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TRANSPORTATION AGENCY FOR MONTEREY COUNTY Memorandum | |
| | | | | | | | | To: | Board of Directors | | From: | Rita Goel, Director of Finance & Administration | | Meeting Date: | April 24, 2019 | | Subject: | Administrative Policies |
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| | | | | | | | | RECOMMENDED ACTION: | | APPROVE revisions to the Administrative Policies. |
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| | | | | | | | | SUMMARY: | | The Agency Board first approved these policies in 2000, though periodic changes and additions have been made since then. The first comprehensive update was done in December 2005. Updates were also done in February 2008, September 2009, June 2011and June 2014. Some additional revisions are being proposed at this time to bring the policies up to date. |
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| | | | | | | | | FINANCIAL IMPACT: | | Generally, there is no direct financial impact of the proposed changes. The proposed revisions help to minimize the Agency's potential financial liability as a result of better definition and risk management. |
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| | | | | | | | | DISCUSSION: | The Administrative Policies cover procedures for such activities as purchasing, contracting for services, official travel, reporting of accidents, disposition of surplus property, records retention, telecommuting, media guidelines, paper reduction, electronic communication, etc.
The original policies were approved when the Agency separated from the County of Monterey in July 2000. These documents were based on similar policies in place at the County of Monterey and with member agencies. The Agency Board has approved changes to the policies at different times since 2000 and the last update was done in June 2014. Changes since 2014, recommended by staff and reviewed by Agency Counsel and County Counsel staff with expertise in these matters, have been presented in the revisions.
Transportation Development Act Funds and State Transit Assistance Funds
Both these policies have been deleted as the Transportation Development Act Guidelines were separately adopted by the Board in April 2015.
Purchasing of Goods and Services
These policies are being updated to reflect the increased dollar authority levels of the Executive Director, approved by the Board in March 2019. Also, since the last modification to the Administrative policies, the Agency developed a more comprehensive Consultant Procurement and Management manual to be consistent with applicable State guidelines and to supplement existing policy. Hence the checklist which was attached as Exhibit A has been deleted.
Other changes
The policies on Electronic Communication and Records Retention have been updated.
Generally, there is no direct financial impact due to the proposed revisions to most of the Administrative Policies. Counsel and management have mostly proposed non-substantive wording changes to clarify and standardize language.
The revised policies are online as a web attachment.
Staff recommends the approval of revisions to the Administrative Policies.
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