M E M O R A N D U M / E M A I L TO: Form 700 (Statement of ...

M E M O R A N D U M / E M A I LTO:FROM:Form 700 (Statement of Economic Interest) Filers in MetroEDAlthea PolanskiRE: Statement of Economic Interests - Form 700E-filed Forms Due in eDisclosure by April 2, 2012;If you will not e-file in eDisclosure, original paper copy due to [Insert Nameof Department Filing Official] by March 16, 2012Use Electronic Form 700 System (eDisclosure) to Complete Your Form:https://www.southtechhosting.com/SantaClara/eDisclosure/DATE: February 1, 2012I. Annual Form 700 Requirement & Due DateThe law requires every officer, employee and consultant in our agency who is in aposition which entails the making or participation in the making of decisions which mayforeseeably have a material effect on a position holder’s financial interests to complete andsubmit a Form 700 Statement of Economic Interests annually.Our agency’s Conflict of Interest Code designates individuals in your position as requiredto complete and submit a Form 700. Attached for your reference are the pages from our Codespecifying what disclosures each position is required to make.It is your responsibility to complete the Form 700 accurately and in a timely fashion. Bylaw, the 2011/2012 annual Form 700s for our agency are due to the Clerk of the Board by April2, 2012.II.Your Disclosure RequirementsYou must look at our agency’s conflict of interest code to find out the disclosurerequirements for your position. Your position will be assigned to only one disclosure category.The disclosure category will specify which economic interests your position is required todisclose, and which sources of those economic interests your position is required to disclose.III.Reference InformationAt the end of this memo are links to several reference materials produced by the FairPolitical Practices Commission (FPPC).

The “2011/2012 Form 700 Reference Pamphlet” provides definitions of terms,exceptions to what is reportable, and examples of how to report income, investments,interests in real property, retirement accounts, trusts, and wedding gifts in givenscenarios. The “Frequently Asked Questions: Form 700 Disclosure” and “Frequently AskedQuestions: Gift Disclosure” documents contain answers to selected questions often askedby filers.In addition to the four above-referenced materials, the Form 700 Instructions pages arealso provided: Form 700 Instruction pagesIV. Using eDisclosure to Complete and Submit the Form 700The County of Santa Clara has an electronic system, known as eDisclosure, for Form 700filers of local agencies, such as us, to fill out their Form 700. It is requested that all filers with anemail address and access to an Internet-connected computer (meeting the system requirementslisted below) use eDisclosure to fill out their Form 700. eDisclosure allows filers a passwordprotected,savable, online completion and submission of the Form 700. The system assists youwith filling out the Form accurately and completely, performing an error-check prior tofinalization. It also allows you to save your Form 700, and return to complete it later ifnecessary. And, once you have completed your Form 700 in eDisclosure, the next time you haveto complete a Form 700, eDisclosure allows you to copy over information from a prior Form tosave you time in filling it out. For additional information, refer to the link at the end of thismemo: eDisclosure for Filers One-Page Fact SheetFor Mac users, eDisclosure currently supports Max OS X 10.5.8 or higher (Leopard), ORMac OS X 10.6.7 or higher (Snow Leopard); Safari Browser 4 or later; and Adobe Reader X orAdobe Acrobat Pro X.For Windows users, eDisclosure currently supports Windows 2000, XP, Vista, or 7;Microsoft Internet Explorer 6.0 or later, Mozilla Firefox 3.6.15 or later, or Google Chrome10.0.648 or later*; and Adobe Reader or Adobe Acrobat Pro 7.1.0 or later.* Note: eDisclosure is not compatible with the built-in PDF plug-infor Google Chrome. Chrome users must disable the built-inPDF viewer and install Adobe Reader to view and prepare filingsin eDisclosure.

