TO: Board of Supervisors
FROM: Ryan J. Alsop, Chief Executive Officer
REPORT BY: Jennifer Palmer, Assistant Chief Executive Officer, and Sheryl Bratton, County Counsel
SUBJECT: Administrative Policies Modernization Project
RECOMMENDATION
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Receive a presentation on the Administrative Policy Modernization Project and adopt five Resolutions approving revised administrative policies in the areas of Administration, Fiscal, Facilities and Equipment, and Planning, Building and Environmental Services, and repealing additional outdated policy manual sections. (No Fiscal Impact)
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BACKGROUND
On July 28, 2026, the Board of Supervisors received a presentation on the Administrative Policy Modernization Project and adopted a Resolution (File ID #26-1154) approving a new administrative policy numbering and classification framework and repealing an initial set of outdated policy manual sections. That action constituted Phase 2 of the three-phase modernization initiative. The item before the Board today is the Phase 3 update.
As a reminder, the County Executive Office is responsible under Napa County Code Section 2.08.040 for policy formation, including the development and recommendation of policy and policy alternatives to the Board of Supervisors for consideration. The Administrative Policy Manual is the vehicle through which the Chief Executive Officer fulfills this responsibility. The purpose of the Manual is to establish clear, consistent, and legally compliant guidelines for administrative functions that apply across County departments - serving as a centralized repository for countywide internally focused policies, promoting equitable practices, strengthening internal controls, improving organizational communication and transparency, reducing legal and financial risk, and facilitating the efficient use of County resources.
The County has entered into an agreement with CivicPlus to host the Napa County Administrative Policy Manual on a publicly accessible website. The Administrative Policy Modernization Project is the predicate work necessary to prepare the Manual for public publication.
The project proceeds in three phases:
• Phase 1 (Complete): All 112 existing policies were reviewed by Department Head subject matter experts and County Counsel, with each policy evaluated for approval as-is, recommended for repeal, or flagged for substantive revision.
• Phase 2 (Complete - July 28, 2026): The Board approved the new classification and chapter numbering framework and repealed an initial set of policies identified as outdated and no longer necessary.
• Phase 3 (Today's Action): Initial set of policy revisions are presented for Board adoption, along with repeal of additional policies identified for elimination during the revision process. This set of policies does not represent the entire set of policies under revision. Additional policy revisions as well as new policies will come to the Board at future meetings, pending the result of Meet-and-Confer review(s). The intent remains to bring all policy revisions to the Board before the end of the calendar year.
PHASE 3 POLICY ACTIONS
Phase 3 presents two categories of Board action: (1) adoption of revised and updated policies organized under the new chapter framework, and (2) repeal of additional policies identified as outdated during the revision process. The policies acted upon today are organized by subject-matter chapter as follows:
Title 2 - Administration
The following administrative policies governing countywide operational functions have been reviewed, updated for legal compliance and current organizational structure, and reformatted as ongoing policy directives consistent with the Manual's stated purpose. Revisions include updates to reflect current law, elimination of historical Board action summaries, and alignment with the County's current departmental structure and titles:
• Policy 2.3 - Chief Executive Officer Authority: This policy operationalizes the statutory grant of authority to the Napa County CEO as provided in Napa County Code Chapter 2.08, et seq. Revisions remove recitation of historical/time-stamp actions, clarify and codify existing procedures for use of public resources for community events, constituent engagement, Department Head evaluations, and temporary closures of Department Offices.
Title 3 - Fiscal
The following fiscal policies have been reviewed and updated to reflect current accounting standards, applicable state and federal requirements, and the County's current financial structure and practices:
• Policy 3.2 - Budgetary Controls. This policy establishes levels of budgetary control within the County structure and the required approval authority for amendments, increases, or transfers within the legally adopted budget. Revisions remove recitations of historical/time-stamp actions and provide additional background, purpose, and authority clarifications.
