Title
Chief Administrative Office, based on the Board's direction on November 18, 2025 (Legistar file 25-1864), recommending the Board:
1) Receive a presentation and direct staff to return to the Board with revisions to Board Policy A-1 - Development and Distribution of Board of Supervisors Policies, Board Policy A-3 - Ordinances-New or Amended, Board Policy B-1 - Budget Control and Responsibility, and Board Policy B-16 - Budget Policies; and
2) Adopt and authorize the Chair to sign Resolution 055-2025, giving authority to the Chief Administrative Officer (CAO) and Assistant CAO to execute Right of Entry Agreements and Agreements for the Use of County Facilities.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
At the Board’s Good Governance Workshop on September 26, 2025 (Legistar file 25-0795), the Board requested that staff return with a discussion identifying opportunities to enhance efficiency, transparency, and public engagement. On November 18, 2025 (Legistar file 25-1864), the Clerk of the Board and the Chief Administrative Office brought an item to discuss the above and the Board directed the Chief Administrative Office to return to the Board with additional recommendations for adjustments that may improve efficiency at regular Board meetings. Although public comment protocol was discussed on November 18, 2025, the item today is not in relation to that protocol change and the Board plans on having a discussion regarding public comment protocol on June 9, 2026. This item is solely based on the Board's direction to provide any other recommendations that weren't discussed at the November 18 meeting that may improve efficiency at regular Board meetings .
Staff have evaluated potential Policy areas where efficiencies can be created and are recommending the Board direct staff to return to the Board with revisions to Board Policy A-1 - Development and Distribution of Board of Supervisors Policies, Board Policy A-3 - Ordinances-New or Amended, Board Policy B-1 - Budget Control and Responsibility, and Board Policy B-16 - Budget Policies.
Staff identified a potential efficiency adjustment by revising Board Policy A-1, Development and Distribution of Board of Supervisors Policies, to remove the “next review” language. Currently, this requirement results in policies being brought to the Board solely to extend review dates, even when no substantive changes are needed. Eliminating this language would reduce unnecessary Board action and streamline the process, allowing staff to continue to monitor and update policies as needed outside of fixed review cycles. This change improves overall efficiency and focuses Board time on meaningful policy updates, whenever needed.
Board Policy A-3 - Ordinances - New or Amended, currently requires conceptual review and Board authorization prior to the development of any new or amended ordinance. While this process ensures transparency and alignment with Board priorities, it can also delay the implementation of minor or technical amendments that do not substantively alter the intent or function of an existing ordinance. To improve efficiency and reduce administrative burden, staff recommend revising Policy A-3 to include an exemption from conceptual review and authorization for minor amendments to existing ordinances. This change would allow staff to proceed directly to ordinance drafting for routine updates, such as correcting references, clarifying language, or making non-substantive adjustments. If approved, all amendments in their final draft form will still go to the Board for final approval.
Government Code Section 29125(b) authorizes the Chief Administrative Officer (CAO) to approve transfers and revisions of appropriations within a budget unit, provided that the total appropriations for the budget unit are not increased. However, Board Policy B-1 - Budget Control and Responsibility does not explicitly reflect this authority. To streamline internal budget adjustments and align with state law, staff recommend revising the policy to formally delegate this authority to the CAO. This change would enhance operational efficiency by reducing the need for Board action on routine budget transfers that do not increase the overall appropriation level.
Staff also identified Board Policy B-16 - Budget Policies can be revised to align with state law and County ordinance regarding Fixed Assets, allowing for the limited delegation for approval of new fixed assets to the CAO. This change would enhance operational efficiency by reducing the need for Board action on approval of new Fixed Assets, if the overall appropriations of the budget unit are not increased.
In addition, the County frequently enters into Right of Entry Agreements and Agreements for the Use of County Facilities to support various operational and capital projects. These agreements are typically routine in nature and time-sensitive, yet current practice requires each to be brought before the Board for approval, which can delay project timelines and increase administrative workload. To improve efficiency while maintaining appropriate oversight, staff recommend the Board adopt a resolution authorizing the Chief Administrative Officer (CAO) and Assistant CAO to execute these agreements on behalf of the County. Agreements approved under this delegated authority will be limited to use by public agencies or nonprofit organizations for purposes that support the mission of the County or a County department. Use by private or for-profit entities require separate Board approval with the exception of Park-related rentals which are approved by the Parks Manager per El Dorado County Ordinance Code, Chapters 9.46.220 and 9.46.320.This delegation would be limited to agreements that have been reviewed and approved by County Counsel and, when applicable, Risk Management, ensuring legal and risk compliance while streamlining the approval process.
ALTERNATIVES
The Board could choose not to adopt and authorize the Chair to sign the Resolution, and the Board could choose not to direct staff to return to the Board with the recommended policy changes.
PRIOR BOARD ACTION
Legistar file 25-0795 - September 26, 2025 - Good Governance Workshop
Legistar file 25-1864 - November 18, 2025 - The Board directed staff to return to the Board with efficiency adjustment recommendations.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
FINANCIAL IMPACT
N/A
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair’s signature on the Resolution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Grant Webber, Management Analyst II