HomeMy WebLinkAbout78-010RESOLUTION 78-10
A RESOLUTION ESTABLISHING UNIFORM PROCEDURE
FOR ROUTING AND PROCESSING VARIOUS LEGAL
INSTRUMENTS AND DOCUMENTS OF THE CITY.
WHEREAS, General Guidelines to assist in establishing some
uniformity are necessary throughout the city in the preparation,
processing, routing, and distribution of various legal instruments
and other documents of the city, now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
TOWNSEND:
SECTION 1) AGENDA
1. A) Ail reports, communications, ordinances, resolutions,
contract documents, or other matters which properly belong to the
legislative body for consideration or action shall be delivered
to the City Clerk not later than twelve o'clock (12:00) noon on the
Friday preceding the regular meeting. The City Clerk/Treasurer,
unless otherwise instructed by the Mayor, shall prepare the agenda
of all such matters relating to or requiring legislative action.
Such agenda shall be available to members of the City Council by
five o'clock (5:00) P.M. Friday evening, and shall be made available
to the public not later than five o'clock (5:00) p.m. on"~he~.d~yc6f
the meeting. In case of any special meetings, the agenda shall be
made available at least twenty-four (24) hours prior to such meeting.
1. B) Any communication from any member of the public, submitted
after the above stated deadline, and which requires legislative action,
may be presented by such petitioner in person at such Council Meeting,
upon approval by the majority of Council Members.
SECTION 2) COUNCIL CORRESPONDENCE
2. A) Ail correspondence addressed to the City Council and
received by the City Clerk/Treasurer or any other officer or employee
of the City shall not become a public record until such time as it
has been received and filed with the City Council at a regular, special,
............. o--6-f-~a-d~Ouned meeting of-~said--~ody. Correspondence received in the City
in summary form, the nature of the correspondence and the name
and address of the sender.
2. B) The City Clerk/Treasurer is authorized to open and
examine all mail or other written communications addressed to the
City Council, unless same is addressed to the personal attention
of any one member of the Council, and to give it immediate attention
to the end that all administrative business referred to in said
communication, and which doesnot require legislative action, may
be acted upon by the Department o= Departments having juristiction
thereover. Copies ~thereof shall be simultaneously referred to the
Mayor's Office. Such referrals and action by the City Clerk shall
be brought to the attention, whenever applicable, of the City Council,
together with the proposed action thereon or resolution thereof;
provided however, that all matters requiring legislative action shall
be timely placed on the agenda as set forth in paragraphs 1.A and 1.B
above.
SECTION 3) ORDINANCES AND RESOLUTIONS
3. A) The City's Ordinances and resolutions are generally pre-
pared by the City Attorney. Proposals for new legislations should be
set up in a draft and forwarded to the City Attorney for proper form.
Complete information should be transmitted to the City Attorney, inc-
luding correct legal descriptions, maps and other exhibits or attachments
as may be designated a part thereof. A copy of any request for legislation
having to do with finance should be transmitted to the Clerk/Treasurer.
Originals of all Ordinances and Resolutions are filed with the City
Clerk/Treasurer by the City Attorney. Upon receipt of the document
from the City Attorney, the City Clerk/Treasurer will forward a copy
to the appropriate department head and the Mayor who should check the
legislation for content accuracy, legal description or other necessary
attachments.
3. B) When ready for adoption~ the Clerk/Treasurer may submit
the documents to the Legislative and Environmental Committee of the
Council for Council action. Upon adoption of Ordinances and/or Reso-
lutions, and after all attachments have been affixed, fees paid, res-
trictive covenants filed, or other conditions have been met, the
legislation is signed by the Mayor and City Clerk/Treasurer, sealed,
p~e~, as required by law, and distributed to the City Departments,
3
supplies, services, or equipment where the cost will not exceed the
sum of $2,000.00. If such amount will be exceeded, the same shall be
done by contract and all such contracts shall be let at Public Bidding
by Public Notice (posted and Published by City Clerk/Treasurer) calling
for Sealed Bid, except for those that are statuatory exceptions.
Declared emergencies such as water or sewer main breakage will also
be considered exempt.
4. B) The notice
shall state generally tt
to be purchased. Plans
City Clerk/Treasurer an~
s prepared by the originating department and
~e nature of the work to be done and the product
and specifications are to be filed with the
the call for Bids is to be authorized by the
City Council. Bids are opened and publicly read by the City Clerk/
Treasurer or his designate as scheduled. The originating department
checks bids for contractor errors, varifying to the City Clerk/Treasurer
for changes in the tabulation from figures read at bid opening. The
City Council, at a regular meeting, shall let the contract to the low-
est responsible bidder and shall reserve the right to reject all bids.
4. C) Upon Bid Award, the Clerk/Treasurer notifies/contractors
of Council acceptance or rejection of the bid. The department secures
the bid of the successful contractor from the Clerk's records and pre-
pares the contract documents. The Department, upon bid award, authorizes
return of all b~d deposits held by the City Clerk/Treasurer, except that
of the successful bidder which shall be retained until contract is ent-
ered into and Performance Bond furnished with satisfactory surety in
full amount of the contract price.
Passed and approved thisl9~L~.~~(x> of December, 1978.
ATTEST :. ,./~ . /
DAV]~D A; GROVE
C~ITY CLERK/T~ EASURER
APPROVED AS TO FO}i~:
GLENN ABRAHA~
CITY ATTORNE%