100-01
POLICY AND PROCEDURE DOCUMENTS

SWOOSH_B&W

POLICY & PROCEDURE

Subject:

POLICY AND PROCEDURE DOCUMENTS

Index: ADMINISTRATION

Number: 100-01

Effective Date:

6/1/2016

Supersedes:

7/10/2001

Page:

1 of 3

Staff Contact:

Jay Covington

Approved By:

Denis Law

1.0 PURPOSE:

To establish policy and procedure for the development, coordination, and issuance of City of Renton Policies and Procedures Manual.

2.0 ORGANIZATIONS AFFECTED:

All departments/divisions

3.0 REFERENCES:

Renton Municipal Code;

RCW 35A

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 policy.

5.3    Policy and Procedure Documents: Two-part statement defining legislative policies and guidelines, City policies, and procedures.

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) and 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 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.

6.5.4    The City Clerk Division shall email the final policy to the codifier in order to 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 www.codepublishing.com/WA/Renton and selecting Policy Manual.

6.6    Policy Updates:

6.6.1    Policies should be reviewed periodically and updated as required. All policies will be reviewed at least every five years.