County Policy It is the policy of San Mateo County that any department considering hiring a retired County employee (SamCERA retiree) as extra help[1] or engaging their services through a contract must follow all applicable state and federal requirements. Failure to comply may result in the termination of the employee’s extra help status or contract.  It is also the policy that if the department is hiring a SamCERA retiree in a capacity other than a contract or extra help (e.g. in a permanent full time or part-time) then the retiree must unretire and become an active member of SamCERA.  Such re-employment must follow the stateRead More →

Congratulations on the new child in your home! The information below will help you understand the leave, pay and benefits that may be available to you as a County employee.  If you need more information, please call: The County’s Leave Management Specialist at (650) 363-7882 for questions regarding leave entitlements; The Benefits Division at (650) 363-1919 or email benefits@smcgov.org for questions regarding your benefits; The Controller’s Office at (650) 363-4777 for questions regarding integration of SDI, PFL and Short Term Disability payments. Frequently Asked Questions about Leaves Associated with Pregnancy Disability, Child Bonding and Caregiving: Pregnancy Disability Leave County Parental Leave Policy (Child Bonding) FMLA/CFRA: Child Bonding Leave Intersection of typesRead More →

2019 Transgender Policy (PDF) Purpose This transgender policy reaffirms the County’s commitment to providing a welcoming, safe, and inclusive environment for all employees. This policy supports the County’s Equal Employment Opportunity (EEO) Policy which prohibits discrimination on the basis of certain protected characteristics such as sex, sexual orientation, gender identity, or gender expression. This policy provides guidance to address the issues that arise pertaining to transgender and transitioning employees, clarifies the expectations and process for managers, supervisors, and employees, and creates a safe and productive work environment for all employees. This policy does not anticipate every situation that might occur with respect to transgender orRead More →

1. Purpose This policy outlines the proper use of email resources available to County of San Mateo workforce members (employees, contractors, vendors, interns,  extra-help, and any party who provides services or work for the County  will be collectively known as “workforce members” for purposes of this document) to assure that County-provided email services are used in compliance with applicable laws and County policies. Workforce members who use email services should familiarize themselves with this policy including its explanation of County email privacy and security issues. By complying with this policy, County workforce members can ensure that disruptions to the County ‘s email services are minimalRead More →

Please download & read the policy in its entirety: SocialMediapolicyRevised2015 (PDF) We have highlighted some sections that are applicable to all employees using social media:​ 1.1.1. Executive Summary of Steps for Departmental Use of Social Media This policy outlines what a County department should do when using social media for official purposes. In summary, a department that is looking to use social media or that is already using social media should be sure that it follows the following steps for each use of social media (for example, go through the steps for the department’s use of Facebook and separately for the department’s use of Twitter): ConsiderRead More →

SAN MATEO COUNTY EMPLOYEE  AND PUBLIC SERVICES DEPARTMENT Inter-Departmental Correspondence DATE: June 12, 2003 TO: Department/Division Directors FROM: Mary Welch, Employee and Public Services Director SUBJECT: Restoration of Sick Leave and Advanced Vacation Accruals Memo Sick Leave restoral 6_12_03 Sick Leave Restoration Resolution On January 29, 2002, the Board of Supervisors. adopted a resolution enabling the County to restore sick leave and grant advanced vacation accruals to former County employees hired on or after January 1, 2002 who are re-hired within two years of separation. On June 10, 2003, the Board of Supervisors adopted a resolution (attached) enabling the County to restore sick leave andRead More →

About Limited Term Employment In our efforts to become a more agile organization, the County of San Mateo created limited term employment. Limited term employees are employees who serve the County for a period of up to 6,240 hours. Limited term employees are typically brought on to work on special projects, help the department address a significant spike in workload, or backfill for a regular employee who is on leave or working out of class. Limited term employees subject to the AFSCME/SEIU Extra-Help MOU can only be used in circumstances outlined in the AFSCME/SEIU Extra-Help MOU. To the extent limited term employees are hired toRead More →

Date Established: November 1, 2004 I. Introduction Overview The purpose of this policy is to ensure the integrity, reliability and good performance of San Mateo County computing resources through the effective and efficient prevention of computer virus outbreaks and network security attacks involving computers and fileservers attached to the San Mateo County Network by the implementation of proactive, centrally administered virus protection and Operating System patch management. Virus protection is most effective if every computer and fileserver on the San Mateo County network has anti-virus software installed and is configured to receive updates from a centrally located anti-virus server. Operating system updates are most effectiveRead More →

Public Safety Officers Procedural Bill of Rights Act Government Code Sections 3300-3312 3300 – Title This chapter is known and may be cited as the Public Safety Officers Procedural Bill of Rights Act. 3301 – Definition; Legislative findings and declaration For purposes of this chapter, the term public safety officer means all peace officers specified in Sections 830.1, 830.2, 830.3, 830.31, 830.32, 830.33, except subdivision (e), 830.34, 830.35, except subdivision ©, 830.36, 830.37, 830.38, 830.4, and 830.5 of the Penal Code. The Legislature hereby finds and declares that the rights and protections provided to peace officers under this chapter constitute a matter of statewide concern.Read More →