• Policy 3.3.2 - Community Investment Funds. This policy provides guiding principles and procedures for the Board’s annual allocation of revenue generated by certain transient occupancy taxes and deposited in the Community Investment Fund. Revisions provide additional background, purpose, and authority clarifications.
• Policy 3.3.3 - Criminal Justice Facilities Construction. This policy establishes requirements governing the use and expenditure of money in the Criminal Justice Facilities Construction Fund to ensure compliance with Government Code section 76101 and applicable Board actions. Revisions remove recitations of historical/time-stamp actions and provide additional background, purpose, and authority clarifications including relevant Board adopted Resolutions authorizing certain assessments and use and expenditure of monies.
• Policy 3.5.1 - Travel & Employee Reimbursement. This policy establishes the requirements under which employee travel and work-related meals will be authorized and reimbursed by the County of Napa. Revisions reorganize the table of contents, clarify background, purpose, authority, applicability, allowance guidance, and reimbursement procedures.
• Policy 3.5.2 - Grant Application & Administration Policy. This policy promotes effective and accountable grant administration to reduce grant-related risk and promote compliance by establishing clear guidelines for administering grants in accordance with applicable federal and state laws and regulations, County policies, and grant terms and conditions. Revisions remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, and process for grant application approval, submission, acceptance, renewal and administration.
• Policy 3.5.6 - Cash Shortage Policy. This policy delegates authority to the Auditor-Controller to relieve County officers and employees from cash shortages in accordance with California Government Code Sections 29390 and 29390.1 and establishes standards and procedures for relief of shortages in accounts. Revisions remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, authority and administrative procedures.
• Policy 3.5.11 - Internal Controls Policy. This policy establishes Countywide responsibility for implementing and maintaining a sound and comprehensive framework of internal controls. Revisions re-organize content and provide additional background, purpose, authority and provide additional clarification on components of internal control, control deficiencies and corrective action.
• Policy 3.5.12 - Internal Audit Charter. This policy supports accountability and transparency in County government by providing independent and objective assurance and advisory services through the Napa County Auditor-Controller’s Office to evaluate and recommend improvements to governance, risk management, internal controls, compliance and operational effectiveness. Revisions re-organize content, remove table formatting, provide additional background, purpose, authority and additional clarification on professional auditing standards, audit scope, responsibilities, and reporting requirements.
• Policy 3.8.1 - Debt Management Policy. This policy ensures sound and uniform practices for issuing and managing debt. Revisions remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, authority and standards for debt financing. Original Policy 8H (Debt Management) has been redlined and split to become 3.8.1(Debt Management Policy) and 3.8.5 (Debt Advisory Committee).
• Policy 3.8.2 - Initial & Continuing Disclosure for Outstanding Bonds. This policy ensures each Official Statement of disclosure in connection with the offering and sale of bonds is accurate and complete and in compliance with federal securities laws, and that the County complies with its Continuing Disclosure Undertakings in a complete and timely manner. Revisions remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, roles & responsibilities, the titles of related working groups and clarifications related to disclosure of listed events.
• Policy 3.8.5 - Debt Advisory Committee. This policy ensures sound and uniform practices for issuing and managing debt. Revisions re-organize content and clarify background, purpose, authority, applicability, policy objectives for the committee. The committee provisions used to be included in original Policy 8H and were pulled out as a standalone policy. The redline for section 3.8.1 shows the removal of the language for the debt advisory committee.
• Policy 3.9 - Auditor-Controller Delegations of Authority. This policy provides clear and current statements of the general standing authorities delegated by the Board of Supervisors to the Auditor-Controller. Revisions remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, authority and applicability.
• Policy 3.10 - Treasurer-Tax Collector Delegations of Authority. This policy provides clear and current statements of the general standing authorities delegated by the Board of Supervisors to the Treasurer-Tax Collector. Revisions remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, authority and applicability.
In addition, the proposed resolution for adopting the revised policies for Title 3 (Fiscal) include a revision of the classification framework adopted by the Board for the Policy Manual that removes the Purchasing Policy as a standalone title and instead includes it under Title 3 as a subsection. No changes are being made to the Purchasing Policy at this time. See Exhibit A attached to the Title 3 Resolution for the revised classification framework.
