1010.10 The Board of Trustees of the San Mateo County Mosquito and Vector Control District will maintain a Manual of Policies. This manual shall be a comprehensive listing of the Board’s current policies and rules and regulations enacted by the Board from time to time. The Manual of Policies will serve as a resource for Trustees, staff and members of the public in determining the manner in which matters of District business are conducted.

1010.20 If any policy or portion of a policy contained within the Manual of Policies is in conflict with rules, regulations or legislation having authority over the San Mateo County Mosquito and Vector Control District, said rules, regulations or legislation shall prevail.

Issued: July 10, 2002
Revised: May 20, 2008
Board Review (no changes); March 8, 2017

1020.10 Consideration by the Board of Trustees of a proposal to adopt a new Board or employee policy or to amend an existing policy may be initiated by any Trustee, or by the Manager. The proposed adoption or amendment may be initiated by submitting a request for policy adoption or revision with a description to the Manager, or by submitting a written draft of the proposed adopted or amended to the Policy Committee.

1020.20 Copies of the revised draft or new policy shall be included in the agenda information packet for any Board meeting at which it is to be considered. To the greatest extent possible, proposed new or revised policies shall be made available to each Trustee for review at least three (3) days prior to any Board meeting at which they are to be considered. Trustees shall have the opportunity to review the proposed adoption or amendment at the regular scheduled Board of Trustees meeting.

1020.30 Adoption of a new policy or amendment of an existing policy shall take place at a regular meeting of the Board of Trustees and shall require a 2/3 affirmative vote of the entire Board of Trustees.

Issued: July 10, 2002
Revised: May 29, 2012
Legal Review: May 29, 2012
Board Review and Approval: October 19, 2016 (no changes)

1030.10 The Political Reform Act, Government Code §81000, et seq., requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation, 2 Cal. Code of Regs. §18730, which contains the terms of a standard conflict of interest code. It can be incorporated by reference and may be amended by the Fair Political Practices Commission after public notice and hearings to conform to amendments in the Political Reform Act. Therefore, the terms of 2 Cal. Code of Regs. §18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference, and along with the attached Appendix A in which members of the Board of Trustees and certain employees are designated, and in which disclosure categories are set forth, constitute the conflict of interest code of the San Mateo County Mosquito and Vector Control District.

1030.20 Pursuant to the Political Reform Act and its regulations, all designated employees and the Board of Trustees shall file statements of economic interests with the San Mateo County Mosquito and Vector Control District Board Secretary, who shall be the filing officer. The San Mateo County Board of Supervisors shall be the code reviewing body. The San Mateo County Mosquito and Vector Control District shall retain such statements of economic interest and make them available for public inspection and reproduction pursuant to Gov. Code Section 81008.

1030.30 Subsequent amendments to Title 2 California Code of Regulations Section 18730 duly adopted by the Fair Political Practices Commission, after public notice and hearings, are also incorporated by reference unless the San Mateo County Mosquito and Vector Control District, within 90 days after the date on which an amendment to Section 18730 becomes effective, adopts a resolution providing that the amendment is not to be incorporated into this Code.

Issued: August 25, 1987

Board Review and update: October 19, 2016

Policy Committee Review: February 2018

Board Review and Update: March 2018

Designated Position. The positions listed below include those persons who are deemed to make, or participate in the making of decisions that may foreseeably have a material effect on any financial interest. The persons holding the designated positions listed shall disclose interests and investments in accordance with the corresponding disclosure categories, which are defined below.

 Disclosure Categories

1. A designated official or employee assigned to Category 1 is required to disclose direct or indirect investments in any business entity that may be affected materially by any decision made or participated in by the designated official or employee by virtue of his or her position.
2. A designated official or employee assigned to Category 2 is required to disclose interests in real property, which is located in whole or in part either within the boundaries of the District, or within two miles of the boundaries of the District that may be affected materially by any decision made or participated in by the designated official or employee by virtue of his or her position.
3. A designated official or employee assigned to Category 3 is required to disclose any source of income that may be affected materially by any decision made or participated in by the designated official or employee by virtue of his or her position.
4. A designated official or employee assigned to Category 4 is required to disclose any business entity in which the designated official or employee is a director, officer, partner, trustee, employee or holds any position of management that may be affected materially by any decision made or participated in by the designated official or employee by virtue of his or her position.

*Consultants shall be included in the list of designated positions and shall disclose pursuant to the broadest disclosure category in the Code subject to the following limitation.

The District Manager may determine in writing that a particular consultant, although within a “designated position” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in this section.

Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The District Manager’s determination is a public record and shall be retained for public inspection in the same manner and location as this conflict of interest code.

1040.10 The purpose of this policy is: to provide guidelines to staff regarding the retention or disposal of San Mateo County Mosquito and Vector Control District records; provide for the identification, maintenance, safeguarding and disposal of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with legal and regulatory requirements.

1040.20 For the purposes of this policy, “record” means any “writing” as defined under the Public Records Act (at Government Code section 6252(g)) that is a “public record” (as defined at section 62(e)).

1040.30 The District shall maintain and destroy records in a manner consistent with its most recently adopted District Records Retention Schedule, which is included in the Appendix. Except as otherwise provided for in the District Records Retention Schedule, the periods for retention shall be as provided for in the most recently adopted version of the Local Government Records Retention Guidelines prepared by the Secretary of State. If there is an inconsistency between retention schedules, the District’s Records Retention Schedule will be followed.

1040.40 Items such as unofficial copies of documents kept only for convenience or reference, duplicate copies, drafts and working papers, appointment logs, stocks of publications and processed documents, and library or museum material intended solely for reference or exhibition are not considered records and may be destroyed at any time.

1040.50 In no instances are records to be destroyed where there is a current need for such records to fulfill an administrative, fiscal or legal purpose such as pending litigation, special projects, Public Records Act requests, etc.

1040.60 The District Manager is authorized by the Board of Trustees to interpret and implement this policy, and to cause to be destroyed or retained any or all such records, 

papers and documents that meet the policies governing the retention and disposal of records, specified.

1040.70 All documents beyond the current fiscal year are recorded in the Archive Database, filed and boxed up. The database consists of the following information:

• Box Number
• Contents
• Proper Date of Contents Department
• Date of Destruction, if any

1040.80 A master listing of all archive box contents is kept up to date and located in a binder in the Finance Administrators office. The boxes are placed in the Archive Storage area and are kept numerically by department.

1040.90 Any record that is subject to destruction or disposal and does not containing information of a confidential or proprietary nature may be disposed of or destroyed by means of recycling, waste removal service, shredding or other reasonable method of disposal or destruction. Records containing confidential or proprietary information must be shredded or otherwise permanently destroyed. Records recorded on electronic or magnetic media may be erased and the media reused or discarded. For records destroyed or disposed of pursuant to the Records Retention Schedule, the District will prepare or have prepared a certificate or log describing the date and records destroyed/disposed of.

1040.100 For any record that is subject to destruction or disposal and is the subject of a pending request made pursuant to the Public Records Act, and whether or not the District maintains that the record is exempt from disclosure, the District shall not destroy or dispose of the record until the request has been granted or two years have elapsed since the District provided written notice to the requester that the request has been denied.

Issued: July 10, 2002
Revised: May 20, 2008
Reviewed by Counsel: February 2018

Policy Committee Review: February 14, 2018

Board Review and Update: March 2018