Policy approved by the Board of Supervisors on January 9, 2001 If you have questions or concerns about this policy, please contact Employee & Labor Relations See also: Report of Incident or Unsafe Condition Form I. POLICY A. Purpose The purpose of this policy is to: Establish a strong commitment to provide a safe work environment free of violence and threats of violence in all the facilities of the County of San Mateo; Heighten awareness of domestic violence and use early prevention strategies to avoid or minimize the occurrence and effects of domestic violence in the workplace; Provide for training and education of all employeesRead More →

GENERAL. Medical authorities and rehabilitation specialists agree that most temporarily disabled employees benefit both psychologically and physically from returning to work at the earliest feasible date. The concept of returning injured employees to work early under a temporary modified work assignment is an underlying philosophy of the Workers’ Compensation system. Supervisors demonstrate interest in disabled employees and recognize the importance and contribution of these employees by arranging meaningful work at the earliest medically feasible date. Injured employees can quickly recognize when they are being ignored by supervisors who do not want to be bothered. Such experiences are humiliating and could directly contribute to extended recuperation periods.Read More →

San Mateo County encourages the use of teleworking as a viable, voluntary option for County employees. San Mateo County Departments are encouraged to review their operations, if appropriate,  and establish a formal telework program for their department, as successful telework programs are tailored to the environment in which they operate. The County recognizes the benefits of telework, including: Boosting employee morale and productivity; Promoting options for employees to effectively balance work-life commitments; Providing an additional employee recruitment and retention tool and increasing the County’s competitive advantages by positioning the County as “an employer of choice”; Boosting employee job satisfaction; Reducing absenteeism; Increasing the County’s abilityRead More →

Purpose The Smoking Pollution Control ordinance prohibits smoking in all County offices. Smoking by a County employee in a County building at any time may result in disciplinary action. Accommodation for Smokers Appropriate outdoor accommodations, including benches, receptacles and overhead shelters, are provided. For some buildings and work areas next to buildings with no overhangs, smoking shelters have been installed. Employee Complaints If you have a complaint about a co-worker who smokes in your building, notify your supervisor verbally or in writing immediately. Resources for Quitting Smoking It’s tough to be a smoker in an increasingly smoke-free world. The County is strongly committed to yourRead More →

The California Occupational Safety and Health Administration, CAL/OSHA Title 8, Section 5144 and Section 5199 require that San Mateo County develop a respiratory protection plan to maintain a safe and healthy work environment. The plan has been developed to provide guidelines to employees to minimize the risk of occupational diseases caused by breathing air contaminated with harmful dusts, fogs, fumes, gases, smokes, sprays, or aerosols. This respiratory protection plan focuses on source control, control of the environment, safe work practice habits and respiratory protection devices. When effective engineering or administrative controls are not feasible or practical, or in emergency situations, the use of personal respiratoryRead More →

If you have questions or concerns about this policy, please contact Employee & Labor Relations Policy revised on March 29, 1999 Any County employee who is convicted of a felony or a misdemeanor subsequent to employment must report such conviction to the Employee Relations Division of Employee and Public Services within seventy-two hours of the conviction. A conviction will not necessarily result in dismissal. Each conviction will be reviewed/investigated to determine if it is substantially related to the responsibilities of the job prior to making a determination about potential action. Failure to report a conviction within seventy-two hours of the conviction may result in disciplinaryRead More →

Policy created on April 28, 2003 If you have questions or concerns about this policy, please contact your Ron Davis at 650-573-2054. I. PURPOSE The County of San Mateo has adopted this Sanction Policy to comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the federal regulations promulgated there under as well as the California Confidentiality of Medical Information Act. There are several countywide (E-Mail Policy, Internet Usage, and Information Systems Security among others) and departmental policies that require officers and employees to protect information that is considered private, confidential or sensitive. These policies provide that failure to adhere to themRead More →

Policy created on April 28, 2003 If you have questions or concerns about this policy, please contact Ron Davis at 650-573-2054. 1.1 INTRODUCTION The County of San Mateo (“the County”) collects and maintains protected health information (PHI) about its patients and health plan members (“members”). These functions define the County as a covered entity, subject to federal HIPAA laws and regulations. The federal HIPAA regulations on privacy and confidentiality (45 CFR. 160 et.seq) (“HIPAA regulations”) require that the County maintain the privacy of its patients and members’ PHI, and limit how the County uses and disclosed this information. The HIPAA regulations also provide patients andRead More →

If you have questions or concerns about this policy, please contact the ISD Help Desk at 650-363-4108. I.      INTRODUCTION Overview Policy created on April 28, 2003 This  policy  outlines  the  proper  use  of portable  computers  and  portable  computing  devices available to or used by County of San Mateo employees in support of their assigned duties. Background In recent years an increasing number of County employees have acquired access to portable computers to enhance their work. Additional y new portable computing technologies, including Personal Data Assistants (PDA), have become common with employees uploading and downloading County information to these devices. In some cases these tools, bothRead More →

Policy revised on September 17, 1996 If you have questions or concerns about this policy, please contact your department’s County Counsel representative. The following specific restrictions apply to all County officers and employees: A County officer or employee may not engage in political activities during assigned hours of employment. This means that a County employee cannot attend campaign functions or discuss candidates or measures on County time. A County officer or employee may not use County telephones, stationary, equipment, or supplies, including copying machines, word processing, or intradepartmental mail, for political purposes, whether or not such activities occur during assigned hours of employment and whetherRead More →

