Section 1 General Administration
Policy 1-A PREPARATION OF COUNCIL POLICES
DISTRIBUTION: Mayor and City Council
SUBJECT: Preparation of Council Policies
PURPOSE: To establish procedures for use and preparation of Council policies;
to prescribe a
standard format and uniform numbering system.
BACKGROUND: To effectively manage and administer internal programs, organizations
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 general policy for implementing or
administering certain programs.
The City maintains a set of Administrative Policies which prescribe specific administrative
actions or procedures to implement certain programs. While these policies provide detailed
standard operating procedures there is a need for policies generated at the City Council level to
promulgate broad, or general guidance for City programs. As a general rule, a Council Policy is
required, as opposed to an Administrative Policy, when the subject matter covered pertains to
items requiring actions or policy direction of the City Council.
PROCEDURES: I. Responsibilities
A. The Mayor, members of the City Council, or City Manager may recommend a Council
Policy. Department Directors may recommend a Council Policy to the City Manager.
B. The City Managers office is responsible for presentation of Council
policies to the City
Council; however, appropriate departments are responsible for preparation.
C. After review by the City Attorney, the proposed policy will be placed on the
for consideration. If approved, the policy will become effective upon signature of the Mayor, or
upon the effective date so designated.
D. Council policies can be amended or rescinded only by vote of the City Council.
The format used herein will be followed for all future policies. The following headings will be
Distribution - Indicates to whom the policy applies and to whom it is to be distributed.
Subject - Title of the policy.
Purpose - A brief description as to the purpose of the policy or why it is needed.
Background - Used to provide any background information thought necessary to explain events
or situations which created the need for a formal policy.
Policy/Procedure - States the specific policy and/or procedures.Normally establishes
responsibility for implementation or enforcement. Also outlines specific procedures in a clear,
References - Relevant references, i.e., sections of the City code, etc.
Effective Date/Rescission - Establishes effective date and indicates documents which are
rescinded as a result of the new policy.
Responsible Department - Indicates the department responsible for monitoring, providing
updates, and responding to technical questions regarding policy.
Signature block - The Mayors signature block with effective date on third line.
III. Numbering System
A. The following numbering system will be used for all future Council policies:
General Administration 1-
Legal Services 2-
Planning & Special Studies 5-
Building Development 6-
Housing/Community Development 7-
Parks and Recreation 9-
Public Works 10-
City Clerk 15-
Municipal Court 16-
B. Current policies are now under review. Upon completion of the review,
all policies will be
renumbered to reflect the new numbering system.
RESCISSION: This policy becomes
effective November 14, 1995.
DEPARTMENT: City Manager
JOHN T. MARLEY
November 28, 1995
(CP-1, Added, 11/28/1995)