Bylaws, Policies and Procedures 2018 Page| 1 INTRODUCTION This Handbook contains the bylaws, accounting, personnel and general policies and procedures of the Orange County Local Agency Formation Commission. LAFCO’s governing statute, the Cortese-Knox-Hertzberg Government Reorganization Act of 2000 (Government Code Section 56000 et seq.) requires that each LAFCO adopt written policies and procedures. Since its formation in 1963, Orange LAFCO has adopted individual policies and procedures over the years as necessary and required by State Law and at the request of the Commission. In 2005, the Commission adopted its first “Orange County LAFCO Handbook” which consolidated and updated all of the written policies and procedures previously adopted by Orange LAFCO along with recommended changes and revisions. The LAFCO Handbook is revisited and updated regularly to incorporate any changes in State law or in policies adopted by the Commission in the preceding year. The intent of the LAFCO Handbook is to provide one unified, current and comprehensive resource document to better inform LAFCO, its staff, public agencies and citizens of Orange County about the operations, responsibilities and functions of Orange LAFCO. The LAFCO policies and procedures contained herein generally do not reiterate or interpret State law. They are intended to supplement State law and reflect the unique circumstances and conditions in Orange County. For ease of reference, the Handbook is divided into five major Sections: (1) LAFCO Bylaws; (2) Accounting and Financial Policies and Procedures; (3) Personnel Policies and Procedures; (4) Administrative Policies and Procedures; and, (5) Project Processing Policies and Procedures. Any questions concerning the Commission’s adopted policies and procedures can be directed to the Commission’s Executive Officer or Assistant Executive Officer: Carolyn Emery, LAFCO Executive Officer 2677 North Main Street Suite 1050 Santa Ana, CA 92705 (714) 640-5100 Page| 2 Table of Contents SECTION 1: Orange County LAFCO Bylaws ..................................................................................................... 6 SECTION 2: Accounting & Financial Policies and Procedures ....................................................................... 21 PART 1 - Introduction .............................................................................................................................. 22 PART 2 – General Policies ........................................................................................................................ 22 PART 3 – Policies Associated With Revenues And Cash Receipts ........................................................... 29 PART 4 – Policies Associated With Expenditures And Disbursements ....................................................... 33 PART 5 – Policies Pertaining To Specific Asset And Liability Accounts ..................................................... 41 PART 6 – Policies Associated With Financial Reporting ............................................................................ 46 SECTION 3: Personnel Policies and Procedures ........................................................................................... 52 PART 1 – Employment ............................................................................................................................. 53 PART 2 – Salary And Wage Administration ............................................................................................. 61 PART 3 – Benefits .................................................................................................................................... 82 PART 4 – Time Off ................................................................................................................................... 84 PART 5 – Conduct And Problems .......................................................................................................... 101 SECTION 4: Administrative Policies & Procedures ..................................................................................... 105 Guidelines for the Appointment of LAFCO’s Regular and Alternate Public Members and Commissioners’ Terms of Office ....................................................................................................... 106 Policy for Disposal of Surplus Property ............................................................................................... 109 Legislative Policy Guidelines .............................................................................................................. 112 Policy for Inspection and Copying of Public Records .......................................................................... 117 Records Retention and Destruction Policy ........................................................................................ 123 Policy & Procedural Guidelines for LAFCO Sponsorship of Conferences and Meetings .................... 148 Social Media Use Policy ...................................................................................................................... 149 Guidelines for Selecting LAFCO Voting Delegates ............................................................................ 158 Policy for Distribution of LAFCO Reports .............................................................................................. 159 Software License Agreement Policy .................................................................................................. 161 Geographic Information Systems (GIS) Policy .................................................................................... 175 Guidelines Relating to Conflict of Interest ........................................................................................ 178 Policy for the Use of Computer and Electronic Communications .................................................... 180 SECTION 5: Project Processing Policies & Procedures ............................................................................... 187 Guidelines for Processing Applications and Evaluating Proposals .................................................... 188 Policy & Procedural Guidelines for Conducting Protest Proceedings ............................................... 188 Page| 3 Policy & Procedures for the Initiation of Proposals by the Local Agency Formation Commission ..... 188 Policy & Procedures for Processing Conflicting Proposals ............................................................... 188 Policy & Procedural Guidelines for Processing Incorporation Applications and Implementing Revenue Neutrality Provisions .......................................................................................................... 188 Policy & Procedures for the Review and/or Processing of Out-Of-Area Agreements by the Executive Officer (Gov’t Code §56133) .............................................................................................................. 188 Policy and Procedural Guidelines for Addressing Unincorporated Small Islands ............................... 188 Standards for Evaluating Service Plans and Preparing Municipal Service Reviews ............................ 188 Policy to Implement Disclosure of Political Expenditures ................................................................ 188 Sphere of Influence Policy and Guidelines for Preserving Community Identity ................................. 188 Policy for Holding Public Meetings within Affected Communities ................................................... 188 Policy for the Indemnification of LAFCO by Applicants .................................................................... 188 Policy and Procedures for Incomplete Applications ........................................................................... 188 Fee Waiver and Refund Policy ........................................................................................................... 188 Policy for Promoting Community Identity ......................................................................................... 188 Policy and Procedures for Disincorporations .................................................................................... 188 Policy and Guidelines for Disadvantaged Unincorporated Communities (DUCS) ............................ 188 The LAFCO Handbook is reviewed and updated at least bi-annually by the Commission. The Commission reserves the right to review, revise, add, or delete individual policies throughout the year. Any changes/ additions/deletions made to the LAFCO Handbook throughout the year will be noted here as well as on the individual policies: LAST REVISED: February 14, 2018 Page| 4 THIS PAGE INTENTIONALLY LEFT BLANK Page| 5 SECTION 1: Orange County LAFCO Bylaws Page| 6 Bylaws of the Orange County Local Agency Formation Commission ARTICLE – GENERAL1 1.1 TITLE This Commission shall be entitled and known as the Orange County Local Agency Formation Commission (“Orange County LAFCO”), hereinafter referred to as the “Commission.” 1.2 MISSION Adopted January 28, 2005, the mission of Orange County LAFCO is as follows: “LAFCO serves the citizens of Orange County by facilitating constructive changes in governmental structure and boundaries through special studies, programs, and actions that resolve intergovernmental issues, by fostering orderly development and governance, and by promoting the efficient delivery of services. LAFCO also serves as a resource for local governments and citizens by providing a structure for sharing information