All County of San Mateo Employees, Attached is a new one-time notice that is being sent to you in accordance with the Patient Protection and Affordable Care Act (ACA) of 2010 (sometimes referred to as “Obamacare”). This notice, designed by the Federal Department of Labor, is intended to inform you about the following: Effective January 1, 2014, every U.S. citizen and legal resident will be required to obtain qualifying health insurance coverage. This requirement is referred to as the “individual mandate”. The health insurance coverage must meet certain minimum standards. The health plans offered by the County of San Mateo meet the standards required byRead More →

On July 27, 2004, the Board of Supervisors adopted the County’s “Whistleblower Ordinance” establishing procedures for the reporting of improper governmental activity.  The County Manager’s Administrative Memo C-5 provides further guidance on the County’s reporting process. On November 20, 2012, and February 12, 2013, the Board of Supervisors approved additional funding to enhance the County’s efforts to eliminate suspected improper governmental activity by, among other things, establishing a “Whistleblower Hotline” as well as a web-based reporting system and developing an ethics training program for all County employees. Related Links File a complaint online at www.reportlineweb.com/smcgov San Mateo County Ordinance Code Sections 2.14.060 through 2.14.100 SanRead More →

Policy & Procedures for Participating in Online Training Programs (Approved by Executive Council, January 26, 2009) POLICY STATEMENT: San Mateo County encourages and supports employees to participate in online training programs in order to promote employee development, partnership, and organizational enrichment. BACKGROUND: The County initiated online training programs with the mandated AB1825 training on Preventing Sexual Harassment in 2005. Due to the success of that program, the County has expanded its online offerings in conjunction with the implementation of the County’s Learning Management System in 2007. A variety of programs is offered in the online format, including Introduction to Employee Development Plans ATKS Since itRead More →

Building and maintaining a safe working environment for County employees and the public requires more than just this Plan. It requires the active and constructive participation of all employees at all levels and in all aspects of County service. There are many opportunities to make a contribution to workplace safety whether serving on a committee, helping to identify and correct an Occupational Health and Safety problem, implementing a new program or policy, or educating oneself. Help us meet the challenge of keeping San Mateo County a safe and healthy place to work. Occupational Health & Safety Plan 2012-2016Read More →

Date Established, January 01, 2005 Only for Sheriff’s Safety / Probation Safety Retirement members and extra help employees COUNTY OF SAN MATEO STATEMENT CONCERNING YOUR EMPLOYMENT IN A JOB NOT COVERED BY SOCIAL SECURITY Employee Name:______________________________ Employee ID:____________ Your earnings from this job are not covered under Social Security. When you retire, or if you become disabled, you may receive a pension based on earnings from this job. If you do, and you are also entitled to a benefit from Social Security based on either your own work or the work of your husband or wife, or former husband or wife, your pension may affectRead More →

I, _________________________, do solemnly swear (or affirm)  that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Loyalty Oath Signature FormRead More →

Policy revised on: March 24, 2003 If you have questions or concerns about this policy, please contact the ISD Help Desk at 650-363-4108 I. INTRODUCTION Overview This policy outlines the proper use of Information Technology resources owned or operated by the County of San Mateo and establishes standards for the base configuration and operation of those resources. The policy applies to employees, contractors, consultants, temporary and other workers at County offices, including all persons affiliated with third parties. The policy applies to all computer equipment and related devices owned or operated by San Mateo County, to all computers and communications devices not owned or operatedRead More →

Policy revised on: March 24, 2003 If you have questions or concerns about this policy, please contact the ISD Help Desk at 650-363-4108 I. INTRODUCTION Overview This policy outlines the proper use of Information Technology resources owned or operated by the County of San Mateo and establishes standards for the base configuration and operation of those resources. The policy applies to employees, contractors, consultants, temporary and other workers at County offices, including all persons affiliated with third parties. The policy applies to all computer equipment and related devices owned or operated by San Mateo County, to all computers and communications devices not owned or operatedRead More →

The purpose of the County’s written Hazard Communication Plan is to comply with Cal/OSHA’s Hazard Communication Standard and to guide departments in the development of their site-specific Hazard Communication Programs. Globally Harmonized System of Classification and Labelling of Chemicals (GHS) Presentations are based on the fourth revised edition of the GHS (GHS Rev.4) and have been prepared by the UNECE secretariat Hazard Communication Program-Including GHS Updates-2013Read More →

Statement of Policy: San Mateo County provides leave to eligible employees in accordance with the Federal Family and Medial Leave Act (FMLA) and the California Family Rights Act (CFRA) as well as the County’s other leave policies.  Unless otherwise provided by this policy, “leave” under this policy shall mean leave pursuant to the FMLA and CFRA. ELIGIBILITY FOR FMLA/CFRA LEAVE: If you have been employed by the County of San Mateo for at least 12 months and you have worked at least 1,250 hours during the 12 months immediately preceding your leave, you are covered by the provisions of FMLA/CFRA.  If you are an employeeRead More →

