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Guidebook for New Department Heads and Senior Managers

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Guidebook for New Department Heads and Senior Managers 2010-2011 Guidebook for New Department Heads and Senior Managers Office of the City Administrator City & County of San Francisco 2010-2011 Guidebook for New Department Heads and Senior Managers Written and Compiled by Jill Lerner Office of the City Administrator © 2010 City and County of San Francisco. All rights reserved. Edwin M. Lee City Administrator Guidebook City & County of San Francisco ACKNOWLEDGMENTS wish to acknowledge and thank the following people for their contributions to the 2010-2011 I edition of the Guidebook: Laura Adelman, Department of Emergency Management Services; Amy Brown, Deputy City Administrator and Director of Real Estate; Pearl Chan, Controller’s Office; Martin Gran, Department of Human Resources; Richard Isen, Department of Technology; Lynn Khaw, Office of Contract Administration; Carmen LeFranc, Controller’s Office; Olga Ryerson, Office of the City Administrator; Elizabeth Salveson, Deputy City Attorney and Linda Yeung, Deputy City Administrator. Once again, a special note of recognition and thanks is offered to Marc Rosaaen, Office of Contract Administration, for his assistance, support and cheerful encouragement. To Denise Debrunner, Reproduction and Mail Services who designed the graphics and format of this book, I thank you for your creativity and patience, for your work on the Guidebook, as well as the many other projects on which we have worked together throughout the years. Jill Lerner May, 2010 ii Acknowledgments Contributions Guidebook City & County of San Francisco TABLE OF CONTENTS Acknowledgments ........................................................................................................................ ii Foreword ...................................................................................................................................... v I. Introduction .................................................................................................................. I-1 II. Executive Summaries A. San Francisco Government History ...............................................................A-2 B. Board of Supervisors ....................................................................................... B-2 C. Mayor ...............................................................................................................C-2 D. Budget Process ............................................................................................... D-2 E. Employment Procedures ................................................................................ E-2 F. Labor Relations ............................................................................................... F-2 G. Purchasing/Contracts ......................................................................................G-2 H. Technology ...................................................................................................... H-2 I. Emergency Services ......................................................................................... I-2 J. Conflict of Interest/Sunshine Ordinance ...................................................... J-2 III. Appendices Government ...................................................................................................................AA 1. Organization Chart 2. Department Head Telephone Numbers 3. Departments a. Elected Officials b. Appointed Officials c. Departments and Commissions Board of Supervisors ....................................................................................................AB 1. Legislative Process 2. Past Supervisors 1942 – 2009 Mayor’s Offices .............................................................................................................AC Table of Contents iii Guidebook City & County of San Francisco Controller’s Office .......................................................................................................AD 1. “A Guide to San Francisco’s Budget Process” 2. “Doing Business with the Controller’s Office” Employment Procedures ............................................................................................ AE 1. Civil Service Personnel Cycle 2. Civil Service Adviser: “What is the Merit System?” 3. Civil Service Adviser: “Appointments” 4. Civil Service Adviser: “Certification of Eligibles” 5. Civil Service Adviser: “Selection from Civil Service Eligibles List” 6. Civil Service Adviser: “Civil Service Seniority” Labor Relations .............................................................................................................AF 1. Labor Relations 2. Employee Organizations Purchasing/Contracts .................................................................................................. AG 1. Office of Contract Administration 2. Civil Service Adviser: “Personal Services Contracts” iv Table of Contents Guidebook City & County of San Francisco FOREWORD elcome to our City government. I am pleased to present the 2010-2011 Guidebook For New W Department Heads and Senior Managers. With its simple and straightforward narrative, the Guidebook provides an overview of the City and County of San Francisco’s government structure as well as its rich and diverse history. Although written as a primer for new department heads and managers, the Guidebook is truly a key reference for anyone interested in learning how this twenty-first century institution with mid-nineteenth century roots operates in a complex and ever-changing world. We hope the Guidebook provides you with the information you need to achieve success and satisfaction during your tenure here. Edwin M. Lee City Administrator Foreword City Administrator v I. Introduction Guidebook City & County of San Francisco Guidebook City & County of San Francisco INTRODUCTION WHY WAS THIS GUIDEBOOK WRITTEN? Our City government is like a giant jigsaw puzzle. In building the puzzle, corners appear, details emerge, but the whole picture is not clear until all the pieces fit together. And so it goes with City government. It is a large, complicated entity, a bureaucracy of about 27,000 employees with laws, rules and regulations, that ministers to a highly diverse and political citizenry. If you are new to the City, you will have a steep learning curve. Yes, the City makes available plenty of resource manuals, bulletins and memos, but there is so much to read and learn and absorb that trying to digest it all at once slows down your ability to comprehend the whole picture. This introductory primer is intended to help new department heads and senior managers navigate the complexities of our City government. Although there are numerous sources of information available in electronic and other formats, trying to put all the organizational pieces together can be overwhelming. We hope that the Guidebook makes it less so. ORGANIZATION OF THIS GUIDEBOOK Our guiding principles were simple: select ten topics and keep it short. Procedures and descriptions are organized by general steps and include key exceptions. In the Executive Summary section, each topic is covered in three pages or less. At the end of each summary, there is a reference section with source titles, phone numbers and websites to access additional information. Most of the topics have a corresponding section in the Section III, Appendices where readers can find more detailed information. Our City government is dynamic, and information changes frequently. Consequently, we shall be updating the Guidebook periodically. Please let us know if the Guidebook is helpful. We welcome your suggestions and comments. I. Introduction I-1 II. Executive Summaries Guidebook City & County of San Francisco II. Executive Summaries A. San Francisco Government History Guidebook City & County of San Francisco Guidebook City & County of San Francisco SAN FRANCISCO GOVERNMENT HISTORY n 1845, the pueblo of Yerba Buena was a sleepy village, dirty, dusty, muddy and inhabited by a Icouple hundred people, “a polyglot congregation of hustlers, vagabonds, eccentrics, hedonists and traders…” (Cole, p. 20)1. On July 9, 1846, seventy soldiers and marines from the United States Ship Portsmouth came ashore, marched into the plaza, planted the Stars and Stripes and proclaimed Yerba Buena for the United States of America. On January 30, 1847, the appointed executive, Alcalde Lt. Washington Bartlett decreed that Yerba Buena, with its population now at 459, should henceforth be known as San Francisco. In January, 1848, with James Marshall’s discovery of gold at Coloma in the Sierra foothills, San Francisco’s destiny was forged. The news traveled like wild fire, and gold-seekers from every corner of the world soon poured through the Golden Gate on their way to the gold fields. By 1849 there were 50,000 people living in San Francisco. The pueblo dissolved and the City was born. San Francisco’s first modern municipal government was created on April 15, 1850 when the state legislature voted to incorporate the city. Thus, the title to the Pueblo Lands was vested by charter in the City of San Francisco. The 1850 Charter was repealed and replaced in 1851. That Charter was repealed in 1854. Subsequent charters were repealed in 1855, 1900, 1931 and 1996. It was said that the 1856 Charter was so inefficient that “…nobody knew what it meant except the city clerk and one or two other people.” (Martin Judnick, San Francisco Government, 1967) The Consolidation Act of 1856 separated San Mateo from San Francisco and established San Francisco as both, a city and county, the only such entity in the state. “When the Board of Supervisors
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