Elections Commission Meeting
Wednesday, January 18, 2012 at 6:00 pm
City Hall Room 408
Order of Business
- Call to Order & Roll Call
- Announcements
- Public comment on any issue within the Elections Commission’s general jurisdiction that is not included in any other item on this agenda.
4. Director’s Report
The Director will update the Commission on matters pertaining to elections and the Department of Elections, including updates on activities of the divisions, plans and activities for upcoming elections or election-related functions, and budgetary matters.
5. Commissioners’ Reports
Commissioners will report on any meetings with public officials, or oversight and observation activities since the last meeting, if any.
New Business
6. Discussion and possible action to approve the Minutes of the December 21, 2011 Commission Meeting. (Attachment: Draft Minutes of December 21, 2011.)
Old Business
7. Discussion and possible action to determine procedure for the annual performance reviews for the Director of Elections and the Acting Commission Secretary.
8. Discussion and possible action to approach the Board of Supervisors and/or any other responsible party to resend the Resolution on the voter profile, approved by the Elections Commission at the meeting of November 18, 2009, to the City's State Legislation Committee. (Continued from the November 16, 2011 Commission meeting.)
9. Discussion regarding items for future agendas.
Annual Business
10. Discussion and possible action to elect Officers of the San Francisco Elections Commission.
The process shall be as follows: The current president will open nominations first for the office of president of the Elections Commission. When there are no further nominations, the president will close nominations. Public comment will then be sought. At the conclusion of public comment, there will be a roll call vote of all commissioners during which each commissioner shall say the name of a nominee for whom he or she wishes to vote. Any nominee receiving four votes shall be elected president. The same process will then be followed for the office of vice president. The terms of office for the new officers begin immediately at the conclusion of tonight’s meeting. (Elec. Comm. Bylaws, Art. V, Sec. 1(B).)
Adjournment
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There will be an opportunity for public comment on each agenda item.
Materials contained in the Commission packets for meetings are available for inspection and copying during regular office hours at the Department of Elections, City Hall Room 48. Materials are placed in the Elections Commission's Public Binder no later than 72 hours prior to meetings. Any materials distributed to members of the Elections Commission within 72 of the meeting or after the agenda packet has been delivered to the members are available for inspection at the Department of Elections, City Hall Room 48, in the Commission's Public Binder, during normal office hours.
Cell phones, pagers and similar sound-producing electronic devices: The ringing of and use of cell phones, pagers and similar sound-producing electronic devices are prohibited at this meeting. The Chair may order the removal from the meeting room of any person responsible for the ringing or use of a cell phone, pager, or other similar sound-producing electronic devices.
Disability Access: The Elections Commission meeting will be held in Room 408, City Hall, 1 Dr. Carlton B. Goodlett Place, San Francisco, CA. The Commission meeting room is wheelchair accessible. The closest accessible BART station is the Civic Center Station at United Nations Plaza and Market Street. Accessible MUNI lines serving this location are: #42 Downtown Loop, and #71 Haight/Noriega and the F Line to Market and Van Ness and the Metro Stations at Van Ness and Market and at Civic Center. For information about MUNI accessible services call (415) 923-6142. There is accessible curbside parking adjacent to City Hall on Grove Street and Van Ness Avenue and in the vicinity of the Veterans Building at 401 Van Ness Avenue adjacent to Davies Hall and the War Memorial Complex.
To obtain a disability-related modification or accommodation, including auxiliary aids or services, to participate in a meeting, please contact the Department of Elections at least 48 hours before the meeting, except for Monday meetings, for which the deadline is 4:00 p.m. the previous Friday. Late requests will be honored, if possible. Services available on request include the following: American sign language interpreters or the use of a reader during a meeting, a sound enhancement system, and/or alternative formats of the agenda and minutes. Please contact the Department of Elections at (415) 554- 4375 or our TDD at (415) 554-4386 to make arrangements for a disability-related modification or accommodation.
Chemical-Based Products: In order to assist the City's efforts to accommodate persons with severe allergies, environmental illnesses, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical-based products. Please help the City accommodate these individuals.
KNOW YOUR RIGHTS UNDER THE SUNSHINE ORDINANCE (Chapter 67 of the San Francisco Administrative Code): Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, boards, councils, and other agencies of the City and County exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. For more information on your rights under the Sunshine Ordinance or to report a violation of the ordinance, contact the Sunshine Ordinance Task Force, CITY HALL, ROOM 244, 1 DR. CARLTON B. GOODLETT PLACE, SAN FRANCISCO CA 94102-4689; PHONE: (415) 554-7724; FAX: (415) 554-7854; E-MAIL: [email protected]
Copies of the Sunshine Ordinance can be obtained from the Clerk of the Sunshine Task Force, at the San Francisco Public Library, and on the City's website at http://www.sfgov.org.