Title 5 - Facilities & Equipment
The following policies governing County facilities, vehicles, and equipment have been reviewed and updated to reflect current practices, applicable law, and the County's current organizational structure:
• Policy 5.1 - Public Works. This policy updates and consolidates various Board actions delegating authority to the Public Works Department and the Road Commissioner for easy reference by county employees and the public. Revisions separate former single policy (“Section 38”) into two distinct policies (5.1 and 5.2) and remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, authority and applicability.
• Policy 5.2 - Energy Conservation. This policy establishes countywide standards for the responsible use of energy in County facilities, governing thermostat settings, lighting, appliances, after-hours operations, equipment procurement, and escalating conservation measures during declared energy emergencies. Revisions separate former single policy (“Section 38”) into two distinct policies (5.1 and 5.2) and remove recitations of historical/time-stamp actions, re-organize content and provide additional background, purpose, authority and applicability.
Title 6 - Planning, Building and Environmental Services
The following policies in the area of planning, building, and environmental services have been reviewed and updated to reflect current state law, County Code, and departmental structure:
• Policy 6.2 - Rebuilding After a Disaster. This policy provides a framework for assisting property owners in rebuilding their homes and businesses immediately after a disaster. Revisions remove certain procedural language related to debris removal and property tax assessment.
• Policy 6.3 - General Plan Amendment Procedures. This policy outlines the procedures for initiating and processing a General Plan amendment, including procedures for setting an election to satisfy the requirements of Measure P. Revisions remove recitations of historical/time-stamp actions, clarify background, purpose authority and procedures.
Additional Policy Repeals
During the substantive revision process, County Counsel and Department Heads identified additional policies that are outdated, superseded by state or federal law, no longer relevant to County operations, or do not align with the purpose of an administrative policy manual. These policies are proposed for repeal and are identified in Exhibit A of the accompanying Resolution. Repealing these sections eliminates outdated directives that could otherwise create confusion or inconsistency in County operations.
PBES recommends repealing Sections 12A, 12C and 20 of the Policy Manual. Section 12A was adopted to address procedures for approving construction laydown yards on properties adjacent to approved construction. The policy has not been referenced or used substantially in the last 10 years and does not reflect current practices. The policy also relied on an ordinance change that never occurred. Section 12C (Maintaining Safe and Healthy Business Operations During COVID-19 Pandemic) is no longer needed since it was limited to regulating businesses during the COVID-19 pandemic. Section 20 recites actions taken by the Board over the decades for Environmental Management. However, the policy does not contain actionable policy or procedural language for the Environmental Management division. Many of the provisions are outdated, referencing subject matter that has been addressed in other ways more recently. For example, Environmental Management used to manage the Animal Shelter, but that was changed when departments were reorganized and the Shelter was moved to Public Works. The Shelter hours of operation are no longer governed by this policy. Staff recommend that Section 19 (District Attorney) be repealed since it is largely outdated and was limited to a historical account of miscellaneous actions taken by the Board in the 1970s-1990s. Additionally, Section 19 does not align with the primary purpose of a countywide administrative policy manual which is to regulate internal county business operations, as opposed to externally focused policies.
NEXT STEPS
Upon adoption of the Resolutions, staff will finalize the revised policy manual and submit the complete, reorganized Administrative Policy Manual to CivicPlus for publication on the County's publicly accessible policy website. Publication of the full manual is anticipated by the end of calendar year 2026.
REQUESTED ACTION
Adopt five resolutions approving revised administrative policies under Titles 2, 3, 5, and 6 of the new Administrative Policy Manual chapter framework and repealing additional outdated policy manual sections.
FISCAL IMPACT
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Is there a Fiscal Impact? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
There is no mandate to modernize administrative policies or publish them online. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
None |
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Consequences if not approved: |
Existing Administrative policies will remain as-is and on internal Sharepoint site. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: None