Consider an update to the Yolo LAFCo Administrative Policies and Procedures to add a new Section 3.1 Role of Commissioners and amend Section 5.17 Reimbursement Policies to delete an incorrect reference to reimbursement for LAFCo meetings

Approve the recommended updates.

At the June 27, 2024, meeting, the Commission discussed increasing alternate member's participation in meetings by having them sit either at the dais or staff table. Upon reviewing our local policies, staff realized they were missing a more general policy regarding regular and alternate members' participation. Therefore, staff reached out to multiple other LAFCos for sample policies and synthesized the best elements to develop a policy for Yolo LAFCo as provided below. This policy makes it clear that alternates are encouraged to attend and participate in all meetings if at all possible. The policy is flexible whether alternates sit at the dais or staff table. It also clarifies that alternates may not participate in closed session when the regular member is present. 

While the administrative policies are being considered, staff also suggests an important cleanup item is taken care of by deleting a reference to costs reimbursed related to LAFCo meetings (Section 5.17). It contradicts with Section 5.15, which states Commissioners do not receive any mileage or compensation to attend LAFCo meetings (which has been our practice).

3.1 ROLE OF COMMISSIONERS (new section)
While serving on the Commission, all commission members shall exercise their independent judgment on behalf of the interests of residents, property owners, and the public as a whole in furthering the purposes of the CKH Act. Any member appointed on behalf of local governments shall represent the interests of the public as a whole and not solely the interests of the appointing authority.

In each member category, the alternate member shall serve and vote in place of a regular member who is absent or who is disqualified or recuses themselves from participating in a specific matter before the Commission.

Alternate members are encouraged to take an active role in LAFCo business and should attend all meetings, if at all possible, even if the regular members are present. As a matter of policy, because alternate members may at any time be called upon to vote in place of a regular member, the Commission encourages alternate members to participate in discussion of the issues before the Commission, including discussions and deliberations on project proposals, attendance at CALAFCO Annual Conferences, legislative activities and training workshops, inter-agency coordination and communication, and participation in policy development and other working groups. Alternate members may not vote, however, unless a regular member, from the same representation category as the alternate, is absent or disqualified from participating in an item before the Commission. All non-voting alternates may sit at the dais, if space allows, or in the staff/press section in front of the dais in the Board of Supervisors Chamber.

An alternate member may not participate in closed session when the regular members are present.

5.17 REIMBURSEMENT POLICIES (edit to existing section below)
Expense reimbursement requests should be submitted monthly, although flexibility is permitted if the claimable amount is not deemed to be significant. Expense claims for costs incurred in one fiscal year should be, whenever practical, submitted for reimbursement during the same fiscal year.

Claims for reimbursement of costs related to LAFCo meetings, conferences and seminars should be submitted not later than 60 days following completion of the event for which reimbursement is being claimed. Reimbursement for meals in conjunction with attendance at conferences and workshops shall not exceed the established IRS thresholds for the County where attendance occurred. Alcoholic beverages are not reimbursed. Cancelation of attendance at CALAFCO conferences and workshops shall be made in accordance with CALAFCO cancellation policies.

Use of private automobiles to conduct LAFCo business shall be reimbursed at the current IRS allowable rate. Individuals receiving a monthly automobile allowance will be reimbursed for authorized travel mileage beyond the County of Yolo and the City of Sacramento. Travel for commuting between home and office is not reimbursable. For the purposes of this policy, the LAFCo “office” location is deemed to be the County Administration Building in Woodland. Travel between home and a LAFCo business destination is reimbursable to the extent that the total mileage exceeds the normal round-trip commute between the home and the office. This rate shall be considered full and complete payment for actual expenses for use of private automobiles, including insurance, maintenance, and all other automobile-related costs. LAFCo does not provide insurance for private automobiles used for LAFCo business. The owner is responsible for personal liability and property damage insurance when vehicles are used on LAFCo business.

Meals and incidental expenses are paid at a fixed per diem and paid per the per diem rate guide established by the U.S. General Services Administration. Receipts or vouchers may be required for reimbursement of all other items of expense except private automobile mileage and taxis or streetcars, buses, bridge and road tolls and parking fees. Reimbursement of expenses is not allowed for personal items such as, but not limited to, entertainment, clothing, laundering, etc. The general rule for selecting a mode of transportation for reimbursement is that method which represents the lowest reasonable expense to LAFCo and the individual Commissioner or staff member.