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HomeMy WebLinkAbout100-01c ry of at .; C` O l. Po icY & PRocE uRE Subject: Index:ADMINISTRATIVE POLICY AND PROCEDURE DOCUMENTS Number: 100-01 Effective Date: Supersedes: Page: Staff Contact: Approved B : 8/23/2017 6/1/2016 1 of 3 Ja Covin ton l,{ I 1.0 PURPOSE: To establish policy and procedure for the development, coordination, issuance, and deletion of City of Renton Policies and Procedures Manual. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions 3.0 REFERENCES: Renton Municipal Code RCW 35A City of Renton —Online Policy and Procedures Manual (via Laserfiche) 4.0 POLICY: The City of Renton maintains a Policies and Procedures Manual, which outlines the major systems and procedures relating to the interaction of its organizational departments. In addition, the manual outlines City systems and procedures relating to interaction between the City of Renton, the Mayor, the Council, department administrators, vendors, contractors, subcontractors, and outside consultants. A standard manual is intended to represent a unified approach to sound municipal government and is designed to provide public documentation describing overall policy, rules of procedure, and methods of operation. 5.0 DEFINITIONS: 5.1 City Policy: Statements of what should be done in certain circumstances, established by Council action and/or the Mayor. 5.2 Procedure: Instruction required to implement po icy. 5.3 Policy and Procedure Documents: Two-part statement defining legislative po icies and guidelines, City policies, and procedures. Council Correspondence and Agenda p. 2 6.0 PROCEDURES: 6.1 All City of Renton personnel are responsible for maintaining constant awareness of policy and procedure documents. Employees are required to implement all new or revised policies and procedures promptly. 6.2 All department administrators and administrative staff are responsible for providing analysis and recommendations for improved administrative techniques for preparing policy and procedure documents for the City of Renton. 6.3 All policy and procedure documents must be reviewed by the Chief Administrative Officer (CAO) prior to publication in order to insure appropriateness of subject matter and adherence to format. 6.4 The Mayor may, at his or her prerogative, approve all administrative policy and procedure documents under authority assigned by the City Council and/or RCW 35A. 6.5 Coordination and Approval: 6.5.1 New or revised policies and procedures shall be drafted by department administrators or division directors and submitted to the Executive Assistant accompanied by an email outlining the purpose of the policy (if new) or changes (if revised). If an existing policy is revised, deletions should be denoted by cross-hatching or dashes and added language should be easily identifiable as new. 6.5.2 The Executive Assistant shall distribute the new or revised policy and procedure to all department administrators at the next Mayor's Staff Meeting. Within a two-week period, department administrators may submit comments and suggestions to the policy originator and the CAO. Comments will be reviewed by the originating department administrator and CAO, and the draft policy and procedure will be revised, if necessary, by the policy originator. 6.5.3 Following a final review by the Mayor and CAO, the policy and procedure shall be emailed to the City Clerk Division by the originating department for final formatting and grammar/spelling check. A final copy will be printed by the City Clerk Division, submitted to the Mayor for signature, and placed on file with the City Clerk Division. Council Correspondence and Agenda p.3 6.5.4 The City Clerk Division shall update the online policy and procedures manual. 6.5.5 The City Clerk Division shall notify all users via email that the online policy and procedure manual has been updated. No hard copies of the policies and procedures will be distributed. If desired, hard copies may be printed by users and maintained in the departmental policy and procedure binder. The online policy and procedures may be accessed by visiting: https:JJwww.rentor wa,net/help/CCkJSitePa es/P licies124and''I 20Proc edures.aspx. 6.6 Obsolete Policies: Department administrators shall inform the City Clerk of any obsolete policies. The City Clerk, once notified, shall request approval from the CAO to delete the policies. If approval is obtained, the City Clerk shall delete the policies from the official City of Renton Policy and Procedure Manual. The City Clerk shall notify City employees when a policy has been deleted via email. 6.7 Policy Updates: Policies should be reviewed periodically and updated as required. All policies will be reviewed at least every five years.