Lobbyist Registration and Reporting Requirements: Individuals that influence or attempt to influence local policy or administrative action may be required by the San Francisco Lobbyist Ordinance (San Francisco Campaign and Governmental Conduct Code sections 2.100 – 2.160) to register and report lobbying activity. For more information about the Lobbyist Ordinance, please contact the Ethics Commission at 25 Van Ness Avenue, Suite 220, San Francisco, CA 94102; telephone (415) 252-3100, fax (415) 252-3112; and website: http://www.sfethics.org/.
Draft Minutes
Elections Commission Meeting
Wednesday, December 21, 2011 at 6:00 pm
City Hall Room 408
Order of Business
- Call to Order & Roll Call – 6:00p.m.
Present: President Richard Matthews, Vice President Winnie Yu, Commissioner Rosabella Safont, Commissioner Jill Rowe, Commissioner Arnold Townsend arrived 6:13pm. Excused were Commissioner Gerard Gleason and Commissioner Catalina Ruiz- Healy.
Also present Director John Arntz and Deputy City Attorney Andrew Shen.
- Announcements: None
- Public comment on any issue within the Elections Commission’s general jurisdiction that is not included in any other item on this agenda.
Public Speaker: David Pilpel said that the Department did comply with the Elections plan. He suggests the department develop a check list or a narrative that will not only give us access but shows what was learned. Public speaker Pilpel goes on to mention that if someone opposes
for example Rank Choice Voting, it would be nice to have the Board of Supervisors relay this information to the Commission for discussion. Commissioner Arnold Townsend disagrees saying it may appear that the commission is persuading.
4. Director’s Report
The Director will update the Commission on matters pertaining to elections and the Department of Elections, including updates on activities of the divisions, plans and activities for upcoming elections or election-related functions, and budgetary matters.
Director John Arntz said the Department is currently working on the budget for the next 2 physical years unlike in the past only 1 year and it’s pretty slow for now. The Department is currently evaluating what worked best for the department. The Department has been meeting with ballot printing and software vendors discussing the 4 to 5 ballot for the next coming election. Commissioner Matthews said that after reviewing the report regarding the Touchscreen it appears that things went very smoothly.
5. Commissioners’ Report
Commissioners will report on any meetings with public officials, or oversight and observation activities since the last meeting, if any. None
New Business
6. Discussion and possible action to make finding as to whether the Department of Elections complied with the Election Plan for the November 8, 2011 Consolidated Municipal Election. (Attachments: the IRIS Report, a report on usage of touchscreen voting machines by precinct, and a report on usage and acceptance of provisional ballots by precinct, for the November 8, 2011 Consolidated Municipal Election.)
President Matthews, Motioned that the Elections Department did comply with the Elections Plan.
Vote was taken and was unanimous to approve
7. Discussion and possible action to approve the Minutes of the November 16, 2011
Commission meeting.
Vote was taken and was unanimous to approve
8. Discussion and possible action to determine procedure for the annual performance reviews for
the Director of Elections and the Acting Commission Secretary.
President Matthews referred to last years criteria for the Directors Review, copies had been
mail to the Commissioners.
President Matthews ask if the Director or Acting Secretary would like to make a suggestion that
they email him.
Public Speaker David Pilpel suggest that this be done annually.
Old Business
9. Discussion and possible action to approach the Board of Supervisors and/or any other responsible party to resend the Resolution on the voter profile, approved by the Elections Commission at the meeting of November 18, 2009, to the City's State Legislation Committee. (Continued from the November 16, 2011 Commission meeting.)
President Matthews suggest this be held over to the next meeting.
10. Discussion regarding items for future agendas. None
Adjourn: 6:20
DEPARTMENT HEAD
Performance Plan And
and
Appraisal Report
DEPARTMENT HEAD IDENTIFICATION INFORMATION
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1. LAST NAME, FIRST NAME, MIDDLE INITIAL
Arntz, John P.
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2. JOB CODE NUMBER AND TITLE
0962, Department Head II
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3. STATUS:
Permanent Exempt (PEX)
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4. WORK LOCATION & DIVISION
City Hall Room 48
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5. DEPARTMENT
Elections
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6. REASON FOR REPORT
X Annual
¨ Unscheduled
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7. REVIEW PERIOD
August 1, 2008 – August 1, 2009
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EXPLANATIONS OF SECTIONS
I. PERFORMANCE PLAN: LEADERSHIP/MANAGEMENT SKILLS ¾ A list of the leadership and management skills for Department Heads. Comments may include clarification of leadership/management skills, address mid-year progress, and appraise the performance based on measures, if available.
II. PERFORMANCE PLAN: GOALS – Most important goals for the review period and comments regarding the appraisal of the performance of the goals. In setting goals for the Department Initiatives tied to Strategic Pillars, the goals must address a minimum of four (4) Strategic Pillars, with multiple Department initiatives tied to the Strategic Pillars. Source documents to be utilized: Mayor’s Executive Directives, Department’s Efficiency Plan and Department’s Performance Measures. The status of these items may be reported at SFStat meetings.
III. APPRAISAL REPORT SUMMARY
A. Overall Performance Rating ¾ Reviewer’s rating of the Department Head’s overall performance over the appraisal review period. Rating is based upon Leadership/Management Skills (20%), Citywide Strategic Pillars (20%), Department Initiatives tied to Strategic Pillars (30%) and Department Operational Goals (30%).
B. Comments Regarding Overall Performance ¾ Narrative explanation of the rating of overall performance during the appraisal report review period, with emphasis on Management, Collaboration/Relationships, Leadership and meeting of Department’s performance measures.
C. Guidelines ¾ Guidelines for Department Heads regarding the Department Head Performance Plan and Appraisal Report.
IV. SIGNATURE
A. Performance Plan/Goals Sign-Off ¾ Reviewer and Department Head’s signatures regarding the Performance Plan and Goals.
B. Mid-Period Performance Review Meeting – Reviewer and Department Head’s signatures regarding the Mid-Year Review.
C. Reviewer – Reviewer’s signature regarding the Performance Appraisal Report.
D. Department Head’s Statement – Department Head’s statement and signature regarding the Performance Appraisal Report.
I. PERFORMANCE PLAN – LEADERSHIP/MANAGEMENT SKILLS
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1- Performance Planning and Appraisals:
Perform annual performance appraisals and develop goals and work plans with employees.
Measure % complete.
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COMMENTS:
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2 – Planning and Budgeting:
Set targets, establish metrics, set financial plans in place, all connected to organization strategy and tactics. Justify resources and anticipate requirements.
Measure: Budget, Workers Comp Cost.
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COMMENTS:
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3 – Department Operational Leadership:
Set mission and goals. Allocate resources to ensure results are achieved. Monitor to ensure performance goals/measures are met. Quality management - continuous improvements in the department, creation of new efficiencies and increased effectiveness.
Measure: Overtime, Employee Availability.
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COMMENTS:
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4 – Directing, Motivating and Developing Staff:
Develop trust and confidence with managers, clients, subordinates, peers or project manager. Model relationship building for direct reports. Coach and develop reporting managers to manage more effectively. Provide leadership development opportunities such as team assignments, special projects and other learning experiences.
Measure: Peer review.
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COMMENTS:
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5 - Customer/Client Relations:
Is responsive and constructive in all dealings with customers, strategic partners, suppliers, and agencies.
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COMMENTS:
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6 - Conflict Resolution:
Resolve conflicts between subordinates and peers inside/outside organization. Mediate conflicts between subordinates.
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COMMENTS:
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7 - Communication:
Communicate Department’s mission, strategy, goals and other essential information to the Department and the Elections Commission.
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COMMENTS:
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8 - Professional Development:
Accountable for own professional development, including self-management, self-development and self-insight. Possess integrity and copes with pressure and adversity. Proficient in time management.
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COMMENTS:
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9 - Teamwork:
Build and maintain an environment that contributes to more effective teamwork between direct reports. within reporting managers’ work units and with the Elections Commission.
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COMMENTS:
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10 – Disaster Preparedness:
Take all necessary steps to prepare yourself for an emergency, in your capacity as a Disaster Service Worker; provide updated personal contact information to your department so that you can be contacted in the event of an emergency; report in and respond promptly to instructions by the City and/or your department in the event of an emergency; complete the Department of Human Resources Disaster Service Worker and required National Incident Management System training by June 30, 2008; complete Personal Preparedness Training by December 31, 2008; and carry out disaster-related work assignments as required.
