Menlo Park Fire Protection District

 

Board of Directors

 

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. 

Program 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 2024-25 Accomplishments

  • Completed the review and revision of the District's records retention policy, procedures, and schedule.
  • Ensured the filing of Statements of Economic Interests (Form 700) for all required individuals for the 2024 reporting period was completed.
  • Prepared, coordinated, and facilitated all board meetings to ensure smooth operations and compliance with legal requirements.
  • Completed the required two-year review and update of the Conflict-of-Interest Code.

FY 2025-26 Program Initiatives

  • Ensure filing of the Statements of Economic Interests (Form 700) for all required individuals for the 2025 reporting period.
  • Identify records for destruction according to the revised records retention policy, procedures and schedule.

Full-Time Equivalent Personnel

Program Expenditure Summary

Salaries, stipends, retirement, and benefits reflect staffing costs associated with the Clerk of the Board. Of the total budget, only $12,918 pertains to Board members, representing compensation for their participation in Board and Committee meetings.

Expenditure Analysis

Retirement: The expenditure request includes the normal employer’s retirement contribution, Unfunded Actuarial Liability (UAL) annual payment, UAL excess payment, and Medicare tax payments. An increase of $16,483 is attributed to the allocation of UAL annual and excess expenses to the employee program, as well as an increase in the normal retirement contribution rate. This adjustment reflects the need to address the growing financial obligations associated with the retirement fund, ensuring that both the required annual contributions and any excess liabilities are covered.

 

Contract services: The expenditure request includes costs for election services, LAFCO dues, and special projects. A decrease of $149,500 is primarily due to a reduction in general election expenses, as no election is scheduled for the upcoming fiscal year. This decrease reflects the absence of election-related costs, resulting in savings for the upcoming period.