As an employer, San Mateo County has the responsibility to minimize hazards in the workplace. This policy sets forth accepted guidelines for personal computer and video display terminal (VDT) use. It updates information and guidance for the proper selection and use of equipment based on changing technology as well as increased knowledge and experience to assist in assuring employee health and safety. Ergonomic Office Standards – 2014 Ergonomic Evaluation Form for San Mateo County Employees Department Ergonomic Coordinator List – July 2014 Ergonomic Policy for Computer Operations – 2014Read More →

The goal of this policy is to encourage and increase the use of environmentally preferable products and services in San Mateo County. By including environmental considerations in procurement decisions, San Mateo County can promote practices that improve public and worker health, conserve natural resources, and reward environmentally conscious manufacturers, while remaining fiscally responsible. The policy objectives are to: Expand the procurement of environmentally preferable products; Identify environmentally preferable alternatives; Recommend as goals for San Mateo County operations, the adoption of alternative processes, where practicable, that will reduce the use and disposal of hazardous substances as well as promote resource conservation; and Collect and maintain up-to-dateRead More →

BOARD OF SUPERVISORS’ COMMITMENT TO EQUAL EMPLOYMENT OPPORTUNITY The Board of Supervisors of the County of San Mateo takes this opportunity to express its philosophy that an essential component of excellence in County government is the diversity of its community. As a result of our long-standing commitment to equal employment opportunity, the County of San Mateo has become a model of diversity among public sector entities. We recognize, welcome, and appreciate our diverse and multi-cultural workforce. Our diversity allows us to respond to the needs of our customers in a more effective and culturally sensitive manner and provides a reflection of the community we serve.Read More →

This policy establishes when an electronic or facsimile signature may replace a hand-written (wet) signature, with the goal of encouraging the use of paperless, electronic documents whenever appropriate. This policy applies to all signatures used in processing independent contracts and requests for proposals as well as internal communications, routing slips, external correspondence, and other official activities. However, this policy does not require any department to use electronic signatures. Electronic and Facsimile Signatures: Administrative Memo B-29Read More →

