Menlo Park Fire Protection District
Administrative Services Division
Division Overview
The Administration Services (AS) division provides oversight of all personnel, financial, capital, and operational needs. The programs included under this division are the Board of Directors, District Administration, Financial Management, Human Resources, and Information Technology. Each program supports and reinforces the District’s operations. These include administration of funds and financial accountability assurance, management of all employment-related matters, management of capital improvement projects, administration of information technology systems, and Board of Directors meeting facilitation.
Management Oversight
The AS division is directed by the Fire Chief with delegated authorization to the Deputy Chief, and Administrative Services Director to manage the support services of the District. The Fire Chief and Deputy Chief have oversight over all of the day-to-day fire service operations. The Administration Services Director has delegated authority to oversee the day-to-day operations of all administrative support programs such as the Board of Directors, District Administration, Financial Management, Human Resources, and Information Technology. This division accounts for 16 personnel or 10.5% of the District-wide workforce.
Division Goals and Objectives
- Document and preserve accurate records of all board meetings and actions, ensuring compliance with transparency laws such as the Public Records Act, FOIA, and the Brown Act.
- Safeguard, organize, and maintain the Board’s official records, oversee board elections, and enforce the District's records retention schedule in compliance with legal requirements.
- Oversee administrative, logistical, and operational services, ensuring compliance with best practices, labor relations, and applicable laws, while managing daily operations such as fire suppression, training, and emergency management.
- Review organizational matters, prioritize capital improvement projects, and oversee the preparation of agendas and materials for Board and Committee meetings.
- Oversee all financial activities, including budgeting, accounting, investments, purchasing, and financial reporting, ensuring compliance with laws, regulations, and GAAP.
- Supervise the annual audit, coordinate the preparation of the District’s budget, and ensure financial decisions align with organizational goals and maintain accuracy and accountability.
- Strengthen cybersecurity measures and maintain a stable, reliable IT infrastructure to support District operations and protect information assets.
- Implement a modern IT infrastructure to ensure seamless access to resources and provide high-quality customer service to meet stakeholders' IT needs.
- Recruit, retain, and develop a talented, diverse workforce, ensuring alignment with the District’s evolving needs and organizational goals.
- Oversee employee benefits, payroll, workers' compensation programs, and maintain positive labor relations while fostering employee engagement and inclusion.
Division Performance Measures
| Performance Measures | Division Goals and Objectives | FY 2025-26 Target |
| Complete the annual financial audit by December 31 and achieve the most favorable audit opinion | #6 | Unmodified Opinion |
| Publish the Annual Comprehensive Financial Report (GFOA) and receive the GFOA Financial Reporting Excellence Award program | #5 | GFOA Financial Reporting Excellence Award |
| Monitor and manage employee retention by tracking the rate at which employees leave the organization | #9 |
6% Turnover Rate (excludes retirements) |
| Percentage of employee performance reviews submitted within 60 days of the end of the rating period | #9 | 100% |
| Maintain uptime and availability for business applications and databases | #7 |
95% |
| Reduce unplanned internal network outages | #8 | 5 Hours |
|
Facilitate the timely completion of capital improvement projects within 60 days of the planned timeline |
#4 | 90% |
