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Home My WebLink AboutIR 7596 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7596 , April 7, 1992 � To the Mayor and Members of the Cite Council subject: RECOMMENDED PRACTICE FOR COUNCIL POLICY PROPOSALS + 71 Requests from City Councilmembers to clarify what is City policy underscore the need to provide copies of basic City policy documents to Councilmembers and to define the process for initiating proposals and policy matters by Councilmembers. The first part of this need is being addressed by the City Manager's Office, which is in the process of collecting basic City policy documents from departments into a City Policies Manual. The second part of this need is addressed below with proposed guidelines to define and improve the Council Policy Proposal process. Practice The Policy Proposal form is the primary communication vehicle for those proposals and policy matters initiated and voted on by City Council. This form should be used for all items initiated by Councilmembers, except those items defined as routine, such as changes in membership on Boards and Commissions, approval of ceremonial travel, and general announcements. Use of the Policy Proposal form allows for prior review and comments by the City Manager's Office, Department of Law, and the Fiscal Services Department for all proposals, policy matters, ordinances, resolutions, or additional items initiated by Councilmembers. All Policy Proposals submitted to City Council are retained in numerical order. Those approved Policy Proposals that qualify as "policy" will also be retained and indexed in the City Policies Manual. "Policy" Defined Policies are generalized statements that act as guiding principles governing action to be taken in any given situation. They are reflections of the organization's or governing body's attitudes, goals, and principles -- they provide direction to decision makers. Policies are relatively stable and do not change often. They may also be articulated in specific ordinances and regulations. Title of Form it is recommended that the name of Policy Proposal be changed to "Council Proposal." (See attached example) Only a small percentage of existing Policy Proposals would qualify as "policy" (See attached list of those that may qualify). Those existing items that are policy will be identified as such and will be incorporated into a section of the City Policies Manual presently being compiled. The title "Council Proposal" will be in keeping with the present CP numerical designation assigned to Policy Proposals. ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS--- INFORMAL REPORT TO CITY COUNCIL MEMBERS No 7596 April 7, 1992 To the Mayor and Members of the City Council Page 2 of 2 N Subject: RECOMMENDED PRACTICE FOR COUNCIL POLICY PROPOSALS t.,3 Responsibilities Initiation -- Councilmembers are responsible for initiating proposals and policy matters and for providing direction to staff on their intent and wording. Preparation -- The City Manager's Office and the Department of Law are responsible for preparing Policy Proposals. Review--The City Manager reviews the proposal and comments on any concerns, implications, or effects of the proposal. The City Manager determines which proposals qualify as "policy" and notes the additional collection requirement for these by making a check in the box labeled "City Policies Manual." The City Attorney reviews the proposal and comments on any legal impediments to the proposal. The Fiscal Services Department reviews the proposal when there is potential fiscal impact and comments on any budgetary implications. Reviewing departments designate such by making a check in the appropriate box provided in the lower left-hand corner. OW Presentation -- The City Manager's Office shall place Policy Proposals on the "Presentations by the City Council" portion of the City Council Meeting Agenda. The City Secretary's Office notes action taken on each Policy Proposal and shall maintain an accurate and complete official compilation of Policy Proposals. Implementation -- The City Manager is responsible for implementing any requirements of approved Policy Proposals. Amendment -- Amendments to existing Policy Proposals shall be done on the Policy Proposal form and shall follow the same practices outlined above. Conclusion If the City Council agrees with the practices outlined above, staff will begin their implementation immediately. J 4�q.&Uvw Bob Terrell Interim City Manager Attachments ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS CIT FO WOOMM 49TEXAS COUNCIL PROPOSAL Date File Number Subject Proposed by City Manager's Review Page of ❑ LEGALITY • FISCAL NOTE • CITY MANAGER'S COMMENTS • CITY POLICIES MANUAL (Ow m HOT mmpuEm ■ dil irlill, A ar Now POLICY PROPOSAL DATE FILE NUMBER SUBJECT PAGE—OF_, PROPOSAL PROPOSED BY: CITY MANAGER'S REVIEW LEGALITY ❑ FISCAL NOTE CITY MANAGER'S COMMENTS E3 COUNCIL POLICY PROPOSALS THAT MAY QUALIFY AS POLICY CP - 2 Spanish Interpreter (for Council meetings) Approved : 8-4-75 Is not included in the booklet "City Council Rules of Procedure. " CP - 8 Expense of Police Protection at the Southwestern Exposition and .Fat Stock Show Approved: i22-22-75 Council asked staff to review and make recommendations for a definite policy. (See CP - 18 below. ) CP - 7 Substandard Housing Enforcement Approved; 12-22-75 CP - 18 Payment for Fire and Police Services Approved: 1-3-77 Amends: the Council Policy created through M&C G-3148 of 8-30-76. CP - 28 Council Resolution Supportiing Sound Economic Growth Approved: 5-10-77 CP - 40. Automobile Expense Approved: 8-8-78 , CP - 42 Policy of Reappraisals of Improved Property Approved: 10-10-78 CP - 50 Prioritization of Traffic Signal Installations Approved: 3-27-79 CP - 55' Audit Committee Review of Audit Contracts Approved: 7-24-79 CP - 58a Public Housing Site Selection Approved: 9-25-79, "subject to legality being r► determined by Dept. of Law. " ' i CP - 71 Expanding Housing Opportunities, City of Fort Worth, Texas .Approved: 6-17-80 CP 85 Lake Worth Lease Policy Approved: 5-19-81 CP - 87 Funding for Assisted Housing. Sites Approved: 8-11-81 CP - 100 Financial Management Plan Approved: 2-1-83 CP - 119 Proposed Relocation of Water and Sewer Lines Behind (rev. ) the Curb in New Development Approved; 4-16-85 To be added to the City• s "Policy for Installation of Community Facilities. " CP - 148 City-Wide Disadvantaged Business Enterprise Policy ` Approved: 3-13-90 (Repealed CP - 145, which had repealed CP - 123. ) . CP - 149 Enforcement of Sexually Oriented Business Ordinance Approved: 5-8-90 CP - 164 Dental Task Force First part of the proposal approved: 8-27-91 CP - 170 Establishment of Salary Ranges for City Council Appointed Officials Approved: 2-18-92 2