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HomeMy WebLinkAbout92-029RESOLUTION NO. 92 -~-~ A RESOLUTION REPEALING RESOLUTION NO. 78-10 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 the twelve o'clock noon(12:00) on the (~a~ Thursday 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. (F~~Thursday evening, and shall be made available to the public not later than (~ve--~t~-k--~.~8~--~.~.~10:00 a.m. on (~he--~--~f--~eh~ mee%~)Frida¥ morning. 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, or adjourned meeting of said body. Correspondence received in the City Clerk/Treasurer's office or other offices after twelve o' clock (12:00) noon on the (~a~) Thursday preceding the regular Council Meeting shall not be placed on the agenda but shall be held over until the next regular Council Meeting: provided, however, that matters specified in paragraph 1.B herein above may be so presented. Correspondence need not be read aloud and in its entirety at a City Council Meeting, unless requested by a majority vote of the Council, but the City Clerk/Treasurer shall indicate 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 does not require legislative action, may be acted upon by the Department or Departments having jurisdiction 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 prepared 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, including 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 Resolutions, and after all attachments have been affixed, fees paid, restrictive covenants filed, or other conditions have been met, the legislation is signed by the Mayor and City Clerk/Treasurer, sealed, published, as required by law, and distributed to the city Departments, Council Members and other parties concerned, and as may be legally or otherwise required. -N~ ees%--e~-~-we~k--~~~-~-e~-~i~ml-~r-~epl~l~--s~ SECTION 4. REPEAL 4. A. Resolution No. 78-10 adopted December ~9, 1978 is here and hereby repealed. Passed and approved this ~~/ /~"., _ ' -- Mayor ATTEST - Clerk/Treasurer ~ ~ity ~tt~rn~y .... ~