  ADMlNISTRATIVE MEMORANDUM COUNTY OF SAN MATEO Number: D-14 SUBJECT: Mail Bag Security RESPONSIBLE DEPARTMENT: Employee and Public Services APPROVED: County Manager Date: June 28, 2000 This memorandum revises Mail security bags/treasurer deposit bags should not contain in excess of $4,000 in cash. The following procedures ensure the safe handling of money and other negotiable instruments by the County’s inter-office motorized Mail Service. All currency and other readily negotiable instruments carried by the County’s inter-office Mail-Service shall be transported in locked security bags supplied by Mail Services. The security bags used by departments are to be numbered sequentially to separately identify each bag and to provide properRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Property Found at County Facilities RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager NUMBER: D-12 DATE: November 5, 1986 The following outlines the procedures to be used in handling lost and found items. Items with a Value of Less Than $10.00 Lost items which are discovered by a county employee or by a member of the public should be taken to the nearest county office. That office will hold the property for three days and, if unclaimed, the property will be delivered to the.Building Services Unit of the General- Services Department in Redwood City. If necessary, a day service worker from theRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Travel Arrangements RESPONSIBLE DEPARTMENT: General Services NUMBER: D-11 APPROVED: County Manager DATE: August 10, 1984 Each fiscal year the Chair of the Board of Supervisors designates the official travel agent that will make travel arrangements for county travel. Departments process travel authorizations directly to the travel agent. Payment is made on a direct claim (blue claim). Travel arrangements should be made by departments as early as possible. This becomes particularly important in view of the fact that some airlines offer substantial discounts if reservations are made a month or more in advance. All department heads should take fullRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-10 SUBJECT: County Collection Policy RESPONSIBLE DEPARTMENT: Employee & Public Services APPROVED: County Manager DATE: August 8,2000 This memorandum establishes guidelines and procedures for the disposition of delinquent accounts receivable for County funded programs. Delinquent Accounts/Returned Checks An account is delinquent when: 1) a check is returned unpaid; 2) payment has not been received 60 days after the first billing; 3) the bill is returned to the County because of a change of address; 4) a County department has reason to believe that the debtor will not make payment. All delinquent accounts should be turned over to RevenueRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-9 SUBJECT: Loss of Money and Securities RESPONSIBLE DEPARTMENT: Human Resources APPROVED: John L. Maltbie, County Manager DATE: October 27, 2014 County funds, securities, equipment and personal property are occasionally lost because of theft or other disappearance. The County, through the Risk Management Division of the Human Resources Department, insures against these types of losses through a crime policy or fidelity. In the case of a loss, the affected department should immediately contact the Sheriff’s Office or the local police department that has jurisdiction. It is also essential that the Risk Management Division, Controller’s Office and District Attorney’s Bureau ofRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO RESPONSIBLE DEPARTMENT: County Manager SUBJECT: Data Processing Committees APPROVED: County Manager NUMBER: D-8 DATE: February 1, 1984 Data Processing Advisory Committee The major users of data processing services are appointed by the County Manager as members of the Data Processing Advisory Committee. The quarterly committee meetings provide a forum for the Manager of Data Processing to discuss plans, priorities, problems and project status with users. The meetings also offer the users an opportunity to ask questions, comment on data processing issues and maintain an awareness of the state of data processing in the county. Data Processing Coordinating Committee The role ofRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF’ SAN MATEO SUBJECT: Office Maintenance RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager NUMBER: D-7 DATE: February 1, 1984 Routine Office Maintenance All requests for routine maintenance should be directed to the appropriate supervisory Stationary Engineer assigned to the department facility requiring service. The Stationary Engineer will determine if the request can be accomplished within the General Services maintenance budget-or whether it must be deferred for later funding through the Special Job/Capital Project major maintenance process. Department heads should inform the Director of General Services, in writing, of the names of supervisors authorized to place maintenance requests. Safety Hazards Locations for telephone andRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Offers of Art Work RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager NUMBER: D-6 DATE: February 1, 1984 At the earliest possible opportunity the Board of Supervisors should be made aware of art offered to the county for permanent display or installation in county facilities. The Board will make an initial determination regarding the location, medium and general subject of the art work. The proposed project will then be referred to the Director of Community Services who will obtain a recommendation from the San Mateo County Arts Council. After consulting with the County Manager and the Director of General Services, theRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-5 SUBJECT: Use of Cars for County Business RESPONSIBLE DEPARTMENT: General Services DATE: August 2, 1993 Use of County Cars County cars may not be used to conduct personal business. Seat Belts When on County business, whether in County-owned or privately-owned automobiles, drivers and passengers must use seat belts. If seat belts in County vehicles are in any way defective, the vehicle may not be used and the motor pool notified immediately. All privately owned vehicles used for County business must have working seat belts. Accident Reporting Instructions for accidents and en1ergencies may be found in the gloveRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Office Space Request RESPONSIBLE DEPARTMENT: General Services NUMBER: D-3 DATE: February 1, 1984 All requests for additional office space should be included in departmental budget requests. Departments should consult General Services by November 15, regarding any change in office space during the ensuing fiscal year. Requests for new office space must include a complete description of the activities to be conducted and the number and type of positions involved. New space requests must include furniture requirements for each person and any special needs such as laboratories, or waiting rooms of a specific size. If there is a requirement thatRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-2 SUBJECT: Office Lighting Levels RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager DATE: February 1, 1984 As part of the county’s ongoing energy management program, the following light levels have been established for all county facilities: Footcandles Illumination Normal office work (reading, writing, intermittent filing) 50 +/- 10 Office work requiring extensive filing, taking shorthand or frequent bookkeeping or drafting 75 +/- 15 Office work requiring extensive bookkeeping, drafting or other visually difficult critical tasks 100 +/- 20 Work and circulation areas surrounding work stations 30 +/- 5 Hallways and corridors 10 +/- 5 Restrooms 20 +/- 5 Outdoor securityRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-6 SUBJECT: Reporting of Improper Governmental Activity RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2005 Purpose The purpose of this memo is to establish the administrative policies and procedures to implement the County’s whistleblower ordinance. (Chapter 2.206 of the San Mateo County Ordinance Code.) The ordinance seeks to protect the integrity of the County’s governmental institutions by providing a mechanism for reporting of improper governmental activity, including but not limited to violating local campaign finance laws, conflict of interest laws, or governmental ethics; misusing County resources; or using a County position to advanceRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Employee Political Activities RESPONSIBLE DEPARTMENT District Attorney’s Office NUMBER: C-5 DATE: February 1, 1984 Federal, state, and local laws restrict political activities of county officers and employees. The applicability of these restrictions varies according to circumstance. Therefore, this memorandum serves only as a general guideline for employee conduct. Specific questions should be directed to the District Attorney’s Office.   