HomeMy WebLinkAboutResolution 2009-164 implementation of an administrative directive systemMARANA RESOLUTION N0.2009-164
RELATING TO ADMINISTRATION; APPROVING AND AUTHORIZING THE TOWN
MANAGER TO IMPLEMENT AN ADMINISTRATIVE DIRECTIVE SYSTEM TO
ESTABLISH OPERATING PRACTICES AND PROCEDURES FOR ADMINISTRATNE
FUNCTIONS AND TO SUPPLEMENT TOWN POLICY; AND DECLARING AN
EMERGENCY
WHEREAS the Town Council has established broad guidelines and parameters regarding
the administration of the Town through the Marana Town Code and other ordinances and
policies; and
WHEREAS Section 3-2-1(G) of the Marana Town Code provides that the Town Manager
shall be the chief administrative officer and head of the administrative branch of the Town and
shall execute general administrative supervision and control of the affairs of the Town; and
WHEREAS the Town Council finds that the establishment of a system of administrative
directives sets forth specific direction and procedures to employees for carrying out certain
administrative functions and provides consistency in the performance of administrative tasks, in
the use of Town resources and equipment, and in the implementation of the Town Code and
other ordinances and policies.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF MARANA, ARIZONA, AS FOLLOWS:
SECTION 1. The Town of Marana hereby approves the administrative directive system
as described in Exhibit A, attached to and incorporated by this reference in this resolution.
SECTION 2. The Town Council hereby directs that administrative directives established
pursuant to the administrative directive system described in Exhibit A shall apply to all Town
employees, except that directives established pursuant to this system shall not limit the authority
of the Town Magistrate to establish directives for the management of judicial processes within
the Marana Municipal Court.
SECTION 3. The Town's Manager and staff are hereby directed and authorized to
undertake all other and further tasks required or beneficial to implement the administrative
directive system described in Exhibit A.
Marana Resolution 2009-164 ~ {00016494.DOC /}
SECTION 4. Since it is necessary for the preservation of the peace, health and safety of
the Town of Marana that this resolution become immediately effective, an emergency is hereby
declared to exist, and this resolution shall be effective immediately upon its passage and
adoption.
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, this ISth day of September, 2009.
ATTEST:
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Frank Cassidy, Town Att ey
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May r Ed onea
Marana Resolution 2009-164 2 {00016494.DOC /}
APPROVED AS TO FORM:
TOWN OF MARANA
ADMINISTRATIVE DIRECTIVE SYSTEM
1. An administrative directive is a document authorized and issued by the town manager to
establish operating practices and procedures for certain administrative functions and/or to
supplement the broader policy direction of the town council by augmenting/clarifying
ordinances and amendments to the town code or to the town's personnel policies and
procedures. Administrative directives are generally focused on internal policies and practices
and are designed to promote consistent business practices, improve organizational
communication, reduce risk and exposure and provide for necessary internal controls over
resources and business transactions.
2. Administrative directives will generally fall into one of the following categories:
• Personnel and Administration
• Finance, Budget and Purchasing
• Technology
• Facilities and Grounds
• Vehicles and Equipment (non-technology)
• Communications
• Safety
• Emergency Management
• Legislation
• Records Management
• Law
3. An administrative directive may be initiated and developed at the department .level. Key
stakeholders shall be identified by the initiating department and included in the development
of the directive. It is expected that certain departments shall be identified as key stakeholders
depending upon the subject matter, to include (but not be limited to):
Directive is Related to: -- __
Nlininium Ke~~
Stakeholder 1?c artments: ~
__ _ _ _--
Employees
Human Resources,
Municipal Court, Legal
Money Finance
Technology Technology Services
Property (land, parks, open space) Parks and Recreation,
Public Works, Engineering,
Planning, Legal
Facilities Parks and Recreation,
Public Works, Municipal
Court
Records Town Clerk, Development
Services Records Center,
Police Records Center,
Municipal Court, Le al
Communication Town Manager's Office,
Human Resources
1
EXHIBIT A
Citizens businesses/customer service Town Manager's Office
Events Parks and Recreation, Town
Manager's Office, Public
Works, Engineering, Police
Legislation Town Clerk, Town
Manager's Office, Legal
Things (equipment and vehicles) Public Works, Parks and
Recreation, Police, Utilities
Emergency Police, Public Works,
Planning/O erations/Management Utilities
Law Legal
Safety Police, Public Works,
Utilities, Parks and
Recreation, Human
Resources, Le al
4. All draft administrative directives shall be subject to the following review process:
a. Key stakeholders (develop and review)
b. Legal Department (maybe included in development process)
c. Department directors
d. General managers
e. Town Manager's Office (maybe included in development process)
5. All administrative directives must be approved and officially issued by the town manager.
6. Issuance will consist of notification via e-mail, posting on the town's INTRAnet site and
hard-copy distribution to employees without access to e-mail or the INTRAnet. The town
manager shall designate staff responsible for notice and posting.
7. Departments are required to keep a minimum of one printed copy of current directives at
each worksite in the department, accessible to all employees.
8. Each new employee will be instructed on how to access the administrative directive system
during the new employee "on-boarding" process. The Human Resources Department will
conduct or facilitate additional training for all town employees, as needed.
9. Occasionally, an administrative directive may be relevant to elected and appointed officials.
When this occurs, the specific directive will be brought before the town council for its
consideration and adoption by resolution.
10. Administrative directives shall conform to a standard template established by the town
manager. When the directive involves the adoption of a "manual" (i.e. the "Cash-Handling
Manual"), the administrative directive may contain brief summary information with the
manual attached.
11. All employees are responsible for reading, understanding and asking questions to clarify
administrative directives. Failure to follow an administrative directive maybe grounds for
disciplinary action.
2
EXHIBIT A