V. Annual Filing Notification Email Sent to Filers from eDisclosureIn early February, eDisclosure will automatically send an email to all filers with an emailaddress in the system who have an annual 2011/2012 Form 700 due.VI.Accessing eDisclosure (what to do if you forgot your password)To access eDisclosure, you will be asked to enter your login ID (your email address) andyour password. If you have forgotten your password, you have two options:1. Click on the “Forgot password” button on the eDisclosure log-on screen. eDisclosurewill ask for your login ID (your email address) and last name, and then ask you the answer to thesecurity question you answered when you first logged into eDisclosure.OR2. You may contact me and I can have the system reset your password. I do not see anyold or new password for you; the system automatically generates a new password for you andsends it directly to your email address.VII.E-Filing of Form 700 (No Printing Required When You e-File)The County is authorized for e-filing of Form 700s. E-filing is only authorized when theForm 700 is submitted through eDisclosure.Once you have completed filling out your Form 700 in eDisclosure, the system will giveyou two options: “file by paper” or “submit electronically.” When you click “submitelectronically,” eDisclosure will immediately date-stamp the Form 700 as filed, andelectronically submit the Form to the Clerk of the Board’s office. Your annual filing iscomplete. When you e-file through eDisclosure, you do not have to print and sign a copy. Youand I will receive an email confirmation that you e-filed your Form 700. If you would like acopy of your Form 700 for your own records, you can print a copy by clicking on “PreviousFilings” in the Filer section of the left-side menu in eDisclosure, selecting a filing, and clickingon “Print.”If you complete your Form 700 in eDisclosure and select the “file by paper” option, youmust print out the Form 700, sign it, and submit the original paper Form to me. Originalsignatures are required for all paper-submitted Forms.While we request and encourage all filers to use eDisclosure to complete their Form700s, if you have difficulty accessing eDisclosure and choose to complete your Form 700 outsidethe eDisclosure system, you must submit an original-signature paper Form 700 to me.Although the filing date with the Clerk of the Board of Supervisors is April 2, 2012, ifyou choose to file by paper (either using the “file by paper” option in eDisclosure or completingthe Form outside the eDisclosure system), please submit your original-signature Form 700 to me

y March 16, 2012, as it is my responsibility in our agency to review the Forms to ensure theyare facially complete and forward all of the original paper-submitted Forms to the Clerk of theBoard’s office.VIII. Penalties Imposed Against the Filer for Untimely Filing and Failure to FileAll annual Form 700s are due to the Clerk of the Board by April 2, 2012. Please beadvised that the penalties to you as the filer for late filing of the Form 700 include criminal andcivil sanctions for intentional or negligent violation of the reporting requirements. Further, theClerk of the Board’s office has the authority to impose a penalty against the filer in the amountof $10 per day after the deadline up to $100, and the Fair Political Practices Commission couldassess a fine against you of up to $5,000 for a late filing.IX.Contacts for AssistanceFor questions regarding filing deadlines and eDisclosure, you may contact me or theClerk of the Board’s office at (408) 299-6441 or form700@cob.sccgov.org.For legal questions regarding filling out the Form 700, you may contact the FPPC hotlineat 1-866-ASK-FPPC (1-866-275-3772) (Monday-Thursday: 9:00 a.m. – 11:30 a.m. & Monday-Tuesday: 1:30 p.m. - 3:30 p.m.) or email the FPPC at advice@fppc.ca.gov.Attachment:1) Board Policy 9270; Conflict of InterestLinks (in lieu of attachments):(1) For the Form 700 - Statement of Economic Interests (2010/2011), please logon to theeDisclosure system at https://www.southtechhosting.com/SantaClara/eDisclosure/(if you have difficulty accessing eDisclosure, you may emailform700@cob.sccgov.org for assistance.(2) eDisclosure for Filers One-Page Fact Sheet(also available at www.sccgov.org/form700 under the “conflict of interest filings”heading on the left-side menu)(3) Form 700 Instruction Pages(also available at www.sccgov.org/form700 under the “conflict of interest filings”heading on the left-side menu)(4) 2011/2012 Form 700 Reference Pamphlet:http://www.fppc.ca.gov/forms/700-11-12/RefPamphlet11-12.pdf(5) Frequently Asked Questions: Form 700 Disclosure (1/11):http://www.fppc.ca.gov/forms/700-10-11/011-012011FAQForm700.pdf(6) Frequently Asked Questions: Gift Disclosure (1/12):http://www.fppc.ca.gov/forms/700-11-12/012-012012_FAQGifts.pdf(7) Limitations and Restrictions on Gifts, Honoraria, Travel and Loans:To Be Provided When Available