CBOC members.
6.00 PUBLIC RELATIONS COMMITTEE
The Public Relations Committee shall work to effectively and efficiently project CABOC’s business to its members, its customers and its stakeholders.
6.10 Committee Functions and Duties
A. Design and maintain a website.
B. Design, produce and distribute a newsletter.
C. Develop and maintain a Constant Contact database.
D. Prepare and maintain a media distribution list.
E. Prepare and issue press releases.
F. Design and produce other public relations materials.
G. Develop a marketing plan.
H. Use Zoom as communications platform.
I. Design and produce business cards, letter-headed stationary for letters &faxes, tri-fold brochures, name tags, common signature format.
J. Social media strategy.
K. Design logo.
L. Prepare slogan.
M. Design membership pin.
CONFLICT OF INTEREST
The reputation and public image of CABOC is vital to its non-profit goals and mission.
Members are prohibited from engaging in any affiliation with organizations or movements whose purpose is at odds with those CABOC.
Members are prohibited from entering any financial transaction that results in any personal or familial financial gain or benefit, except by approved contract.
Members are required to review this policy upon membership application and annually thereafter.
Members are required to immediately disclose any actual or potential conflict to the Secretary, who will notify the governing board for disposition.
Members are required to refrain from voting on any motion or proposal before the body that represents any actual or potential conflict.”
Prepared by Jack Weir
In addition to the duties defined in CABOC Bylaws Article 6, Section 4 the association has the following expectations for Directors:
• Attend quarterly board meetings in person or via Zoom, except when excused by the president for good cause, at their own expense.
• Attend annual membership meeting in person, except when excused by the president for good cause, at their own expense.
• Read agenda packet documents prior to board meetings and engage in passionate and informed discussion at the meetings.
• Be active on one or more standing committee(s).
• Recruit CABOC members.
• Recruit CABOC professional advisors.
• Act as CABOC liaison to assigned CBOCs.
• Make an annual contribution to CABOC.
• Share in paying the cost of a Directors & Officers liability insurance policy.
• Sign an annual conflict of interest statement as prescribed by Board Policy.
About California Association of Bond Oversight Committees (CABOC) Professional Advisors
Advisors are citizens who are passionate about Citizens’ Bond Oversight Committees (CBOC) having independent training and the capacity to provide independent oversight of Proposition 39 school bond construction projects.
Advisors are subject matter experts who can assist and support the mission of CABOC.
Many Advisors have served on or are now serving on Citizens’ Bond Oversight Committees and/or have expertise in training, school governance, school construction or auditing.
Advisors are appointed by the CABOC President subject to ratification by the Board. Advisor’s pictures and biographic information will be displayed on the CABOC website and various publications
There are no meeting requirements for Advisors. They will be requested to provide advice from time to time on various training courses, programs, website, newsletters, proposed legislation and publications.
Advisors are encouraged to participate in the work of one or more of the Board’s Standing Committees.
Advisors may also serve as the CABOC liaison to assigned CBOCs. In this role they would:
• Monitor the activities of the CBOC through review of website and visits to meetings.
• Provide access to CABOC resources.
• Recruit CABOC members.
• Recruit Advisors.
• Maintain CABOC email database of CBOC member
• Communication will be via email and occasional conference calls.
Advisors will be invited to participate in Executive Committee, Board, and annual membership meetings in person or via Zoom based on their passion for the subject matter under discussion
Advisors are CABOC voting members including the right to vote on election of directors and amendments to the bylaws and other governance matters.
History: Approved by Board of Directors March 14, 2020, amended September 12, 2020 and June 12, 2021
ABOUT CALIFORNIA ASSOCIATION OF BOND OVERSIGHT COMMITTEES (CABOC)
CABOC was co-founded by Jack Weir and Anton Jungherr in 2019 as a California Public Benefits Corporation, corporation number 4319346. CABOC is exempt from Federal income tax under Internal Revenue Code Section 510(c)(3), identification number 84-3416221. Donors can deduct contributions they make to CABOC under IRS Section 170 to the fullest extent allowed by law.
The specific purpose of this corporation is to provide training, assistance, and encouragement to California School Proposition 3 9 Citizens’ Bond Oversight Committee Members through development of training materials, delivery of online training, conferences, workshops, formation of regional groups of California Citizens‘ Bond Oversight Committees and representing common interest at the statewide level.
CABOC is a 501 (c) (3) not-for-profit organization. It does not take or support positions or any ballot measures or on any local, state, or federal legislation, nor does is endorse, support, or oppose and political parties or candidates for public office. 2
About Professional Advisors
“It was agreed that the position of Professional Advisor is hereby established. Professional Advisors would be subject matter experts and could be assigned to various standing committees. The Executive Committee is hereby granted authority to appoint Professional Advisors and make assignments to standing committee(s).” 3
Anton Jungherr, Co-Founder/Secretary/Treasurer, firstname.lastname@example.org, 510.697.7212 cell
History: Approved by Board of Directors March 14, 2020, amended September 12, 2020.
2 Statement approved by the Executive Committee on June 23, 2020.
3 Board of Directors minutes November 12, 2019.
CABOC proposed Partnership Program has two components, discussed below:
• Strategic Partnership Agreements Commercial Companies
• California Educational Associations and Organizations Cooperation Agreements
Strategic Partnership Agreement with Moss Adams, LLP
It is proposed that the performance auditor strategic partnership agreement be with Moss Adams, LLP. They would serve as though leaders for our members by sharing valuable information that promotes their professional development. As a trusted advisor, Moss Adams LLP receives exclusive and fust rights to promotional opportunities to ensure that their message.reaches our members directly.
CABCO partners are carefully vetted to ensure they are of the upmost value to CABOC members and are committed to CABOC mission to proving solutions to the challenges our members face.
It is proposed that CASBO offers a Board–approved long–term Strategic Alliance Partnership to Moss Adams, LLP. The benefit of such a Strategic Alliance Partnership will be negotiated including, but not limited to the following:
• Present CABOC-promoted educational content and webinars to our community
• Present workshops at the CABOC annual conference and regional workshops.
• Submit professional development articles in CABOC publications.
• Selection of CABOC annual event sponsorships.
• Year-long visibility and recognition in CABOC monthly newsletter.
• Year-long visibility on CABOC website.
• Exclusive use of CABOC Strategic Alliance Partnership brand indicia.
• Full-page color ad in our “Annual Conference Program Guide”
• Term of partnership to be negotiated.
• Amount annual contribution to be negotiated.
The Strategic Alliance Partnership agreement shall be approved by the CABOC Board of Directors, upon recommendation of the Executive Committee.
This policy authorizes the Executive Committee to negotiate a Strategic Alliance Partnership agreement with Moss Adams, LLP, subject to ratification by the Board of Directors.
CALIFORNIA EDUCATIONAL ASSOCIATIONS AND ORGANIZATIONS COOPERATION AGREEMENTS
It is proposed that CABOC execute cooperation agreements with various California Associations and Organizations whose activities relate to our purpose. Such an agreement could provide, but not be limited to, the followjng provisions:
• Sharing newsletters
• Attendance at workshop and conferences
• Joint articles
• Joint publications
• Joint training
• Sharing mailing lists
• Joint conference presentations
• Presentations at conferences/workshops
Each cooperation agreement would be negotiated by the Executive Committee and ratified by the Board of Directors. Listed below are possible candidates for cooperation agreements:
• Association of California Community College Administrators
• Association of California School Administrators
• California Assessors’ Association
• California Association of County Treasurers and Tax Collectors
• California Association of School Business Official
• California Association of State Auditors
• California City School Superintendents
• California Council of School Attorneys
• California County Boards of Education
• California County Schools Superintendents Educational Services Association
• California Debt and Investment Advisory Commission
• California Grand Jury Association
• California Public Securities Association
• California School Board Association
• California Tax
• Fiscal Crisis & Management Assistance Team
• Howard Jarvis Taxpayers Association
• Taxpayer Associations
• California State Treasurer
It is proposed that our initial cooperation agreement be with the California Grand Jury Association.
