DISCUSSION
Periodically, County staff review various provisions of County Administrative Policies to update policies, bring policies into compliance with any changes in state and federal laws, and to conform the policies to actual County practices. The recommended changes will update the policies regarding procedures for departments. Department Heads are responsible for implementing and enforcing administrative policies, as applicable, in their department/agency.
Here is a summary list of the significant changes to Administrative Policy 6-101:
1. Section 1.3.2: Clarifies the acceptable use of electronic signatures for the County Executive Officer (CEO) and Department Head-level agreements that do not contain the County’s preferred standard electronics signature language, if County Counsel approves the agreement as otherwise in compliance with the California Uniform Electronic Transactions Act (CEUTA).
2. Sections 2.4 and 2.5: Due to inflation, increases the expenditure threshold from $2,000 to $3,000 for printing and copying services; materials, supplies, furnishings, and equipment; and emergency purchases; and thus, informal purchase orders.
3. Section 2.5.5: Standard maintenance, warranty, and support for Information Technology hardware and software purchases shall not contribute to the 25% incidental services limit, and may still be procured using a Purchase Order; whereas, previously these costs were included in incidental services.
4. Section 2.10: Clarifies process for emergency purchases and adds election services.
5. Section 5.6.4: Authorizes the Director of Support Services or designee to approve invoices for payment of employee occupational medical services and drug testing, as required for fit-for-duty examinations, and other specialty medical services, not to exceed $5,000 per occurrence.
6. Section 5.6.4: Expands types of services and facilities for mental health treatment services agreements the Health and Human Services Agency (HHSA) Director or designated Branch Director can sign and increases term from one year to three years, but maintains maximum compensation at $50,000.
7. Section 5.6.5: Clarifies Department Heads may authorize to approve relevant staff to accept online Terms & Conditions to access online hosted services if the CEO or Board has approved the online hosted services agreement.
8. Attachment B, Personal Services Agreement template: Updates to Indemnification, Americans with Disabilities Act, and returned information format requirements standard language.
9. Attachment A, Real Property Lease Agreement, and Attachment F, Public Works Construction Agreement template: Update to Indemnification standard language.
10. Attachments A, B, and F, Real Property Lease Agreement, Personal Services Agreement, and Public Works Construction Agreement templates respectively: Updates to insurance requirements per Support Services – Risk Management Unit from $1 million to $2 million for certain coverages.
Note: Policy Resolution No. 2012-01 (adopted by the Board on February 7, 2012) allows the CEO to make conforming changes to the rest of 6-101, including the Table of Contents and the reference table, if the policy manual changes are approved by the Board. |