Program Overview

The Board of Directors (BOD) program ensures transparent and accessible governance of the Menlo Park Fire Protection District

(District) through public meetings, effective communication, and efficient record-keeping. The BOD acts as the District’s policy-making body, overseeing and guiding its activities. The board clerk serves as the official custodian of records and the primary liaison to the BOD, facilitating requests and communication between the board, the fire chief, and the public. 

Management Oversight

The BOD program is managed by the Administrative Services Director, with oversight responsibilities assigned to the Finance Manager and the Clerk of the Board. The program includes one full-time equivalent (FTE) position and covers expenses related to board meeting stipends, general election services, office supplies, training and conference fees, and travel expenses associated with official District board business. 

Goals and Objectives

• Document and preserve accurate records of all board meetings and actions.
• Adhere to the requirements of the Public Records Act, Freedom of Information Act (FOIA), and the Brown Act to guarantee public access and transparency.
• Safeguard and organize the Board's official records and documents, ensuring all District records are systematically stored and easily accessible.
• Plan and oversee board elections in collaboration with the San Mateo Elections Department, ensuring alignment with the Political Reform Act and relevant government codes.
• Maintain and enforce the District's records retention schedule, ensuring compliance with local, state, and federal legal requirements.

FY 2023-24 Accomplishments

• Reviewed and revised the Board of Directors’ policy and procedures manual to reflect current policies, procedures, and best practices.
• Monitored and facilitated the accurate filing of Statements of Economic Interests (Form 700) for all required individuals for the 2023 reporting period.
• Assisted with the preparation, coordination, and facilitation of all board meetings, ensuring smooth operations and compliance with legal requirements.

FY 2024-25 Program Initiatives

• Complete the review and revision of the District's records retention schedule and associated policy to ensure compliance with legal and regulatory standards.
• Complete the required two-year review and update of the Conflict of Interest Code to align with current laws and organizational needs.
• Successfully complete all tasks related to the election, including coordination with the San Mateo Elections Department and ensuring compliance with applicable laws and procedures.