Prepare by Gregg Visineau/ AntonJungherr/Sallie De Witt
WEBSITE DOCUMENT REVIEW PROCESS
The website home page has seven (7) public segments. The purpose of this policy is to describe for each segment the purpose, review process, service standard (Help Desk), definitions and sources (Fraud, Waste and Abuse) and approval authority for a document to be uploaded to the website www.bondoversight.org. Also included is the CABOC Digest electronic newsletter.
This policy will assure that documents/articles/audits/reports posted to the CABOC website reflect the best practices, current information supported by evidence and CABOC professional and ethical standards.
FAQs (Frequently Asked Questions)
Purpose: Write and answer questions of interest and value to Citizens’ Bond Oversight Committee (CBOC) members.
Review Process: Questions and answers drafted by FAQ Committee, ten (10) calendar days review period by Board and Advisors.
Approval Authority: Board
Purpose: Write Best Practices standards for the training of CBOCs.
Review Process: Drafted by assigned subject matter experts (minimum of two) for each topic, review by the Best Practices Committee, sixty (60) calendar days review period by Board and Advisors, publication of draft on website, request for comments via newsletter articles and emails to stakeholders.
Approval Authority: Board
Purpose: Display documents/articles of interest to CBOC members prepared by CBOCs, CABOC Board and Advisors, districts, and other recognized organizations and individuals.
Review Process: Anyone can make a recommend to the Board that a document/article be uploaded to the website. Copyrighted material must be reviewed to determined if it can be posted on the website and written permission obtained ,if needed. Obtain approval for documents/articles authored by an individual.
Approval Authority: Board
Purpose: Questions/service requests can be submitted to CABOC through the Help Desk segment on the website. These requests go to the CABOC Secretary email address.
Review Process: Referred to FAQ Committee for preparation of answer after consulting published CABOC FAQs and Best Practices and subject matter experts as needed.
Service Standard: Acknowledgment of request within twenty-four (24) hours with an answer or status report within five (5) calendar days.
Approval Authority: FAQ Committee
Fraud, Waste & Abuse (placeholder)
In the News & Updates
Purpose: To display current news articles about and of interest to CBOCs throughout California and CABOC announcements about conferences, training workshops, annual membership meeting, etc. News articles will be from reputable news organizations.
Review Process: Board members and Advisors make recommendations to CABOC Public Relations Committee.
Approval Authority: Public Relations Committee
Purpose: To have available in one location various external resources that could be helpful to CBOC members.
Review Process: Board members and Advisors make recommendations to CABOC Public Relations Committee.
Approval Authority: Public Relations Committee
CABOC Digest Electronic Newsletter
Purpose: Communication with current and prior California CBOC members and other stakeholders.
Review Process: Draft prepared by newsletter editor and circulated to Executive Committee for review.
Approval Authority: Executive Committee
History: Original approved June 13, 2020 amended September 12, 2020, January 9, 2021, and June 12, 2021.
APPROVAL PROCESS FOR PLACING ARTICLES ON THE CABOC WEBSITE
The basic process is to receive an article submitted for inclusion on to the website. The article could be a white paper or copyrighted article. As indicated in the diagram, decisions are made as to the authorship of the article and if we can post the article depending on the content, review and approval of the article for posting on the website.
Essentially, it is recommended to submit CABOC members authored white papers that are reviewed and approved by the Training Committee for posting on the website. Other copyrighted material received must be reviewed and determined if it can be posted on the website.
Definitions are as follows:
Copyright: is a legal device that gives the creator of a literary, artistic, musical or other creative work the sole right to publish and sell that work. Copyright owners have the right to control the reproduction of their work, including the right to receive payment for that reproduction. An author may grant or sell those rights to others, including publishers or recording companies. Copyright law bestows certain exclusive rights on creators. But these exclusive rights are not absolute. The doctrine of “fair use” creates important exceptions. Subject to some general limitations, the following types of uses are usually deemed fair uses: Criticism and commentary; News reporting; Research and scholarship; Nonprofit educational uses and Parody.
Intellectual Property: is a broad categorical description for the set of intangible assets owned and legally protected by a company from outside use or implementation without consent. An intangible asset is a non-physical asset that a company owns. The concept of intellectual property relates to the fact that certain products of human intellect should be afforded the same protective rights that apply to physical property, which are called tangible assets. Most developed economies have legal measures in place to protect both forms of property. Types of intellectual property are Patents, Copyrights, Trademarks, Franchises and Trade Secrets.
