HomeMy WebLinkAbout800-09
POLICY & PROCEDURE
Subject:
CITY COUNCIL REQUESTS FOR STAFF
ASSISTANCE
Index: LEGISLATIVE
Number: 800‐09
Effective Date:
12/10/2018
Supersedes:
8/6/2007
Page:
1 of 3
Staff Contact:
CAO
Approved By:
Resolution #4363 on
12/10/2018
1.0 PURPOSE:
To establish policy and procedures by which requests from the City Council for staff
assistance should receive the prior review and approval of the Mayor’s office. This policy
will assure that:
1.1 Requests from Council are addressed in a timely and thorough manner.
1.2 Matters referred are transmitted to the appropriate department(s) for a
response, and;
1.3 Council requests are appropriate incorporated into the ongoing daily work
program.
2.0 ORGANIZATIONS AFFECTED:
All departments/divisions
3.0 REFERENCES:
RCW 35A.12
4.0 POLICY:
4.1 The Mayor, or the Chief Administrative Officer on behalf of the Mayor, shall have
the exclusive responsibility for directing the activities of the Administrative staff
of the City.
4.2 All substantial requests by Councilmembers for staff assistance shall be
transmitted to the Mayor’s office for review, approval, and transmittal to the
appropriate department/division for action.
CITY COUNCIL REQUESTS FOR STAFF ASSISTANCE
p. 2
4.2.1 Questions or requests of a simple nature that do not require the
dedication of staff time or research may be posed directly to a
department administrator.
4.3 All requests for assistance from the City Council shall be addressed at the earliest
possible date.
5.0 DEFINITIONS:
5.1 Substantial Request: A request by a Councilmember or Council committee for
staff assistance requiring research and/or a technical analysis which was not
previously scheduled in the normal work program of the department.
6.0 PROCEDURES:
6.1 City Councilmembers shall refer substantial requests for assistance to the
Mayor’s office for review, approval, and transmittal to the appropriate
department(s) for response.
6.1.1 Upon receipt of a request from the Mayor’s Office, the department
administrator shall estimate the time required to respond or comply with
the request for assistance. Under normal circumstances, every effort
shall be made to respond within five (5) working days. If it is anticipated
that a response will not be forthcoming within five working days, the
Mayor or Chief Administrative Officer will provide the Councilmember an
estimate of the time required to respond to the request and the reason
for the delay.
6.2 All responses to substantial requests from the Council shall be in writing.
Responses should be sent to the Mayor’s Office to assure that the content fully
addresses the intent of the request and that the information provided is
consistent with input from other sources.
6.3 The Mayor’s Office shall be responsible for the distribution of responses to
Council requests.
6.3.1 All written responses to questions or requests for assistance shall be
distributed to the entire Council.
6.3.2 Verbal responses shall be conveyed, when deemed appropriate by the
Mayor, at a regularly scheduled City Council meeting as part of the
Administrative Report. Provided; however, that the Administration shall
comply with any City Council request to provide a written response to a
question or request for assistance.
CITY COUNCIL REQUESTS FOR STAFF ASSISTANCE
p. 3
6.4 Administrative staff who may be contacted directly by a Councilmember with a
substantial request for assistance should advise the Councilmember of the
applicability of this policy and recommend that he or she contact the Mayor’s
Office for assistance.