In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-29 SUBJECT: Electronic and Facsimile Signatures RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: July 1, 2013 Purpose 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. Background and Definitions An electronic signature is defined as a signatureRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-28 SUBJECT: Guidelines for Indoor Thermal Comfort and Ventilation RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum B-28, dated July 28, 2003, revising the policy of Guidelines for Indoor Thermal Comfort and Ventilation. Purpose This memorandum establishes an acceptable temperature range for buildings with Heating, Ventilating and Air Conditioning (HVAC) temperature controlled areas. Background The cost of gas and electricity used to heat, cool, light and power county buildings and equipment represent approximately forty (40) percent of the facility charges that Departments pay. ARead More →

In County Manager, County Policy

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-27 SUBJECT: Protected Health Information Sanction Policy RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: June 26, 2014 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 as amended, the Health Information Technology for Economic and Clinical Health (HITECH) Act as implemented through the revised HIPAA Omnibus Rule published on January 17, 2013, see 78 Fed. Reg. 5565 (Jan. 25, 2013) amending C.F.R. Parts 160 and 164, and the California Confidentiality of Medical Information ActRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-26 SUBJECT: Departments, or portions thereof, designated as Health Care Components pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996, 45 C.F.R. §164.105(c)), as amended and supplemented by Subtitle D of the Health Information Technology for Economic and Clinical Health Act (HITECH Act) of the American Recovery and Reinvestment Act of 2009 and the HIPAA Omnibus Rule, 78 Fed. Reg. 5565 (Jan. 25, 2013), amending C.F.R. Parts 160 and 164. RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: June 26, 2014 I. Purpose This Administrative memorandum identifies the County departmentsRead More →

In County Manager, County Policy

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-25 SUBJECT: Privacy Policy pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996, 45 C.F.R. §164.105(c)), as amended and supplemented by Subtitle D of the Health Information Technology for Economic and Clinical Health Act (HITECH Act) of the American Recovery and Reinvestment Act of 2009 and the HIPAA Omnibus Rule, 78 Fed. Reg. 5565 (Jan. 25, 2013), amending C.F.R. Parts 160 and 164. RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: June 26, 2014 I. INTRODUCTION The federal Health Insurance Portability and Accountability Act of 1996, HIPAA, was established,Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-24 DATE: November 14, 2001 SUBJECT: Smoking Control Policy for County-Owned Vehicles RESPONSIBLE DEPARTMENT: County Manager’s Office Purpose/Intent To protect County employee’s health and welfare by establishing a Countywide prohibition on smoking in County-owned vehicles, which is construed as a place of employment, Background On July 17, 1990, the Board of Supervisors enacted the Smoking Pollution Control Ordinance No. 03239. The Ordinance prohibits smoking in all County owned buildings and County-leased portions ofbuildings effective August 16, 1990. Due to this ordinance, smoking is prohibited in all County facilities at all times. Policy There will be no smoking inRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-23 SUBJECT: OVERTIME USE POLICY RESPONSIBLE DEPARTMENT: County Manager DATE: June 19, 2000 Purpose: The purpose of this new policy is to establish Countywide guidelines for use of overtime that balances the need to provide services withe health, safety and well-being of employees and those we serve. Coverage: This policy applies to all County positions except for sworn law enforcement and Correctional Officer positions in the Sheriffs Office. The Sheriffs Office General Orders cover overtime usage for sworn personnel and Correctional Officers in the Sheriffs Office. Background: One of the major reasons the County utilizes overtime is toRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-22 SUBJECT: Donations of Surplus Property to Nonprofit Organizations and Public Schools RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: November 24, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum B-12, dated October 22, 2007, revising the policy of donations of surplus property to nonprofit organizations and public schools. I. INTRODUCTION Overview This Administrative Memorandum establishes policies and procedures for the donation of County-owned surplus property other than vehicles, including electronic equipment, to nonprofit organizations and public schools. Computer equipment includes personal computers, cell phones, personal digital assistants (PDA’s), monitors, printers, operating system software, and other related items. Background As the County becomes moreRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-21 SUBJECT: Selection of Construction Contractors RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 3/14/06 PURPOSE The purpose of this new memorandum is to establish policies and procedures, in addition to the requirements of Administrative Memorandum B-1 Selection of Independent Contractors, to be followed in contracting for construction1 work on County facilities. If there is a question whether work constitutes construction work, the County Counsel’s office should be contacted. The Public Contract Code allows the County to have construction projects performed under three categories: 1. Contracts under $6,500 which do not require formal bidding; 2. Contract between $6,501Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-20 SUBJECT: Building Access and Cardkey Policy RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board DATE: January 2, 2014 I. INTRODUCTION Overview This policy outlines the building access guidelines and expectations for all individuals who possess County cardkeys. Each cardkey shall contain the individual’s legal name as it appears on a government-issued identification such as a driver’s license (no nicknames are allowed), their photograph, and their department or other designation, such as County Bar Association, Grand Juror, Vendor, etc. Each cardkey will have the level of access specifically recommended for that cardholder by his/her Department head or other authorizedRead More →