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 →