Administrative Policy 1-01 Preparation of Administrative Policies

SUBJECT: Preparation of Administrative Policies.

PURPOSE: To establish procedures for use and preparation of administrative policies; to prescribe a standard format and uniform numbering system.

BACKGROUND: To effectively manage and administer internal programs, organizations need written guidelines and procedures. For municipalities, most rules, regulations, policies and procedures are contained in charters, city codes or ordinances. If not included in one of these documents, state law often dictates proper policies and procedures; however, there is often a requirement for written guidelines which prescribe specific details for implementing or administering certain programs.

PROCEDURES: I. Responsibilities.

A. Department directors are responsible for drafting and recommending administrative policies to the city manager.

B. Only the city manager has the authority to promulgate an administrative policy.

II. Preparation.

The format used herein will be followed for all future policies. The following headings will be utilized:

A. Distribution - indicates to whom the policy applies and to whom it is to be distributed.

B. Subject - Title of the policy.

C. Purpose - A brief description as to the purpose of the policy or why it is needed.

D. Background - Used to provide any background information though necessary to explain events or situations which created the need for a formal policy.

E. Procedure - States the specific policy and/or procedures. Normally establishes responsibility for implementation or enforcement. Also outlines specific procedures in a clear, logical sequence.

F. References - Relevant references, i. e., sections of the city code, etc.

G. Rescission - Indicates documents which are rescinded as a result of the new policy.

H. Responsible Department - Indicates the department responsible for monitoring, providing updates, and responding to technical questions regarding policy.

I. Signature block - The city manager signature block with effective date on third line.

III. Numbering System.

A. The following numbering system will be used for all future administrative policies:

General Administration 1-

Legal Services 2-

Personnel 3-

Finance 4-

Planning & Special Studies 5-

Building Development 6-

Housing & Community Dev. 7-

Engineering 8-

Parks and Recreation 9-

Public Works 10-

Police 11-

Fire 12-

Auditing 13-

Communications 14-

City Clerk 15-

Municipal Court 16-

B. Current administrative polices will be renumbered to reflect the new numbering system.

REFERENCES: None

RESPONSIBLE City Manager

DEPARTMENT:

RESCISSION: This policy rescinds Administrative Policy 1.10, dated November 17, 1975.

_____________________________

Gilbert H. Schumpert, Jr.

City Manager

August 15, 1995