Section 1 General Administration
Policy 1-9 REQUESTS TO CITY STAFF BY COUNCIL MEMBERS AND THE MAYOR
COUNCIL POLICY 1-9
to City Staff
DISTRIBUTION: Mayor and City Council
SUBJECT: Requests to City Staff by
Council Members and the Mayor
PURPOSE: To establish procedures for requesting information,
infrastructure projects not on
the approved Capital Improvement Projects List and for staff to prepare reports or information
for use by members of the Council and the Mayor.
BACKGROUND: The City Manager, City Clerk, City Attorney and
Municipal Judge receive
numerous requests from City Council Members and the Mayor for information. Often these
individuals are asked to provide lengthy reports or responses that require hours of research by
themselves or their staff. When they are faced with requests for information of this sort from
two, three, four or even more Council Members and/or the Mayor at one time the daily duties of
those offices or departments grind to a halt while the requested information is compiled. With the
current boom in building and matters such as BRAC and economic development, our department
heads and other staff are already at a tipping point. The routine requests from Council Members
are being fulfilled to the determent of the actual duties of those individuals and their respective
departments. This can cause logjams that delay approved projects and hurt the citys response
time to our citizens.
The Lawton City Charter, Article 2, Section C 2-5 provides that
Except for the purpose of
inquiry, the mayor, the council, and its members shall deal with the administrative service solely
through the city manager; and neither the mayor, the council, nor any member thereof may give
orders on administrative matters to any subordinate of the city manager either publicly or
Thus no individual member of the Council nor the Mayor should direct the staff of
individuals listed above to provide information, perform capital projects or repairs and for staff
to prepare reports. All requests should be directed through the City Manager.
PROCEDURES: Procedures for Requests:
A. Requests by a Council Member or Mayor made to the City
Manager, City Clerk, City
Attorney and Municipal Judge for lengthy reports, information that requires significant time
(more than 1 hour of business time) by the City Manager, City Clerk, City Attorney, Municipal
Judge or a member of their staff, or the preparation of a contract, policy, ordinance or other
project shall be placed on the agenda for Council consideration. These requests shall be bundled
into one agenda item by the City Manager, City Clerk, City Attorney, or Municipal Judge as
appropriate and voted on by the council.
B. Requests by the Council Members or the Mayor for reports,
information that requires
significant time (more than 1 hour of business time), meetings with city employees other than the
City Manager, City Clerk, City Attorney and Municipal Judge or the performance of a capital
project or infrastructure repair or replacement shall be directed through the City Manager. The
City Manager shall make all of the requests for those items as single agenda item, unless it
involves specific capital improvements or repairs, to be voted on during the next council
meeting. If the request involves specific capital improvements or repairs to infrastructure the
request will be placed on a separate agenda item for replacement Council consideration. The full
council should be made aware of attempted direction of staff by a member or the Mayor.
C. If a staff member is asked to prepare a report, provide
information that requires significant
time (more than 1 hour of business time), meetings with city employees by a single member of
the Council or the Mayor that staff member should inform their supervisor who should in turn
inform the department head who should then make that request known to the City Manager.
D. The provisions of this policy do not apply to a Council
Members inquiry of any city
employee that can be responded to in less than 1 hour so long as the request is for information
only, Lawton City Charter, Article 2, Section C 2-4 (4) and Section C 2-5.
REFERENCES: Lawton City Charter Article 2 Section 2-4 and
RESCISSION: This policy becomes effective
November 9, 2005.
JOHN P. PURCELL, JR.
DISTRIBUTION: Mayor and City Council
(CP 1-9, Added, 11/09/2005)