Solicitation of political contributions from county officers or employees. A county officer or employee may not knowingly solicit political funds or contributions from county officers or employees. However, a county officer or employee may solicit political funds or contributions from the general public even ifRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF’ SAN MATEO SUBJECT: Individual Contractors APPROVED: County Manager NUMBER: C-4 DATE: February 1, 1984 Due to potential legal conflicts and increased financial risks to the county, individuals performing professional and specialized services should either be in employee status or be covered by a written agreement firmly establishing an independent contractor’s status.  Expert witnesses and election precinct workers may be paid on “Blue Claim” without a contract.  Any other exceptions must be approved in advance by the District Attorney. The following criteria should be used as a guideline for determining whether persons performing specialized or professional services should be independent contractors orRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-3 SUBJECT: Incompatible Activities and Conflict of Interest RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum C-3, dated February 1, 1984, revising the policy of Incompatible Activities and Conflict of Interest. Departments have adopted conflict of interest codes. Department heads are responsible for assuring that all affected employees are aware of and abide by the Board approved regulations regarding incompatible activities and conflict of interest codes.Read More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-2 SUBJECT: Receipt of Legal Documents RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum C-2, dated February 1, 1984, and it revises the County’s policy for the receipt of legal documents. Purpose The purpose of the policy is to ensure that “legal documents” are handled properly. The term “legal documents”, includes claims for money or damages under the Government Claims Act, pleadings, subpoenas and any notices that reference a court case. Policy County departments and divisions shall take the following actions when they receive legal documents. The document(s) shallRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-19 SUBJECT: Mobile Technology Use Policy RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: May 5, 2014 This memorandum replaces an earlier version of Memorandum B-19 dated October 22, 2007, which was limited to the acquisition and use of cellular telephones and personal digital assistants. This memorandum revises and expands the policy to cover the County’s acquisition of “mobile devices” and provision of such devices to employees. This memorandum also covers the use of such mobile devices to transact County business (including but not limited to accessing County information systems and technology)Read More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-18 SUBJECT: Extra Help Policy RESPONSIBLE DEPARTMENT: County Manager DATE: January 6, 1997 It is the policy of San Mateo County to use Extra Help employees only in the following circumstances and for a limit of 1,040 hours per fiscal year per employee: 1. Temporary absence of incumbent. 2. Short-term variations in workload, including seasonal work (e.g. elections, lifeguards). 3. Short-term special projects/assignments/pilot programs. 4. Temporary filling of vacant positions. 5. Intermittent work (e.g. library pages, on-call nurses) 6. Temporary staffing prior to implementation of organizational or technological changes (e.g. computer programmers) The County Manager’s Office (CMO) provides fiscalRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-17 SUBJECT: Coin-operated Vending Machines RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: November 24, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum B-17, dated July 25, 2003, revising the policy of privately-owned and operated vending machines placed in County Facilities. This memorandum excludes machines under agreements with the State Department of Rehabilitation. The Department of Human Resources Procurement Division will be responsible for administering a countywide contract for the placement of vending machines in County facilities. All vendors must comply with the County of San Mateo Wellness Policy. The Procurement Division will work with the DepartmentRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-16 SUBJECT: County Travel Policy RESPONSIBLE DEPARTMENT: County Manager DATE: April 2, 2013 This memorandum replaces the prior Administrative Memorandum B-16 dated January 7, 1997, revising the County policy for travel. The County Travel Policy is intended to establish consistent, efficient, and effective guidelines for County employees and officials when traveling on County business. I. Purpose and Appropriateness of Travel Travel on County time and at County expense will be permitted for bona fide business reasons that will benefit the County. Travel for attending business conferences, services, and meetings will be permitted only if there is a clear benefitRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-15 SUBJECT: Appropriation Authority RESPONSIBLE EPARTMENT: County Manager DATE: February 25, 2014 The Board of Supervisors, through the budget approval process, appropriates funds for each budget unit at an object level (Salaries and Benefits, Services and Supplies, Other Charges, Fixed Assets, Other Financing Uses and lntrafund Transfers). Pursuant to the Government Code, departments are only authorized to expend funds within the amount appropriated by the Board of Supervisors for each budget unit-object level. As set forth herein, departments must request any necessary appropriation adjustments at an object level, and obtain the necessary approvals for such adjustments, prior toRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-14 SUBJECT: Duplex Copying of All County Documents RESPONSIBLE DEPARTMENT: County Manager DATE: March 25, 1991 This memorandum serves to reinforce a policy that was made by the Board of Supervisors over a year ago that encouraged all county departments to duplex documents. Administrative Memorandum B-4 specifies that the documents prepared for the Board of Supervisors’ agenda packets be duplexed. In the interest of reducing paper and copier-associated costs countywide, &l documents produced by county departments where duplicating of original documents is necessary must be duplexed. Furthermore, all duplicating jobs performed by Reprographics or referred to an outside print shop willRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Second in Command RESPONSIBLE DEPARTMENT: County Manager NUMBER: B-13 DATE April 17, 1987 It is essential that a clear line of authority be established when the Department Head is absent from the job. In those departments having an Assistant Department Head, that position assumes the responsibility automatically.  However, several departments do not have an Assistant Department Head position. In those departments when the Department Head will be absent five days or more, the Department Head shall communicate, in writing, to the County Manager indicating the person by name and title who will serve as acting Department Head during the DepartmentRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-12.2 SUBJECT: Department Participation in Non-County Sponsored Events and Activities RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 2-27-13 PURPOSE The purpose of this memo is to establish policies, procedures and a required approval form for County employees and/or County resources to participate in events and activities that fall outside of the direct provision of services by a department, but benefit the County. An example of an event that would require prior approval is a fundraiser for a community group or a non-profit partner. Prior approval would be required. Upon prior approval, the expenses for on-duty personnel, and/or theRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Legislative Program RESPONSIBLE DEPARTMENT: County Manager’s Office NUMBER: B-11 DATE: June 16, 1986 Legislative Program The county legislative program is established by the Board of Supervisors and is coordinated through the County Manager’s Office. Individual departments, with assistance from the County Manager’s Office, the County Supervisors Association, and other associations will monitor state and federal legislation in their areas of responsibility. Legislation will be presented to the Board of Supervisors when there is a controversial subject or major public policy issue and Board direction is needed, or where it is clear that a Board position will have an impactRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-12.1 SUBJECT: Department Hosting Authority for County Sponsored Events and Activities RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 2-27-13 PURPOSE The purpose of this memo is to establish policies and procedures consistent with Section 2.12.290 of the San Mateo County Ordinance Code, related to the hosting of events that will be of benefit to the County such as conventions, conferences, trainings, or special meetings. When the employees or officers of the County of San Mateo act as host for a convention, conference, training, or special meeting, the expenses may be paid by the County. These events mayRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Travel Expenses Financed by Others RESPONSIBLE DEPARTMENT: County Manager NUMBER: B-10 DATE: February 1, 1985 In most cases travel expenses which benefit San Mateo County are authorized by established procedures and are financed by the county. There are occasions when transportation and lodging expenses can be