Administration Policy Manual

Changes to policies are approved by The Commission. Changes to procedures are approved internally.

Commission Business

• Governance
  • Statute
  • Ordinance
  • Bylaws
  • Board Membership and Appointment Structure
• Conflict of Interest
  •  Conflict of Interest Code (includes Exhibit A/Positions/Exhibit B/Disclosure Categories
  •  Conflict of Interest Policy
• Commissioner Policies
  • Guidelines for Ethical Practices
  • Commissioner Reimbursement for Attendance of Conferences/Seminar
• Committees
  • Committee Membership Procedures
  • Committee Structure
• Advocacy/Legislative
  • Advocacy Policy
  • 2022 Policy Platform
• Property & Capital Assets
  • Personal Property Policy
  • Policy for Capital Assets
• Maintenance of Records
  • Records Retention & Destruction Policy
• Delegated Authority
  • Authority Delegated to Executive Director Policy 
  • Policy for Delegating Signature Authority
  • Designation of Signature Authority Form
• Other
  • Digital Signatures Policy & Procedures
  • Statutory Requirements for Public Hearings
  • Equity Principles
  • Public Records Request

Fiscal & Financial Reporting

• Administrative Cost
  • Administrative Cost Policy
  • Approved Rate for FY 22/23
  • Approved Rate for FY 21/22
• Internal Controls
  • Internal Control Procedures
  • Policy for Signature Authority
• Credit Card
  • Credit Card Policy
  • Credit Card Acceptance Form
• Investment Management
  • Investment Policy
  • CDIAC – Allowable Investments – Figure 1
• Fund Balance
  • Fund Balance Policy (GASB 54)
• Financial Reporting
  • Policy for Monitoring Financial Condition
• Evaluation Costs
  • Policy Related to the Amount Spent on Program Evaluation
• Accounting
  • Petty Cash Procedure
• Budgeting
  • Infrastructure Budget Policy
• Donations
  • Policy & Procedures for Accepting Donations
• Funded Partner Fiscal-related Policies
  • Advance Payment
    • Policy for Advance Payment
    • Advance Payment Request Form
  • Line Item Budgeting
    • Line Item Budgeting Policy
    • Line Item Budgeting Categories
  • Third Party Payments
  • Internal Audit Procedure

Procurement & Contracting

• Procurement Policies & Procedures
  • Contracting and Procurement Policy
  • Procurement of Goods and Services Policies and Procedures
  • Procedures for Formal Solicitation & Award Process
  • NfL Sole Source
  • Subrecipient/Vendor Determination Form
  • Procurement Documentation Checklist
• Conflict of Interest
  • Conflict of Interest Policy
  • Reviewer Conflict of Interest & Non-Disclosure Policy & Form
  • Reviewer Conflict of Interest Checklist
• Appeals
  • Appeal Policy & Procedures
• Fixed Asset & Infrastructure Projects
  • Fixed Assets & Infrastructure Investments Policy
• Faith-based Organizations
  • Policy on Funding Faith-based Organizations
• First 5 Logo
  • Logo Policy
  • Clarification of Logo Policy
• Funded Partner Guidelines
  • Nutrition and Physical Activity Standards
  • Messaging around Nutrition and Physical Activity
• Reporting
  • Semi-Annual Progress Reporting Policy
  • Timely Report/Invoice Submission Procedure
  • Procedure for Follow-up on Late Invoices/Expenditure Reports
  • Procedure for Follow-up on Late Progress Reports

Human Resources

• Employee Handbook
  • Employee Handbook
  • 2022 COVID-19 Leave Request Form
  • 2022 COVID-19 Leave Policy & Procedures
• Labor Laws
  
  • Federal/CA Labor Law Posters
  • 2022 COVID-19 Supplemental Paid Sick Leave
• Salaries and Wages
  • Salary Ranges
  • Procedures for Establishing Employee Compensation
• Payroll
  • Procedures for Time Card Reporting
  • Payroll Procedure – Federal Funding
• Flexible Work Schedules
  • Procedure for Flexible Work Schedules
  • Request Form for Alternative Work Schedule
• Employee Ethics
  • Internal Procedures for Ethics & Reporting Fraud
  • Communication Guidelines for First 5 Ventura County Staff
• Direct Services
  • Policy & Procedures for Prevention of Abuse & Molestation

Communications

• F5VC Website & Social Media
  • Procedures for Administering F5VC Website
  • Guidelines for Social Media

Last updated 03/09/2022 AP