HomeMy WebLinkAboutP-0520 - Agenda Schedules and Abstract Cover Sheet 03-31-1993POLICY FOR INSERTION INTO THE POLICY MANUAL
MEETING DATE: April 6, 1989 NUMBER: A:0520
• EFFECTIVE DATE: May 1, 1989 REVISIONS: March 31, 1993
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POLICY: AGENDA SCHEDULES AND ABSTRACT COVER SHEET
The blue Agenda Abstract Cover Sheet will accompany all agenda
abstracts and be filled in before the agenda deadline of an upcoming
Commissioner's meeting. The cover sheet has the following spaces for
comment:
Purchasing* Any contracts or agreements leading to a
future contract should be submitted to the
Purchasing and Central Services department
for review on or before the Monday preceding
the agenda deadline.
Attorney Any abstract which deals with a contract or
ordinance or which touches on a legal
question should be submitted to the Attorney
on or before the Monday before the agenda
deadline. Please send a copy of your agenda
item to the Attorney. Be sure to attach a
copy of your Agenda Abstract Cover Sheet.
• Finance* Any item which has a financial impact on the
County should be sent to the Finance
Department on or before the Monday preceding
the agenda deadline. This includes grants,
budget requests, and any changes in policy
which may necessitate changes in the County
budget.
Assistant Manager Any department reporting to an Assistant
Manager should submit the item to the
appropriate ACM before the deadline.
Courtesy Copies Whenever any other department is directly or
indirectly affected by the issue in your
agenda abstract, you should send a copy of
the abstract to that department for a
courtesy review. Please indicate to which
departments a copy has been sent.
* NOTE - Please send the document to be reviewed to Purchasing and/
or Finance as quickly as it is received in your department. It is
understood that you may need to modify the contract, but early
submittal will provide an opportunity for questions to be answered
without holding up the abstract until the next Commissioner's
meeting.
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Each department head or Assistant County Manager who receives an
abstract for review will do so with as much dispatch as possible.
Please use judgement in determining how long is needed for review.
A complex contract should be delivered to the attorney and the
Purchasing Department several weeks in advance. In order for this
system to work, all departments must take steps to ensure that all
of the parties who need to review your item have time to review it
before the agenda deadline.
A new agenda deadline schedule
the necessary reviews. The new
each Board meeting (instead of
meeting). The agenda abstract
Sheet must be received in the
the Wednesday deadline.
has been established to allow time for
deadline will be two Wednesdays before
two Mondays before each Board
and completed Agenda Abstract cover
~ounty Manager's office by 12 noon on
FORMAT OF COVER SHEET
The cover sheet will require the following information:
Attachments Any attachments meant for inclusion in the
agenda. For example, "4 page contract."
Meeting Date Date of the Board meeting at which you would
like your item to be on the agenda.
Agenda Deadline Consult your Agenda Preparation Schedule to
obtain the Agenda Due Date for the Board
meeting you have in mind.
Today's Date Please indicate the date that your abstract
and cover sheet left your office.
Names of Each Reviewer The originating department determines which
other department heads or attorneys must
review his/her agenda abstract. Simply
check the box under the reviewer's title to
let the reviewer know this item requires
comment.
Each reviewer will be expected to fill in the following information:
Comments Any comments on necessary changes or on
opinions may be registered here. Substantive
comments should be forwarded to the
originating department by copy before
sending the original to the next reviewer.
Date In The reviewer records the date and time that
the cover sheet was received.
Date Out The reviewer records that date and time that
the cover sheet was sent out from his/her
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Manager's office.
Signature The reviewer signs off to signify that the
item has been reviewed. Note that the
signature does not imply approval or
disapproval.
Please note that you should attach one cover sheet to the original of
your abstract. This same original will be sent to all reviewing
parties with the exception of the County Attornev or other reviewers
outside County government. The County Attorney should be sent a copy
of your abstract and cover sheet.
ADDITION TO THE POLICY FOR ABSTRACT COVER SHEET FOR ITEMS WHICH ARE
PRESENTED TO THE COUNTY COMMISSIONERS FOR CONSIDERATION OF APPROVAL
The following procedure is for items which require the signature of
the Chair of the County Commissioners.
1. When the abstract is submitted for the agenda, all originals
of the contract, agreement, etc., stays with the originator.
2. After it item has been considered by the BOCC, the Clerk to
the Board will call and leave a message on your voice mail
of the action taken - approval or denial or modified.
3. The originator will obtain all the necessary signatures. If
expenditure of county funds are required, the document must
be preaudited by the Finance Director.
• 4. Send the signed documents to the Clerk to the Board for the
Chair's signature. Send enough copies so that the Clerk and
the Purchasing Director will have originals for their files.
5. When you send the documents for signature by the Chair,
include instructions of the distribution, including
appropriate addresses.
The following change to the April 6, 1989 agenda abstract process
should also be observed. The abstract cover sheet has been revised
to reflect "Budget/Finance Review", since in many cases, abstracts
should be reviewed by the directors of both departments. Examples of
agenda items requiring Budget Office review include budget amendments
(increases or decreases), requests for positions, grant proposals or
awards, and operational or policy matters that have a potential
budgetary impact on the originating department, or some other
department(s). If in doubt about whether an item requires both
Budget and Finance review, route the document to both - the Budget
and Finance Directors will take responsibility for ensuring that the
other has the opportunity to review appropriate items, before passing
them along to the Manager or Assistant Manager.
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