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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%