Best Practices Performance Measurement for Governing Boards and Commissions Prepared for training presented in April 2008

Overview Why Measure Best Practices Overview of Best Practices Defining the Practices – Criteria and Process Exercise – Criteria and Process Options Annual Performance Evaluation Reporting Results

Why Measure Best Practices? Why Measure? Legislative interest Best practices as a pathway to improved performance and accountability Standard Measure  Percent of total best practices met by the Board and/or Commission (B/C)  For , Legislature added to all governing B/C

Overview of Best Practices Self Assessment Best Practices List 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

Defining the Practices: Cr iteria and Process Best Practice: Performance expectations are current Establish Criteria B/C discusses key deliverables and other expectations with Executive Director in September of odd numbered years. Establish Related Process Subcommittee evaluates list of key accomplishments and planned actions provided by the Executive Director. Subcommittee develops proposed list of key deliverables for upcoming year and presents them to B/C for discussion and approval.

Examples Department of Geology & Mineral Industries Governing Board Land Conservation and Development Commission Oregon Medical Board

Exercise Steps: Form groups Distribute best practices Share discussion notes Goal: Identify criteria and related process ideas for best practices.

Exercise Discussion Questions What does your board/commission do now? What criteria/process would be ideal? What criteria/process would be even better than ideal?

Annual conversation about best practices (self assessment form) Key discussion questions: How are we doing? What factors impacted our performance result? What needs to be done to improve performance? Document process and results Dealing with resistance Annual Evaluation Process

Reporting Performance Use standard template Focus on what’s been done and on how performance was/could be improved Comment on insights learned from this process

Contacts Dawn Farr, Legislative Fiscal Office Phone: Rick Gardner, Budget and Management Phone: