BOARD OF SUPERVISORS/CLERK OF THE BOARDS 2003-2004 EFFICIENCY PLAN

Overview The Board of Supervisors (Board) is the legislative branch of city government. The Board formulates and implements public policy that serves the needs of the people of the City and County of San Francisco. Responding to citizen needs is key to the development of the Board of Supervisors policy and legislative initiatives. Customer service, efficient response to the public, and quality performance are also major factors that enable the Board to function effectively. The Board authorizes all appropriations for expenditures, including the City and Countys annual budget. The Board has six standing committees, which support its efforts to provide the public with a platform for initiating, addressing, and resolving municipal issues. Mission The mission of the Board of Supervisors is to respond to the needs of the people of the City and County of San Francisco, establish City policies, adopt ordinances and resolutions and exercise appropriation authority. As legislative administrator, the Clerk of the Board provides leadership and administrative support towards implementing Board policies and providing quality service to the people of the City and County of San Francisco. The Office includes the four legislative analysts whose mission is to provide independent and objective information, research, and analysis to assist the legislative efforts of the Board of Supervisors in addressing policy issues. General Goals and Objective The general goals and objectives of the Office are directly related to the mission. The Office provides administrative support to the members of the Board and their staff, maintains the legislative history of the Board and its Committees, and responds to public requests for information and access to public documents. A mid-year review of the progress of the Strategic Plan which, include the Budget, Performance Measures and the Succession and Knowledge Management Plan will be completed. Office of the Clerk of the Board The Clerk of the Boards primary role is to serve as the legislative administrator for the Board of Supervisors. The Clerk of the Board also serves as the chief administrator to its other organizations: (1) Office of Legislative Analyst; (2) Assessment Appeals Board, which allows taxpayers to appeal their property tax assessment; (3) the Youth Commission, which advises Board members and the Mayor on issues related to children and youth; and (4) the Sunshine Ordinance Task Force, which advises the Board and provides information to other City departments on appropriate ways to implement the Sunshine Ordinance. In addition, the Clerk of the Board administers the Budget Analyst contract and is the Executive Officer of the San Francisco Local Agency Formation Commission (SF LAFCO).

2002-2003 Office of the Clerk of the Board Activities Budget The FY 02-03 Budget for the department was $8,890,840. Unexpended annual budget appropriation of approximately $257,563 was achieved in anticipation to the need to accelerate budget reductions in response to the projected budget deficit. This was achieved through the concerted efforts of managers and staff through cost saving efficiencies in advertising, reproduction, faxes, paper and mail. Staff will continue to streamline procedures and identify potential savings. Performance Measures/Efficiency Plan There were a total of 10 Goals established for the Office. All but two were met or exceeded the targets. The anticipated targets related to monthly computer training/classes were not met due to (1) lack of staff participation in computer class offered and (2) drop in web site visits to access the Board Agendas and Minutes. Pursuant to the Performance and Review Ordinance of 1999 Section 88.4 of the San Francisco Administrative Code, the Board of Supervisors/Clerk of the Board 2002-2003 Efficiency Plan was updated and forwarded to the Board of Supervisors in September 2002. Succession/Knowledge Management Plan and Organizational Learning In FY 2002-2003, procedure manuals and critical business processes were completed for the Clerk of the Board, Assistant Clerk of the Board and Executive Secretary, which completed the requirement that the entire department prepare a Succession and Knowledge Management Plan. The annual Succession and Knowledge Management Plan Reviews were completed with the following outcomes: Critical Business Process OLA and Youth Commission have identified critical business processes and will complete procedures in 2003. All other divisions/agencies have completed and updated critical business processes.

Review of Division/Agency Procedures Manual Majority of the procedure manuals have been reviewed and updated. OLA and Youth Commission have completed outlines and will complete procedures manual in 2003.

Self Directed Work Teams All but one of 27 goals established was completed.

Staff Development/Training Significant staff/management development and training were achieved this fiscal year. This included management and staff retreats, professional development, staff crosstraining and technical training. 2

Alternative Work Program A total of 13 departmental employees participated in the program. The program has been beneficial for employees and has proven to be beneficial for reinforcing the importance of cross training staff. The Alternative Work Program was piloted this year for Administrative Services. The program will continue next year and reviewed on a quarterly basis.

Staff Hires and Terminations In FY 2002-2003, a total of nine (9) employees were hired and 14 employees were terminated. A Legislative Analyst position was not filled to achieve cost savings. Total vacation pay-out amount was $38,630 Board of Supervisors Legislative Aides Hired: 7 Terms: 12 Terms: 2 (Legislative Analysts)

Office of the Clerk of the Board Hired: 2 Assistant Clerk of the Board Senior Legislative Analyst

Annual Compliance Review 100% BOS/COB staff compliance in completion and submittal of Annual Form 700, Conflict of Interest 100% compliance with SF Admin Code Section 67 through a declaration to attend next available Sunshine Ordinance Training 100% completion of management 02-03 Performance Evaluations Timely submittal of the 02-03 Efficiency Plan to the Board

Changes Implemented in 2002-2003

OFFICE OF THE CLERK OF THE BOARD

Administrative Implemented Alternative Work Schedule Program Reorganized Department Budget Structure Implemented Staff Retreat Creation of Strategic Planning Group involving City department heads

Preparation of process for the future review of annual Board and Clerk of the Board budget Transfer of responsibilities for Civil Grand Jury Reports to ACOB Advertising submittal using Adtech online submission Developed and implemented monthly efficiency tracking reports Transition to Peoplesoft Upgrade Implemented electronic system for distributing ordinances, resolutions, and motions resulting in paper cost savings Coordinated Board transition activities including office moves, etc,

Legislative Related Orientation for New Board Members/Aides Development of Charter amendment legislation sponsored by President Gonzalez Development of new options for new Committee Structure for President Gonzalez Initiation and creation of legislation associated with the processes and development of new procedures associated with creation and existing of subordinate bodies for Supervisor Hall Preparation of a manual on the processes involved in an assessment district election process for Supervisor Peskins Office and the Department of Elections as well as orientation to the steps Development of process for swearing in of Board appointments to Commissions, etc. Preparation and involvement in SF LAFCO activities related to public hearings on energy related issues, RFPs, and contacts for reports on AB 177 and feasibility studies Development of a draft process/schedule related to legislative retreats sponsored by President Gonzalez Board Meeting day moved from Monday to Tuesday Deadline changes for Board Agenda preparation Changes for Committee structure, meeting days and time Assistant Clerk committee re-assignments Interim procedures for negative declaration and CEQA appeals

Charter Amendment Ballot Argument/Rebuttal Changes

Technology Related Purchase of New PCs for Board Members Reconfiguration of Board Offices Developed Policy for Computer Use New Web Page Design Help Desk Support Nightly backup procedures and time Copy machine upgrades

ASSESSMENT APPEALS BOARD Filing period deadline changed from September 15 to November 30 Worked with new Assessor to implement changes on how will schedule appeals for hearing Worked with Assessors Office to implement a new procedure to track and respond to the Assessors request for information from the taxpayers Public access to all AAB forms on web site. Also driving public to web site to access application forms to save money on postage. Tracking scheduling versus actual hearing activity on a monthly basis Download all AAB activity to the assessors office on a weekly basis Changes to computer system will allow flexibility in tracking data and creating statistical reports Retroactively refiled closed files to comply with R&T Code requirements

OFFICE OF THE LEGISLATIVE ANALYST Filled the Senior Legislative Analyst position Created Supervisor/Aides Project Sign-Off Form Established more formal requests from Budget Committee Implemented Group Scoping of Requests/Projects Use of Recycled Paper to reduce paper costs

Implemented the tracking of project work days versus start and completed dates

YOUTH COMMISSION (YC) Changes to the staff distribution of work (streamlining) Providing staff support to the Skateboard Task Force New/revised Attendance Policy for Commissioners Converted existing office to a Conference Room Formalized budget advocacy process for Commission Developed and implemented new interview process for YC applicants Additions to web site including Commission bios and photos with links to appointing officers (Mayor or BOS) Translated outreach flier in to Cantonese and Spanish Provided full meeting calendar to YC at beginning of term Conducted regular biweekly staff meetings

SUNSHINE ORDINANCE TASK FORCE Coordinated meeting times of the four standing committees to the same week, different days, but same time, same room. This saved many hours to find a room also helped with being able to take care of actions of the standing committees prior to the regular task force meeting. Significant reductions in making copies of anything that are available on the web site. Also, developed an email distribution list for mailing of agendas and minutes, which resulted in reducing the number of agenda and minute mailings to two individuals. Also eliminated the printing of brochures and training materials. Reduced the number of community meetings attended.

I.

STRATEGIC PLANNING

The following are primary elements of the Board of Supervisors/Clerk of the Boards (BOS/COB) strategic plan as it moves from the mission statement to the specific goals and objectives. Continue review of legislative history computer software for efficiencies. Develop alternatives to address the current system limitations. Continue to expand public access to legislative records. New additions in the BOS web site include basic information about board meetings.

Continue monitoring and implementation of the Succession and Knowledge Management Plan next steps action items. Emphasis will be on cross training between divisions. Ensure that all of the operations focus on customer service. Customer service survey available on line and at the department counters. Continue to identify and implement efficiencies and cost savings to ensure compliance with budget and performance measure targets.

2003-2004 Budget The FY 2003-2004 Board of Supervisors Budget is $9,223,698. An addition to the budget is $250,000 appropriated to the Clerk for City Planning to perform environmental analysis related to Board initiated projects for the Eastern Neighborhood Initiatives. FY 03-04, the budget was reorganized into five programs, which include the following: FAA FAE Board of Supervisors Clerk of the Board COB Assessment Appeals Board Sunshine Ordinance Task Force Eastern Neighborhood Planning FAL FAQ FAT Childrens Baseline Budget and Legislative Analysts San Francisco Local Agency Formation 195,376 1,977,957 403,375 $3,798,463 2,848,527 2,124,162 359,633 114,732 250,000

The total budget reduction target established for the Board of Supervisors is $574,498. The reduction was distributed among the department divisions and agencies. These included reductions in further reductions in advertising, training, reproduction, salary and fringe benefits, professional and specialized services. Legal Advertising relating to fees and bonds will be charged back to appropriate departments. 2003-2004 Performance Measures/Efficiency Plan Goals Update the Efficiency Plan and submit to the Board of Supervisors by September 1 and to the Mayors Office by October 1. Update and submit the database for the 2003-2004 Performance Measures by August 22, 2003. Changes to 03-04 Performance Measures include: 1. Offer monthly computer training/classes to staff to increase and maintain efficiency. Change number of training/classes provided to staff from 40 to 20. 7

2.

Change number of attendees at class from 80 to 40.

Staff participation has decreased due to completion of Board transition. 3. Change Access to Legislative Process goal to: Number of documents About the Board of Supervisors distributed of which all brochures created and distributed in hard copy as well as on the web site would be counted. Target of 7,000 will remain the same.

2003-2004 Succession and Knowledge Management Plan Goals

A. Critical Business Process OLA and YC to complete critical business process procedures in 2003. All other divisions/agencies will continue to review and update respective procedures. B. Review Division/Agency Procedures Manual OLA and YC to complete procedure manuals in 2003. All other divisions/agencies to review and update procedure manuals. C. Self Directed Work Teams Goals The staff and management teams will implement action items identified at retreats. D. Staff Development/Training Goals E. Continue with Quarterly Management Training Management Retreats (2) Staff Retreats Continue with staff/management professional and technical development/training Continue with staff cross training Implement manager cross training

Alternative Work Program Thirteen (13) employees continue to participate in the program: COB AAB 9 1 8

OLA SOTF YC

2 1 0

The Alternative Work Plan will continued to be monitored on a quarterly basis. Annual Compliance Review Goals 100% BOS/COB staff compliance in completion and submittal of Annual Form 700 100% BOS/COB compliance with SF Admin Code Section 67 through completion of Sunshine Ordinance Video Training 100% completion of management and staff 03-04 Performance Evaluations 100 % Review of Professional Conduct with COB staff Timely submittal of the 2003-2004 Efficiency Report to the Board and the Controllers Office.

