3-4 Policy for Memberships to Professional Associations & Organizations – Use of Public Funds

Return to Administrative Policy Manual

1. Purpose
2. Policy
   

I. Purpose

To establish parameters for use of public funds for voluntary memberships and dues in professional associations and organizations.

Back to top

II. Policy

This policy governs the approval of the use of public funds for voluntary memberships to professional associations and organizations when requested by employees, elected officials, and Departments. The following general guidelines will be used to determine whether a request is eligible or ineligible for use of public funds.

1. Individual Memberships in Professional Associations and Organizations
   1. Department may allow, at County cost, its employees to join professional associations and organizations that develop and improve professional or vocational skills within the limits of this policy.
   2. Department may authorize use of public funds to reimburse the employees or directly pay for dues expense if the membership relates to the employee’s current job or work assignment (alternately, employee may request reimbursement through the Staff Development and Wellness Allowance Program, in accordance with the program policy).
   3. Employees must obtain appropriate Department approvals for dues to a professional association or organization made with Department funds.
   4. Individual memberships to professional associations and organizations by elected officials shall not violate the provisions in the California State Political Reform Act, including Government Code Section 81002(e) which state that “Laws and practices unfairly favoring incumbents should be abolished in order that elections may be conducted more fairly.”
2. Department Memberships in Professional Associations and Organizations
   1. Departments are authorized to pay for department membership dues for memberships that provide a primary and direct benefit to the Department and are essential to carry out the activities, purpose and mission of the organization.
   2. Department Head, or their assigned designees, may authorize department memberships based on the function of the Department and justifies the expenditure as being a direct benefit to the Department and its need to fulfill official duties.
3. Limits on Use of Public Funds for Memberships - Individual and Department Membership Dues
   1. Public funds will not be used to pay dues for local associations and organizations that are considered political-based organizations. Local political-based organizations constitute those entities located in Sonoma County that contribute funding to influence ballot measures and/or candidates for public office, subject to regulation under election laws and Internal Revenue Code Section 527. These entities include local parties, committees, associations, and non-profit 503(c) organizations that set up a separate fund and/or have a separate organization (i.e. political action committee) for the purpose of accepting contributions or making expenditures for exempt function activities pursuant to Internal Revenue Code Section 527.
   2. Examples of local political-based associations and organizations include, but are not limited to:
      • North Bay Leadership Council
      • North Coast Builders Exchange
      • Santa Rosa Democratic Club
      • Santa Rosa Metro Chamber
      • Sierra Club Sonoma Group
      • Sonoma County Alliance
      • Sonoma County Conservation Action
      • Sonoma County GOP Patriot Club
      • Sonoma County Farm Bureau
   3. In the event of a dispute as to whether a local association or organization is considered political-based and exempt from use of public funds under this policy, the County Administrator, or his or her designee, shall make the final determination.
4. The Staff Development and Wellness Allowance Program is not subject to Section 3 of this policy.
5. Nothing in this policy precludes voluntary membership in organizations that do not involve the use of public funds.

Back to top