Policy 4-1 FORMS CONTROL SYSTEMS


Distribution:    Mayor and City Council
    Department Directors
    Division Supervisors

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   This policy rescinds Administrative Policy 3.30 dated December 11, 1975, and will remain in effect until rescinded.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