Anticipated Changes in 2003-2004

Budget Reductions if the economy does not improve Transition to New Mayor will result in a variety of changes affecting BOS New budget process for COB No attendance at annual CA First Amendment Coalition Conference Re-Alignment of OLA Service Model New Commissioner Appointment Process for Youth Commission Legislative Tracking System new or modifications Computer upgrades

II.

PROGRAM EVALUATION (evaluation tool to be used/future evaluations)

Performance evaluation is a critical component of the Efficiency Plan. Benchmarking as a program evaluation tool is helpful in highlighting important service accomplishments and measuring efficiencies. In 2002-2003 the Administrative Services Divisions developed and implemented efficiency tracking reports. This included tracking the number of legislative matters, advertising expense, preparation of agenda packets, number of information requests, reproduction and mail activity, and BOS web page hits. Tracking and analysis of these activities has assisted the staff in budget preparation, projecting workload, and streamlining processes. In addition, a Succession and 9

Knowledge Management Plan Program Review Form was developed and implemented for mid-year and yearend reviews. A Fiscal Year End Business Plan Review was also developed and implemented. In 2003-2004, Administrative Services Divisions will continue to track and monitor efficiencies and identify other opportunities for measuring efficiencies. III. CUSTOMER SERVICE

The Clerk of the Boards Customer Service Plan reflects the attitudes and actions that instill confidence in its service to the Board of Supervisors, public, City and County departments, and anyone who requests its services. The Board of Supervisors/Clerk of the Boards web page also provides an opportunity for the public to provide feedback on customer service. (board.of.supervisors@sfgov.org). Fourteen (14) customer service surveys for the Office of the Clerk of the Board were received and all rated the service received as Outstanding. Our customer is anyone who requests information. A customer could be any of the following: Board of Supervisors (internal) Individual members of the BOS (internal) Aides (internal) SF LAFCO Sunshine Ordinance Task Force Assessment Appeals Board Internal department staff (internal) Other City department staff (internal) Public (external) Other agencies/jurisdictions (external) Media (internal/external)

The goals and objectives of the Customer Service Plan are to: Provide accurate and timely information Be attentive, courteous, and responsive Foster a spirit of cooperation and goodwill Value diversity 10

Accept accountability and responsibility

IV.

Performance Plan 2002-2003 Performance Measures 2003-2004 Performance Measures

11

Budget Year 2002-2003 Performance Measure Worksheet 2001-2002 MEASURES Actual Budget 2002-2003 6 Months Actual (Jul Dec) 12 Months Actual (Jul - June)

Program FAE BOARD OF SUPERVISORS Goal : 01 Provide timely response to Department Staff 01 Percentage of internal IT requests answered within 15 minutes. Goal: 02 Offer monthly computer classes to staff to increase and maintain efficiency 01 Number of training classes provided to staff 02 Number of attendees at class 03 Percentage of attendees rating training as useful 47 95 99.9% 40 80 85.0% 8 20 94.0% 85.0%

95.0%

98%

14 41 100%

100%

GOAL03: PROVIDETIMELYACCESSTOLEGISLATIVEMATERIALS

01 Percentage of Board and Committee agendas that are posted on the Boards Website at least three days in advance of the meeting Percentage of legislative agenda packets that are posted on the Boards 02 Website at least 48 hours in advance of the meeting 03 Number of hits to the web site for meeting agendas and minutes GOAL: 04PROVIDETIMELY,USEFULLEGISLATIVEANALYSISANDREPORTINGTOTHEBOSPERCENTAGEOFBOARD

95%

100%

100%

100%

100% 657,220

100% 600,000

100% 263,868

100% 591,784

56%
ASSIGNMENTSCOMPLETEDWITHINFOURWEEKS

80%

73%

81.6%

01 Percentage of reports on Board or Committee items posted on web site at least 72 hours prior to hearing 02 Number of projects completed

