Loading...
HomeMy WebLinkAboutA01.0 Administrative Policy Guidelines �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ADMINISTRATIVE POLICY SECTION: A NUMBER: 1.0 GUIDELINES PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 1 of 4 PURPOSE 1.1 The purpose of an Administrative Policy is to outline information for developing, coordinating, and issuing City of Grapevine Administrative Policies. The policies and procedures are issued by the City Manager, affecting all departments unless specified otherwise. POLICY 1.2 The City Manager issues administrative policies to provide guidance for the uniform administration and coordination of functions within the City of Grapevine. 1.3 IMPLEMENTATION 1.3.1 Administrative Policies are accessible from the City's internal website. 1.3.2 All city departments are asked to maintain complete and current manuals of Administrative Policies in locations accessible to staff. 1.3.3 Departmental administrative and supervisory staff should communicate and implement the Administrative Policy. 1.3.4 The initiating department of each administrative policy is responsible for its periodic review and revision (if necessary). 1.3.5 The City Secretary's Office maintains a complete and current manual that is made available upon request. 1.4 PROCEDURE The Initiating Department: 1.4.1 Drafts (or revises) the administrative policy. 1.4.2 Routes the policy to the Assistant City Manager. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ADMINISTRATIVE POLICY SECTION: A NUMBER: 1.0 GUIDELINES PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 2 of 4 The Assistant City Manager: 1.4.3 Reviews the policy and notes any changes. Policies are reviewed for content, conflict with or duplication of other administrative policies, format and style. 1.4.4 Routes the policy to the City Manager for review and comment. 1.4.5 The City Manager's office routes it to the Finance Department when it involves the allocation of expenditures. 1.4.6 Finance returns the policy to the City Manager to verify and review any updates. 1.4.7 Then the policy is returned to the initiating department, noting changes and comments, including any made by the Finance Department, if necessary. The Initiating Department: 1.4.8 Incorporates the changes to the policy. 1.4.9 Routes the revised administrative policy back to the Assistant City Manager. The City Manager: 1.4.10 Reviews the final document. 1.4.11 Approves the administrative policy. 1.4.12 If no changes are needed; assigns an effective date to the policy. The City Manager's Administrative Assistant: 1.4.13 Notifies IT via e-mail, requesting the document to be up-loaded to the Internet. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ADMINISTRATIVE POLICY SECTION: A NUMBER: 1.0 GUIDELINES PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 3 of 4 1.5 DOCUMENT FORMAT 1.5.1 Administrative policies are prepared using the header on the network drive called: R:\POLICY\POLICY HEADER. The document should be saved as R:\POLICY\ (with an appropriate title) no more than eight characters. Once completed, the City Manager's Office should be notified of the document. 1.5.2 The formatting for the sections and subsections within the policies will be as follows.. 1.1 PURPOSE 1.2 POLICY 1.2.1 (Topic Information) 1.6 The "SUBJECT" in the Header is typed in ALL CAPS. 1.7 The "PREPARED BY" in the Header is typed in upper/lowercase letters. 1.8 Section titles such as PURPOSE, POLICY, PROCEDURE, and other MAJOR HEADINGS will be in UPPER CASE and BOLDFACED. 1.9 The font used is Arial 12 point. 1.10 CONTENT All administrative policies will contain the following information: 1.10.1 Subject 1.10.2 Prepared By (Department) 1.10.3 Purpose - This should explain what the policy is for or is intended to achieve. 1.10.4 Policy—This should give a high level explanation of what the policy is to �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ADMINISTRATIVE POLICY SECTION: A NUMBER: 1.0 GUIDELINES PREPARED BY: City Manager's Office REVISED DATE: 02/01/2014 PAGE: 4 of 4 accomplish or communicate. 1.10.5 Procedure—The appropriate steps necessary to adhere to the policy. 1.10.6 Definitions — May be included, as needed, to define technical terms or any terms subject to misunderstanding. 1.10.7 Acronyms—The first time an acronym is used in a policy it should be spelled out with the acronym in parenthesis. Then after that just the acronym can be used, i.e.; City Manger's Office (CMO), 1.10.8 Appendices— May be added to the document to provide examples of forms, contracts, memo formats, or other items that may provide guidance or help clarify policies for the reader. 1.10.9 Section, Page, and Effective Date will be completed by the City Manager's Office. 1.11 DEPARTMENT/DIVISION RULES Operating departments and divisions may, with the City Manager's approval, develop specific administrative policies for their respective areas. 1.12 REMOVAL OF ADMINISTRATIVE POLICIES The proposed removal of any policy should be forwarded to the City Manager's Office for approval.