HomeMy WebLinkAboutA 1.0 Administrative Policies 1995-01-01 CITY OF GRAPEVINE � sEcnoN q
,.� ADMINISTRATIVE POLICY NUMBER �.o
SUB.IECT: QDMINISTRATIVE POLlCIES PAGE 1 OF 4
PREPARED BY: City Manager's Office EFFECTIVE DATE 01-01-95
PURPOSE
This administrative policy outlines the policy and procedures for developing,
coordinating, and issuing City of Grapevine Administrative Policies.
DEFINITIONS
Administrative Policies - official written practices and procedures issued by the City
Manager that affect all departments unless specified otherwise.
POLICY
The City Manager issues administrative policies to provide guidance for the uniform
administration and coordination of functions of the City of Grapevine.
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� IMPLEMENTATION
A. Administrative policies will be distributed to all departments by the City
Manager's office.
B. All city departments should maintain complete and current manuals of
administrative policies in locations accessible to staff.
C. Departmental administrative and supervisory staff should communicate and
implement the administrative policy.
D. The initiating department of each administrative policy, is responsible for its
periodic review and revision (if necessary).
E. The City Secretary's Office will maintain a complete and current manual that
will be made available upon request.
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CITY OF GRAPEVINE SECTION A
�� ADMI1vISTRATIVE POLICY NUMBER �.o
SUBJECT: ADMINISTRATIVE POLICIES PACE 2 OF 4
PREPARED BY: City Manager's Office EFFECTIVE DATE 01-01-95
PROCEDURE
The Initiating Department:�
A. Drafts (or revises} the administrative policy.
B. Routes it to the Assistant to the City Manager.
The Assistant to tfie City Manager:
A. Reviews the policy and notes any changes (policies should be reviewed for
content, conflict with or duplication of other administrative policies, format, and
style).
B. Routes it to the Assistant City Manager for review and comment and to the
Finance Department when it involves the allocation of expenditures.
• C. Returns the policy to the initiating department, noting changes and comments
along with those received from the Assistant City Manager and the Finance
Department (if necessary).
The Initiating Department:
A. lncorporates the changes into the document.
B. Routes the revised administrative policy to the Assistant to the City Manager.
The Assistant to the City Manager:
A. Prepares a change notice (see Appendix) for the City Manager's signature.
6. Forwards the administrative policy and change notice to the City Manager if
additional revisions are not required.
The City Manager:
A. Reviews the final document.
B. Approves the administrative policy, if no changes are needed.
C. Assigns an effective date to the policy.
D. Signs the change notice.
The administrative policy is implemented and distributed to all departments for
• incorporation into the manual.
CITY OF GRAPEVINE SE�T�oN a
, � �- ADMIIVISTRATIVE POLICY NUMBER �.o
SUBJECT: QDMINISTRATIVE POLICIES P'QGE 3 OF 4
PREPARED BY: City Manager's Office EFFECTIVE DATE 01-01-95
DOCUMENT FORMAT
A. Administrative policies should be prepared using the header on the network in
Word Perfect called R:\POLICY. The document should be saved as R:\POLICY\
with an appropriate title (no more than 8 characters). Once completed, the
City Manager's Office should be notified of the document.
B. The numbering convention for sections and subsections within policies will be:
A.
1 .
a.
1)
a) .
(1)
-- (aJ
— C. The "SUBJECT" will be typed in ALL CAPS.
D. The "PREPARED BY" section will be typed in upper and lowercase letters.
E. Section titles such as POLICY and PROCEDURE, and other MAJOR HEADINGS
in the policy will be in UPPER CASE AND �OLDFACED.
F. The Universal Scalable (12 point) font will be used.
CONTENT
All administrative policies will contain the following information:
A. Subject
B. Prepared By (Department) , , y r
C. Purpose - This should outline what the policy is for or is intended to achieve.
_,..�, D. Procedure - The City's official statement and policy regarding the subject
� � matter.
CITY OF GRAPEVINE SECTION A
., ADMI1vISTRATIVE POLICY NUMBER �.o
SUBJECT: QDMINISTRATIVE POLICIES PAGE 4 OF 4
PREPARED BY: Clt�/ M8�18ge1''s Office EFFECTIVE DATE Q�-01-95
E. Definitions - May be included as needed to define technical terms or any terms
subject to misunderstan.ding.
F. 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.
Section, Number, Page and Effective Date will-be completed by the City Manager's
office. ' �
DEPARTMENT/DIVIS(ON RULES
Operating departments and divisions may, with the City Manager's approval, develop
� specific administrative policies for their respective areas.
REMOVAL OF ADMINISTRATIVE POLICIES
The proposed removal of any policy should be forwarded to the City Manager's Office
for approval. •
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