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COMMENTS:
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II. PERFORMANCE PLAN - GOALS
A. CITYWIDE STRATEGIC PILLARS:
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1. PANHANDLING AND HOMELESSNESS
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REVIEW OF PERFORMANCE:
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2. HEALTH
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REVIEW OF PERFORMANCE:
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3. ENVIRONMENT
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REVIEW OF PERFORMANCE:
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4. HOMICIDE AND VIOLENT CRIME
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REVIEW OF PERFORMANCE:
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5. EMERGENCY PLANNING
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REVIEW OF PERFORMANCE:
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6. EDUCATION
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REVIEW OF PERFORMANCE:
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7. POVERTY AND EQUAL OPPORTUNITY
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REVIEW OF PERFORMANCE:
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8. TRANSPORTATION
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REVIEW OF PERFORMANCE:
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9. INFRASTRUCTURE, PLANNING AND REDEVELOPMENT
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REVIEW OF PERFORMANCE:
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10. GOVERNMENT EFFICIENCY
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REVIEW OF PERFORMANCE:
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B. DEPARTMENT INITIATIVES TIED TO STRATEGIC PILLARS:
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1. ENVIRONMENT: Implement practices that increase recycling of materials used in the course of Department’s work and also reduces Department’s use of resources
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REVIEW OF PERFORMANCE:
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2. EMERGENCY PLANNING: Increase all personnel’s understanding of Department’s practices under established emergency plans.
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REVIEW OF PERFORMANCE:
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3. EDUCATION: Implement methods and practices that more precisely identify voters who participate less than election turnout totals and target outreach to these voters.
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REVIEW OF PERFORMANCE:
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4. GOVERNMENT EFFICIENCY: Increase cross-training amongst managers and personnel to seek to decrease the need for temporary staff and to increase overall operational efficiencies.
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REVIEW OF PERFORMANCE:
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5. Maintains Effective interaction with the Elections Commission. Ensures that the Commission is kept informed on the condition of the Elections Department and all important factors influencing it.
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REVIEW OF PERFORMANCE:
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6.
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REVIEW OF PERFORMANCE:
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7.
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REVIEW OF PERFORMANCE:
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8.
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REVIEW OF PERFORMANCE:
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9.
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REVIEW OF PERFORMANCE:
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10.
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REVIEW OF PERFORMANCE:
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C. DEPARTMENT OPERATIONAL GOALS:
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1. Implement budget-tracking process that allows for accurate information on a daily basis.
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REVIEW OF PERFORMANCE:
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2. Increase time-based measurements of department tasks and prepare budget based on these measurements
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REVIEW OF PERFORMANCE:
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3. Review, codify, and update all operational policies and continue efforts to link codified policies to budgeting and personnel planning.
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REVIEW OF PERFORMANCE:
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4. Efficient and effective interaction with the Elections Commission.
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REVIEW OF PERFORMANCE:
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5. Ensures free, fair and functional elections with minimal errors.
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REVIEW OF PERFORMANCE:
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6.
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REVIEW OF PERFORMANCE:
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7.
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REVIEW OF PERFORMANCE:
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8.
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REVIEW OF PERFORMANCE:
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9.
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REVIEW OF PERFORMANCE:
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10.
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REVIEW OF PERFORMANCE:
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III. APPRAISAL REPORT SUMMARY
A. OVERALL PERFORMANCE RATING
The appraisal report on overall performance should include a consideration of all items in the Leadership/Management Skills, Citywide Strategic Pillars, Department Initiatives tied to Strategic Pillars, Department Operational Goals for the review period. Circle the appropriate number on the continuum.
Did Not Meet Expectations
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Met Expectations
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Exceeded Expectations
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Performance of job duties needs improvement; did not meet many or majority of objectives.
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Performed job duties competently and effectively; met the objectives. (Meets Competent and Effective requirement)
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Performed job duties with exceptional competence and effectiveness; exceeded the objectives.
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1 2 3
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B. COMMENTS REGARDING OVERALL PERFORMANCE
C. GUIDELINES – DEPARTMENT HEAD PERFORMANCE PLAN AND APPRAISAL REPORT
- Department Head shall assist in the development of the Department Head Performance Plan and Appraisal Report.
- Department Head shall sign off on the Department Head Performance Plan and Appraisal Report.
- Department Head shall report on the performance measurables mid-year and at the end of the year for the Department Head Performance Plan and Appraisal Report.
- Department Head shall receive a copy of the Department Head Performance Plan and Appraisal Report.
IV. SIGNATURE PAGE
PERFORMANCE PLAN
A. Performance Plan/Goals Sign-Off
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1. REVIEWER SIGNATURE
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2. DEPARTMENT HEAD SIGNATURE
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3. MEETING DATE
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B. Mid-Period Performance Review Meeting
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1. REVIEWER SIGNATURE
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2. DEPARTMENT HEAD SIGNATURE
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3. MEETING DATE
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PERFORMANCE APPRAISAL REPORT
C. Reviewer
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1. REVIEWER SIGNATURE
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2. DATE
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D. Department Head’s Statement
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1. ¨ I AGREE WITH THIS REPORT.
¨ I DO NOT AGREE WITH THIS REPORT: SECT._____ NO._____
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2. DEPARTMENT HEAD SIGNATURE
¨ DECLINED TO SIGN. DATE:
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