Administrative Policy 4-1 Forms Control System

SUBJECT: Forms Control System

PURPOSE: To establish a Forms Control System to include centralized control, procedures for requesting form printing, periodic review of forms, and a code system for forms identification.

BACKGROUND: Because of the tendency of all governmental agencies to produce unnecessary forms, it is essential to have a central control system in operation. With operating costs escalating, it is important to cut expenses wherever possible.

PROCEDURE: a) The City Manager has delegated the responsibility for forms control to the Purchasing Supervisor.

b) All printing requests will be submitted on City Form 36-001, Printing Request Form. This form is available from the print shop. A sample form, 36-001, with instructions is included in Appendix A to this policy.

c) Requests for printing new forms, and any other new material must have the City Manager’s approval. Requests for reprinting or revision of present forms may be submitted directly to the print shop for reprinting. However, for revisions, a note to that effect must be placed on Form 36-001.

d) The Print Shop Coordinator will conduct a periodic review of all City forms. Results of this review and recommendations will be submitted to the City Manager. Department Directors should also conduct a periodic review of forms and notify the print shop when a form is no longer necessary.

e) This policy represents a major change to the current numbering system. All current forms will be used until exhausted. Requests for new forms, revisions, and resupply of forms will utilize the new numbering system. Appendix B of this policy outlines the new numbering system.

REFERENCES: None

RESPONSIBLE

DEPARTMENT: Finance (Purchasing)

RESCISSION: This policy rescinds Administrative Policy 3.30 dated December 11, 1975, and will remain in effect until rescinded.

GILBERT H. SCHUMPERT, JR.

City Manager

September 1, 1995

APPENDIX A

INSTRUCTIONS FOR PREPARATION OF PRINTING

REQUEST FORM 36-001

1. Instructions for requesting reprints of present forms:

a) Section 1- Requesting Division Information. Requester completes all Division information to include point of contact and phone number. Requester also completes this section to include form number or name, copies required, start number (for sequentially numbered forms) and requested delivery date. Orders must be submitted far enough in advance to allow print shop to meet required delivery date. No justification is needed for reproduction of current form. Request is sent directly to print shop.

b) Sections 2 and 3 are not used.

c) Section 4 - Print Shop Coordinator’s Comments. Completed by Print Shop Coordinator as required and held until order has been completed, and requester’s signature is obtained upon delivery. File copies of all requests will be maintained by the print shop.

2. Instructions for approving new forms and revisions to present forms:

a) Section 1 - Requesting Division Information. Requester completes all Division information to include point of contact and phone number. Requester also completes this section to include form number or name, copies required, start number (for sequentially numbered forms) and requested delivery date. Orders must be submitted far enough in advance to allow print shop to meet required delivery date.

b) Section 2 - Director’s Approval. Director’s approval is needed for requests for new forms or changes to current forms. Requester’s Department Director completes and signs this section. Comments are used to address any special requirements or instructions.

c) Section 3 - City Manager’s Approval. City Manager’s approval is needed for requests for new forms. The City Manager issues final approval or disapproval of request. City Manager will make comments or suggestions concerning the request, and issue instructions to print shop Coordinator as deemed necessary. If request is disapproved, the request form will be returned to the originating Department Director. If request is approved, it is forwarded to print shop for action.

d) Section 4 - Print Shop Coordinator’s Comments. Completed by Print Shop Coordinator as required and held until order has been completed, and requester’s signature is obtained upon delivery. File copies of all requests will be maintained by the print shop.

APPENDIX B

FORMS IDENTIFICATION CODE

Forms will be numbered as follows:

a) The first element of the Form Code will be a two-digit prefix which will identify the primary division utilizing that form. The two-digit prefix will be the same as the activity number assigned to the division.

b) The second element of the Form Code will be a three-digit number. This will be assigned on a sequential basis of all forms assigned to the division.

c) The following is a complete outline of the forms identification numbering system:

Division Series

Managerial

Mayor and Council 01-XXX

City Clerk 02-XXX

Administrative

City Manager 03-XXX

Personnel 04-XXX

Communications 06-XXX

Auditing 07-XXX

Legal Services

City Attorney 08-XXX

City Prosecutor 10-XXX

Municipal Court 11-XXX

Finance Administration 13-XXX

Revenue Services 14-XXX

Accounting 15-XXX

Computer Services 16-XXX

Purchasing 36-XXX

Planning and Special Projects

Planning 21-XXX

Building Development

Building Development 23-XXX

Env. Field Services 81-XXX

Health 84-XXX

Housing & Community Development

Community Development 22-XXX

Housing Assistance 26-XXX

Engineering

Engineering 24-XXX

Parks and Recreation

Administration 42-XXX

Sports and Aquatics 43-XXX

Recreation Services 44-XXX

Arts and Humanities 33-XXX

McMahon Auditorium 46-XXX

Museum 45-XXX

Senior Services 49-XXX

RSVP 27-XXX

Lakes 47-XXX

Library Operations 51-XXX

Park Maintenance 52-XXX

Cemetery 53-XXX

Building Maintenance 80-XXX

Public Works

Administration 25-XXX

Environmental Services Admin 71-XXX

Electronic Maintenance 77-XXX

Equipment Maintenance 79-XXX

Solid Waste - Collection 82-XXX

Solid Waste - Disposal 83-XXX

Animal Welfare 89-XXX

Street 72-XXX

Field Utilities 73-XXX

Water Treatment Plant 75-XXX

Wastewater Treatment Plant 76-XXX

Drainage Maintenance 85-XXX

Sewer Maintenance 86-XXX

Police Department

Headquarters 65-XXX

Uniform Division 66-XXX

Criminal Investigation Div 67-XXX

Technical Service 68-XXX

Training 69-XXX

Fire Department

Fire Operations 95-XXX

Civil Defense 96-XXX