 | POLICY & PROCEDURE |
Subject ESTABLISHMENT OF POLICIES AND PROCEDURES IMPLEMENTING MCMC Chapter 1.24 AS AMENDED 2017 | Index: Administration Number: 100-01 |
Effective Date: | Supersedes: | Staff Contact: | Clerk ID Number: | Approved By and Date: |
June 7, 2017 | All prior inconsistent policies and procedures regarding implementation measures for MCMC Ch. 1.24 | City Manager | RCP 6-7-2017 |
All departments/divisions.
Mill Creek Municipal Code Ch. 1.24, as amended 2017.
4.2
The uniform processes established herein for adopting and implementing such policies and procedures will establish a unified approach to sound municipal government and provide consistent and available documentation describing the City’s overall policy, rules of procedure, and methods of operation.
4.3
The City will maintain a Policies and Procedures Manual, which outlines the major systems and procedures relating to the interaction of the City’s organizational departments and component parts, including employees, and city systems and procedures concerning interactions between the City, the Council, City Manager, department heads, vendors, contractors, subcontractors, and outside consultants.
4.4
The Policies and Procedures Manual will consist of all policies and procedures adopted pursuant to MCMC Ch. 1.24 and this Policy 100-01. The Manual will be organized as determined by the City Manager, and may include component parts (e.g., civil functions and police functions) as appropriate to account for different legal and operational procedures and requirements. The Manual will be routinely updated and made publically available in an online, searchable format.
4.5
All City personnel are responsible for timely reviewing and maintaining familiarity with the Policies and Procedures Manual and all adopted policies and procedures, and for timely implementation thereof as pertinent to their position and work functions.
5.1 Adopted Policies:
Policies and procedures that have been adopted pursuant to MCMC Ch. 1.24 and this Policy 100-01.
5.4 Procedure:
Instructions or actions required to implement policy.
5.5 Proposed Policies:
New or revised policies and procedures that are proposed for adoption under MCMC Chapter 1.24and this Policy 100-01.
6.1
Preparation of Proposed Policies.
6.1.1
Department directors are responsible for providing the City Manager with policy analysis, improved administrative practices and techniques, and recommendations pertinent to their position and work functions for consideration as new or revised policies or procedures. On their own initiative, or at the request of the City Manager, directors will identify and prepare proposed policies as appropriate or useful to the conduct of their department and the City’s affairs.
6.1.2
Proposed policies shall be prepared by or at the specific direction of a director. When any existing policy is revised, changes must be denoted in "redline" fashion, or by cross-hatching, dashes, strike through, underlining, etc., to reflect the precise changes made. Proposed policies should generally mirror the format used in this Policy 100-01. When a proposed policy is completed, the director shall submit it to the City Clerk, accompanied by a cover letter outlining the key provisions and summarizing the purpose and effect of the proposed policy.
6.2
Review and Approval.
6.2.1
The City Clerk will log and number each proposed policy as received, and confer with the originating director as needed for clarifications, corrections and to assure proper format and general subject matter. The Clerk will thereafter provide the proposed policy and cover letter to the City Manager’s Executive Assistant for review by the City Manager.
6.2.2
The City Manager will review the proposed policy and may distribute the proposed policy for discussion at a leadership team or other internal staff meeting, and/or confer with directors, city attorney, Council, and/or others as appropriate. Following any changes to the proposed policy, the City Manager shall determine at her/his discretion, and subject to any applicable authority that may have been assigned by the City Council, MCMC, or Revised Code of Washington, whether the proposed policy is suitable and ready for adoption, whether it should be declined or delayed, or whether it requires review or comment by the Council. The City Manager’s decision shall be final and not subject to any appeal.
6.2.3
If the City Manager determines to approve a proposed policy, the Manager shall sign and date the proposed policy and provide the original to the City Clerk. If the proposed policy requires Council approval or comment, the Manager shall complete such review and obtain such approval or comment as necessary, provide a copy thereof to the Clerk if the policy is adopted.
6.3
Post Approval Actions for Adopted Policies
6.3.1
The City Clerk shall review every adopted policy prior to dissemination and publication to assure completeness and compliance with the procedures of this Policy 100-01. If necessary, a final and complete version of the adopted policy shall be prepared by the originating department. The official copy of the adopted policy will be printed by the City Clerk, submitted to the City Manager or Council for signature, and placed on file with the City Clerk.
6.3.2
The City Clerk shall promptly notify all City personnel via e-mail that the adopted policy has been issued and provide a pdf copy for review. The adopted policy will be e-mailed to the codifier of the Manual to update the Manual as needed, and the codifier will then return a new CD-ROM of the updated Manual to the City Clerk. The CD-ROM will be transmitted to Information Services for posting on the network where it may be accessed online at the user’s convenience.
6.3.3
No hard copies of the adopted policy or updated Manual will be prepared or distributed. If desired, hard copies may be printed by users and maintained in a departmental policy and procedure binder, provided that the current CD-ROM Manual as published shall comprise the City’s official copy of all adopted policies.