paid by sources other than the county. In specific cases these expenses can be paid by private businesses or consultants. In these instances the following conditions shall apply: The travel of a county employee will enhance the information or knowledge necessary to facilitate the most appropriate decision from the county’s point of view.Read More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-9 SUBJECT: Smoking Control Policy Guidelines RESPONSIBLE DEPARTMENT: County Manager’s Office DATE: December 7, 1990 On July 17, 1990, the Board of Supervisors enacted the Smoking Pollution Control Ordinance No. 03239 (attached). The Ordinance prohibits smoking in all County-owned buildings and County-leased portions of buildings effective August 16, 1990. This action supersedes the provisions formerly prescribed in Administrative Memorandum B-9, which allowed smoking in county facilities in areas designated by department heads or the County Manager. Due to the Smoking Pollution Control Ordinance, smoking is prohibited in all County facilities at all times. ORDINANCE NO. 03239 BOARD OFRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF’ SAN MATEO SUBJECT: Policy Regarding Consumption of Alcohol in County Facilities RESPONSIBLE DEPARTMENT: County Manager NUMBER: B-8 DATE: December 20, 1984 On December 18, 1984, the Board of Supervisors modified the policy regarding the consumption of alcoholic beverages in county facilities. The new policy restricts the consumption of alcoholic beverages in county facilities so that only beer and wine can be consumed and only with the prior approval of the County Manager or the appropriate Department Head.Read More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-7 SUBJECT: Use of Public Parking Spaces RESPONSIBLE DEPARTMENT: County Manager DATE: August 28, 1998 Metered and non-metered curbside parking spaces near county buildings are not intended for all- day employee parking. They are for transient public parking and for residents who live in the area. County employees should park their vehicles in the county parking lots or in designated public all-day metered spaces. Employees taking time out from their work during the day to “feed the meter” or to move their cars from restricted parking zones misuse county time as well as the residential space and transient parking space designed forRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Policy Issues Involving Cities RESPONSIBLE DEPARTMENT: County Manager’s Office NUMBER: B-6 DATE:  February 1, 1984 Periodically issues affecting San Mateo County also affect the cities in the county. Often, in these cases, department heads and other staff are responsible for contacting the cities in an attempt to establish a uniform position. Prior to these contacts the Board of Supervisors should be consulted during a regular Board meeting in order for it to advise county staff of the position to be taken in the discussions.  Read More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-5 SUBJECT: Grant Applications RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: October 27, 2014 Purpose/Intent The purpose of this memorandum is to bring current the established guidelines for applying for grant funding and authorize departments to apply for grants which are within the operational scope of their department. This Administrative Memorandum rescinds and replaces Administrative memorandum B-5 (December 2, 1996). Background Prior to 1996, the County’s policy required County Manger and Board of Supervisors approval prior to submitting a grant application to a prospective funding source. This policy constrained departments when applying for grants asRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-4 SUBJECT: Board Agenda Procedures RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board APPROVED: Signature on file in the County Manager’s Office DATE: 9/28/2006 PURPOSE The purpose of this memo is to establish policies and procedures related to the process for preparing Board agenda items. These procedures streamline and improve the Agenda process. Any questions or requests for exceptions to these guidelines should be directed to your assigned County Manager Analyst. This memorandum replaces Administrative Memorandum B-4 dated March 14, 2006. Revisions include updates to incorporate current practice, County Manager consideration/approval of late items submitted during the agenda process,Read More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-3 SUBJECT: Gifts RESPONSIBLE DEPARTMENT: Employee and Public Services APPROVED: John L. Maltbie, County Manager DATE: December 2, 1996 Definition of Gift 1. “Gift” includes not only tangible items but also includes the provision of meals, services, favors or other non-tangible items. 2. “Gift” does not include any award presented publicly to an officer or employee of the County of San Mateo in recognition of professional achievement or in recognition of service to the public. 3. In determining the value of a gift, the fair market value that would be charged in the open market should be considered andRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-2 SUBJECT: Decorations in County Facilities RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: November 24, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum Number B-2, dated February 4, 2000. Holiday trees and decorations are permitted in County facilities under the following conditions: If employees wish to have holiday decorations, they must provide them at their own expense. County funds are not to be used to purchase holiday trees or decorations. The only exception is in connection with programs where children are housed overnight during the holiday season. The department director must approve any purchase for this purposeRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-1 SUBJECT: Selection of Independent Contractors RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 09/24/2012 PURPOSE The purpose of this memo is to establish policies and procedures for the selection of independent contractors to perform seNices for the County, and for the preparation and processing of agreements for their seNices. This memo covers the acquisition of seNices (including seNices with goods), and does not apply to contracts solely to acquire items, whether by purchase, lease, or lease-purchase, which are covered separately in Chapter 2.92 of the Ordinance Code. For step-by-step instructions on the selection of independent contractors andRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Semi-Weekly Check Processing Policy NUMBER: A-6 RESPONSIBLE DEPARTMENT: Controller’s Office DATE: February 27, 1991 Beginning Monday, March 11, 1991, all claims that are submitted to the County of San Mateo Controller’s Office will be processed according to a new semi-weekly check processing policy. The following outline is intended to clarify this policy All “daily” claims submitted to the Controller’s Office on or before each Tuesday by 12:00 noon will be processed with a check being issued by the following Tuesday. For all claims submitted on or before each Thursday by 12:00 noon, processing will take place with a checkRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Expense Reimbursement Policy NUMBER: A-5 RESPONSIBLE DEPARTMENT: Controller’s Office DATE: February 27, 1991 Effective Monday, March 11, 1991, travel expenses incurred by San Mateo County employees should be submitted and will be reimbursed on a monthly basis (once per month). The following outline is intended to clarify this new policy Employee expense reimbursement forms and all required documentation should be submitted by the department to the Controller’s Office by 12:00 noon three working days after each pay period. This will normally allow employees to submit expense reimbursement forms with their timesheets Only one expense reimbursement form per employee shouldRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: A-4 SUBJECT: Service Charge on Returned Checks RESPONSIBLE DEPARTMENT: Controller DATE: August 2, 1993 Procedures–Returned Check Charge (Government Code Section 6157) Effective July 1, 1993, the Board of Supervisors, by Resolution No 57330, established returned check charges as follows: a) Returned check in payment of taxes: $35.00 b) Returned check for fines, fees, licenses, and other payments: $25.00 The charge must be identified separately from other revenue on the department receipt, deposit, permit, cash book, and cash statement. The revenue for these charges should be deposited in the General Fund #OOOl to the credit of Revenue Account #9911. (Due to theRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: A-3 SUBJECT: Reimbursement of State Mandated Costs RESPONSIBLE DEPARTMENT: Controller DATE: May 10, 1994 Background This Administrative Memorandum defines the departmental responsibility for preparation of claims for reimbursement of State mandated costs under SB 90, and outlines the procedure for submitting claims to the Controller’s Office. SB 90 (Chapter 3 Section 2200 et seq of the Revenue and Taxation Code), outlines the procedure for submitting claims for State reimbursement when new legislation, court decisions, and State administrative regulations fail to recognize all or part of the mandated cost. Identification of Mandates The constitutional definition of a reimbursable program was modifiedRead More →