100% 42 91,133

100% 48 35,000

100% 15 70,522

100% 49 199,134

03 Number of OLA web site hits Goal: 05 Provide access to the legislative process 01 Number of How to Access the Board of Supervisors brochures published Goal: 06 Respond to inquiries from the Board and the public 01 Percentage of written requests that are answered within 24 hours of receipt 88% 85% 88% 88% 7,000 7,000 250 NA

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PROGRAM: FAFASSESSMENTAPPEALSBOARD

Goal: 01 Provide timely scheduling of assessment appeals applications. Percentage of requested Hearing Officer Program applications scheduled prior to April 10th PROGRAM: FAK SUNSHINEORDINANCETASKFORCE 96% 90% 64% 94%

Goal: 01 Provide information materials for the access of public information Percentage of public record requests and questions about the Sunshine Ordinance answered within 5 days PROGRAMFAL CHILDRENSBASELINE 100% 100% 100% 100%

Goal 01: Increase the number of youth reached within the City and County of SF 01 Number of youth reached through Youth Commission outreach programs Goal: 02 Increase youth interest in voting 01 Number of youth votes cast in Youth Vote election

1,693

1,500

2,796

6,000

7,475

4,740

7,800

7,800

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Budget Year 2003-2004

Performance Measure Worksheet

2002-2003

2003-2004 Budget 6 Months Actual (Jul Dec) 12 Months Actual (Jul - June)

MEASURES

Actual

PROGRAMFAEBOARDOFSUPERVISORS 98% GOAL:01 PROVIDETIMELYRESPONSETODEPARTMENTSTAFF FRANK 85.0%

01 Percentage of internal IT requests answered within 15 minutes. Goal: 02 Offer monthly computer training/classes to staff to increase and maintain efficiency 04 Number of training/classes provided to staff 05 Number of attendees at class 06 Percentage of attendees rating training as useful Frank

14 41 100%

20 40 85.0%

15

GOAL03: PROVIDETIMELYACCESSTOLEGISLATIVEMATERIALS 01 Percentage of Board and Committee agendas that are posted on the Boards Website at least three days in advance of the meeting 02 Percentage of legislative agenda packets that are posted on the Boards Website at least 48 hours in advance of the meeting 03 Number of hits to the web site for meeting agendas and minutes GOAL: 04PROVIDETIMELY,USEFULLEGISLATIVEANALYSISANDREPORTINGTOTHEBOS 81.6% 04 Percentage of Board assignments completed within four weeks 05 Percentage of reports on Board or Committee items posted on web site at Least 72 hours prior to hearing 06 Number of projects completed 07 Number of OLA web site hits GOAL: 05 PROVIDEWEBSITEACCESSTOTHELEGISLATIVEPROCESS 2,500 01 Number of documents About the Board of Supervisors distributed of which all brochures created and distributed in hard copy as well as on the web site would be counted. Diane GOAL: 06 RESPONDTOINQUIRIESFROMTHEBOARDANDTHEPUBLIC MADELEINE 88% 01 Percentage of written requests that are answered within 24 hours of receipt 85% 7,000 Frank 100% 49 199,134 100% 48 35,000 80% 100% 591,784 100% 600,000 100% 100%

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PROGRAM: FAFASSESSMENTAPPEALSBOARD

DAWN

GOAL: 01 PROVIDETIMELYSCHEDULINGOFASSESSMENTAPPEALSAPPLICATIONS 94% 01 Percentage of requested Hearing Officer Program applications scheduled Prior to April 10th PROGRAM: FAK SUNSHINEORDINANCETASKFORCE DONNA 90%

GOAL: 01 PROVIDEINFORMATIONMATERIALSFORTHEACCESSOFPUBLICINFORMATION 100% 01 Percentage of public record requests and questions about the Sunshine Ordinance answered within 5 days PROGRAMFAL CHILDRENSBASELINE COLLEEN 1,500 100%

Goal 01: Increase the number of youth reached within the City and County of 1,693 SF
01 Number of youth reached through Youth Commission outreach programs GOAL:02 INCREASEYOUTHINTERESTINVOTING COLLEEN 7,475 01 Number of youth votes cast in Youth Vote election 6/27/03

4,740

17

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