Resolution 2009-03

Resolution 2009-03

SAN FRANCISCO FIRE COMMISSION RESOLUTION
ESTABLISHING REQUIRED SUBMISSIONS AND REPORTS
AND SCHEDULING RECURRING REPORTS AND ACTIONS


WHEREAS, The Fire Commission is empowered to formulate, evaluate and approve goals, objectives, plans and programs for the Fire Department, to set policies for the Department consistent with the overall objectives of the City and County of San Francisco as established by the Mayor and the Board of Supervisors through the adoption of legislation, and to prescribe and enforce reasonable rules and regulations to provide for the efficiency of the Department; and

WHEREAS, Subject to the Mayor's final authority to initiate, prepare and submit the annual proposed budget for the entire City and County and the budgetary authority of the Board of Supervisors, the Fire Commission approves the Fire Department budget and any budget modifications or fund transfers requiring the approval of the Board of Supervisors; and

WHEREAS, The Fire Commission recommends to the Mayor for submission to the Board of Supervisors rates, fees and similar charges for Fire Department services; and

WHEREAS, The Fire Commission reviews the Chief of Department's recommendations for changes to the San Francisco Fire Code, and forwards approved recommended changes to the Board of Supervisors; and

WHEREAS, The Fire Commission must develop and keep current an Annual Statement of Purpose outlining its areas of jurisdiction, authorities, purpose and goals, subject to review and approval by the Mayor and Board of Supervisors; and

WHEREAS, The Fire Commission must prepare an Annual Report describing its activities, and file that report with the Mayor and the Clerk of the Board of Supervisors; and

WHEREAS, The Fire Commission must adopt Rules of Order and other rules, regulations or procedures for the Commission, consistent with the Charter and ordinances of the City and County; and

WHEREAS, The Fire Commission is authorized to establish rules and regulations for the Fire Auxiliary Reserve; and

WHEREAS, The Fire Commission oversees a bequest from the Willmann Trust to the Commission for the general purposes of the San Francisco Fire Department Museum; and

WHEREAS, The Fire Commission is the appointing authority for the Fire Commission Secretary and the Department Physician; and

WHEREAS, The Fire Commission may conduct investigations into any aspects of Fire Department operations and submit its findings and recommendations to the Mayor and Board of Supervisors; now, therefore, be it

RESOLVED, That pursuant to its authority under the San Francisco Charter and Codes, the Fire Commission adopts the requirements and schedule for Fire Department and other submissions and reports to the Commission, as set forth in the table below. An annual month-by-month schedule is attached hereto as Exhibit A, and is also adopted. With regard to any particular submission or report, the Commission President may modify the schedule in his or her discretion or set additional special meetings as appropriate to ensure meaningful review, discussion, and action by the Commission.


BUDGET GENERALLY

Required Submission/Report

Date

Report on final budget for current fiscal year and Department's capital and operating budget .priorities for upcoming fiscal year 2nd meeting each August

CAPITAL BUDGET

Required Submission/Report

Date

Report on capital budget instructions for upcoming fiscal year, and Department's capital budget priorities and plans 1st meeting each October
Report and submission of a draft capital budget for Commission review and discussion 2nd meeting each October
Submission of final capital budget for Commission approval 1st meeting each November

OPERATING BUDGET

Required Submission/Report

Date

Report on operating budget instructions for upcoming fiscal year, and Department's operating budget priorities and plans 1st meeting each December
Report and submission of draft operating budget for Commission review and discussion 2nd meeting each January
Submission of final operating budget for Commission approval 1st meeting each February
Submission of any proposed budget modifications or fund transfers requiring Board of Supervisors approval, for Commission approval Before submission to Board of Supervisors

CONTRACTS

Required Submission/Report

Date

Contracts less than $25,000 no Commission action required
Sole source contracts (regardless of amount) no Commission action required
Contracts of $25,000 or more Commission approval required Before submitting to OCA
Report on all contracts (including contracts that are less than $25,000 or are sole source) entered or anticipated with a term including any portion of the current fiscal year 1st meeting each September

LEGISLATION

Required Submission/Report

Date

Changes to the local Codes proposed by the Chief of Department (excluding legislation regarding Fire Department fees submitted by the Mayor's Office as part of the budget process) Commission approval required Before submission to Mayor or Board
Fire Department Administrative Bulletins Commission approval required after compliance with posting and public hearing requirements.
  • First Commission meeting regarding the Bulletins shall be discussion only
  • Second Commission meeting shall be discussion and possible action on the Bulletins
Bulletin will not be in effect until approved by the Commission