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: A-2 SUBJECT: Central Revolving Fund (Petty Cash Fund) RESPONSIBLE DEPARTMENT: Controller DATE: March 1, 2000 This memorandum is revised to reflect new policies and procedures in the Central Revolving Fund.  This replaces the Administrative Memorandum A-2 dated December 6, 1995. In accordance with the Board of Supervisors Resolution No. 37838, the Controller operates the Central Revolving Fund as follows: Procedures for the establishment and operation of departmental Petty Cash Funds are attached and required to be signed and delivered to the Controller’s Office before any monies are distributed (Petty Cash Fund Initiation and Operating Procedures). These procedures are considered to beRead More →

Article 2.7 of the County’s Ordinance Code governs county employment and employee compensation (vacation, sick leave, holidays, and other general policies). library.municode.com/HTML/16029/level2/TIT2AD_ART2.7COEM.html#TOPTITLERead More →

The purpose of this resolution is to promote full communication between the County and its employees by providing a reasonable method of resolving disputes regarding wages, hours, and other terms and conditions of employment between the County and its employees and their employee organizations. It is also the purpose of this resolution to promote the improvement of personnel management and employer-employee relations within the County government by providing a uniform basis for recognizing the right of County employees to join employee organizations of their own choice and to be represented by such organizations in their employment relationships with the County. Nothing contained herein shall beRead More →

1. Purpose This policy outlines the proper use of email resources available to County of San Mateo workforce members (employees, contractors, vendors, interns,  extra-help, and any party who provides services or work for the County  will be collectively known as “workforce members” for purposes of this document) to assure that County-provided email services are used in compliance with applicable laws and County policies. Workforce members who use email services should familiarize themselves with this policy including its explanation of County email privacy and security issues. By complying with this policy, County workforce members can ensure that disruptions to the County ‘s email services are minimalRead More →

OVERVIEW Section 2.75.020 of the San Mateo County Ordinance Code require that each Department Head formulate rules relating to incompatible activities and outside employment.  The purpose of the rules is to prohibit County employees from engaging in any employment, activity, or enterprise which is inconsistent, incompatible, in conflict with, or inimical to the duties imposed on such employees by virtue of their employment with the County of San Mateo.  These rules are promulgated in addition to the Conflict of Interest Code that applies to designated employees.  Such employees must submit annual statements of economic interests as required. Incompatible Activities Signature Form Assessor-Clerk-Recorder County Counsel Child SupportRead More →

San Mateo County CODE OF ETHICAL CONDUCT In furtherance of the County’s Mission Statement, this Code of Ethical Conduct is designed to provide guidance and standards for County employees so they may serve the public to the best of their abilities while holding themselves accountable to the highest standards of government. As an employee of the County of San Mateo, you are required to know, understand and abide by this Code of Ethical Conduct and the principles and policies contained herein. OUR MISSION San Mateo County government protects and enhances the health, safety, welfare, and natural resources of the community; and provides quality services thatRead More →