White Paper: is an informational document, usually issued by a company or not-for-profit organization, to promote or highlight the features of a solution, product or service. White papers are often written as sales and marketing documents used to entice or persuade potential customers to learn more about or purchase a particular product, service, technology or methodology. A white paper is intended to provide persuasive and factual evidence that a particular offering is a superior method of approaching or solving a problem or challenge. In general, white papers are at least 2,500 words in length and are written in a more academic style
CABOC Objective 2020
One of CABOC Objectives 2020 is, “Assign a liaison to each of the 97 new CBOCs formed during the period November 2017 to March 2020.”
This Board policy will provide the framework to implement the CBOC Liaison objective described above. Each of these questions will be discussed below:
• Why have CBOC Liaisons?
• Why was the November 2017 to March 2020 period selected?
• How are Liaisons assigned?
• What is the role of the CBOC Liaison?
• How does a Liaison get started?
• What are the expectations?
• How much time is required?
• What is the purpose of the monthly CBOC Liaisons Zoom call?
Why have CBOC Liaisons?
• Provide a way to market our services to CBOCs.
• Provide a forum to recruit CABOC members.
• Provide a forum to recruit Professional Advisors.
• Provide direct services to CBOCs.
Why was the November 2017 to March 2020 period selected?
All these CBOCs were formed in the past two and one-half years and provides an excellent initial target market for our services.
How are Liaisons assigned?
It is proposed that Liaisons be assigned on a ratio of one (1) Liaison to five (5) CBOCs.
What is the role of the CBOC Liaison?
To provide a way for CABOC to connect with assigned CBOCs.
How does a Liaison get started?
• Obtain the contact information for the chairperson of assigned CBOCs.
• Introduce yourself and CABOC to the chairperson of assigned CBOCs.
• Request the district to add you to the CBOC agenda subscription list per Brown Act.
What are the expectations?
• Visit CBOC in person and/or via Zoom.
• Monitor CBOC meetings.
• Recruit CABOC members.
• Recruit Professional Advisors.
• Provide support upon request.
• Sign up CBOC members for CABOC free newsletter.
• Make California Public Records Act requests of key documents, when useful for our purposes.
• Minimum one communication (email/telephone) with assigned CBOC chairperson each month.
45 How much time is required?
About one (1) hour per week.
What is the purpose of the monthly CBOC Liaison Zoom call?
• To share best practices on delivery of our services to CBOSs.
• To share experiences.
History: Approved by Board of Directors on September 12, 2020
California Association of Bond Oversight Committees (CABOC) is a membership corporation.
Members elect the directors in a membership corporation.
CABOC Bylaws provide:
• Each year the president shall appoint, subject to ratification of the board of directors, a Nominations–Election Committee of three (3) members. (Article 5.a).
• Annual Membership meeting shall be held in January of each year. (Article 8.3 .d).
• Report on voting results for directors at the annual membership meeting (Article 8.3.b).
• Voting members are individuals who have signed the Membership Application (individuals who are serving or have served as a CBOC), Board Members and Professional Advisors. (Article 4.2.a).
• Voting members elect directors. (Article 4.2.a.l ).
• The Nomination-Election Committee shall manage the election of directors in accordance with the policy manual. (Article 5.c).
• Absentee or proxy voting shall not be permitted at the annual membership meeting. (Article 8.3.e).
• The quorum for the Annual Membership Meeting shall be 60o/o of the voting members or 35 members whichever is lower. (Article 8.3).
• Currently there are no membership dues. (Article 4.3).
Board Director Election shall be conducted electronically by the Nominations-Election Committee during December of each year with the results announced at the January Annual Membership Meeting.
The Nomination-Election Committee shall:
• Seek out the most competent CABOC members to serve as directors.
• Nominate a candidate for each expiring or vacant director position.
• Prepare the ballot.
• Provide for write in candidates.
• Confirm membership list.
• Deliver electronic ballots with supporting materials.
• Establish a voting period.
• Conduct the electronic election.
• Announce the voting results at the annual membership meeting.