LITIGATION AND SETTLEMENTS

Required Submission/Report

Date

Written privileged and confidential report from assigned Deputy City Attorney regarding pending litigation matters 1st meeting each January, April, July and October
Proposed settlements of litigation or claims against the City involving the Fire Department that are in excess of $25,000 submitted to Commission for decision on whether to recommend the proposed settlement to the Board of Supervisors Before submitting to Board of Supervisors

RULES AND REGULATIONS

Required Submission/Report

Date

The Department shall review and if appropriate update its Rules and Regulations at least bi-annually. The Department shall incorporate into the Rules and Regulations all General Orders issued since the prior revision.Report on Rules and Regulations 2nd meeting each May
The Department shall present any revised Article of the Rules and Regulations to the Commission for approval Article will not be effective until approved by the Commission

ADMINISTRATIVE MATTERS

Required Submission/Report

Date

Report on statistics, patterns and trends regarding industrial injuries and disability leaves taken by Department personnel, and on strategies to reduce injuries and leaves2nd meeting each April
Report on statistics, patterns and trends in accidents involving Department vehicles, and on strategies to reduce accidents 1st meeting each May

GIFTS

Required Submission/Report Date
All gifts of $10,000 or less the Department shall report these gifts to the Commission in writing Within 30 days of accepting the gift
All gifts over $10,000 the Department shall present the gift to the Commission for approval and recommendation to the Board of SupervisorsBefore accepting gift

ANNUAL REPORT

Required Submission/Report Date
The Department shall present its annual report for the preceding fiscal year to the Commission 2nd meeting each September
The Commission President, through the Commission Secretary, shall prepare an annual report for the Commission for the preceding fiscal year and submit the report to the Commission for discussion and approval 2nd meeting each September

ANNUAL STATEMENT OF PURPOSE

Required Submission/Report Date
The Commission President, through the Commission Secretary, shall prepare an Annual Statement of Purpose for the Commission, outlining the Commission's areas of jurisdiction, authorities, purpose and goals for the upcoming fiscal year, and submit it to the Commission for discussion and approval 2nd meeting each June
Update Commission Resolution Establishing Required Submissions and Reports and Scheduling Recurring Reports and Actions 2nd meeting each June

FACILITIES

Required Submission/Report Date
Report providing an inventory and cost estimate of all conditions and deficiencies of the Department facilities requiring repair, maintenance or improvement 2nd meeting each February and August
Update Commission Resolution regarding Department Facilities Maintenance and Repair Plan 2nd meeting each August
Before establishing any new Fire Department facilities, the Chief shall obtain the Fire Commission's approval for the facility, and shall forward the Commission's recommendation regarding the facility to the Board of Supervisors

FLEET

Required Submission/Report Date
Report on status of Department fleet2nd meeting each July
Update Commission Resolution regarding Fire and EMS Apparatus and Vehicle Replacement Program 2nd meeting each July

HISTORICAL SOCIETY

Required Submission/Report Date
Report on the status and operations of the San Francisco Fire Department Historical Society, the Fire Museum, and use of any dispersed funds from the Willmann Trust 1st meeting each March and September

FIRE AUXILIARY RESERVE

Required Submission/Report Date
Report on the status and operations of the Fire Auxiliary Reserve 1st meeting each July

MISCELLANEOUS DEPARTMENT REPORTS

Required Submission/Report Date
Report on revenue recovered for damage to Department property (Admin. Code §4.26) 2nd meeting each March
Submission for approval of Department's Local Small Business Outreach Plan (per Executive Directive 05-106) 1st meeting each August

ANNUAL ATTENDANCE REPORT

Required Submission/Report Date
Pursuant to the Commission's Attendance Policy, the Commission Secretary shall prepare a written attendance report for the prior fiscal year, for submission to the Commission and the Mayor 2nd meeting each July

AWARDS

Required Submission/Report Date
Meritorious Award Ceremony 2nd meeting
each February
(odd numbered years)

CIVIL GRAND JURY REPORTS

Required Submission/Report Date
The Department shall submit to the Commission for discussion any response by the Department to a Civil Grand Jury report Before issuing the response

FURTHER RESOLVED, That the Commission shall conduct routine, annual performance appraisals for the employees under the direction of the Commission, as follows: The Commission shall conduct performance evaluations for the Chief of Department each July, the Commission Secretary each August, and the Department Physician each September. The Commission may conduct additional performance appraisals of these employees in the Commission's discretion.


Adopted at the Regular Meeting of the San Francisco Fire Commission on June 25, 2009

Ayes: 5 (Makras, Nakajo, Conroy, Lau, Evans)
Nays: 0


___________________________________
Monica Quattrin, Commission Secretary

EXHIBIT A