1992 AGN APR 07 I34 - Laserfiche WebLink

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PROCEDURES FOR FOLLOW-UP OF COUNCIL REQUESTS A new policy and set ofprocedures are being introduced to ascertain that City council inquiries are responded to in the most effective manner. The goals of this policy are as follows: 1. To respond to all City Council inquiries in a timely manner. 2. To keep Council Members informed on the status of their requests. 3. To avoid duplication of efforts between departments through coordination with the City Manager. 4. To keep the City Manager informed of Council requests and their current status. Procedure The procedure outlined below shall be used in responding to all requests, inquiries or constituent complaints on behalf of a member of the City Council. Each complaint, inquiry and request for service should be resolved in an expeditious and courteous manner. 1. A four-part NCR form will be used to record and process all City Council requests. The Council Member or staff receiving the initial request shall complete the "City Council Request " form. The white copy of the request shall be submitted to the City Manager's office the same day the request is received where they will be entered into a log. The second, third and forth copies are to be forwarded to the department or division that will handle the request. The department/division upon resolution of the complaint, should forward the pink copy to the requesting Council Member, file the green copy in a departmental file, and return the canary copy with the report of action taken, letter, memo or other documentation to the City Manager's office for review. 2. Contact shall be made with the council Member initiating the request and constituent (when applicable) as soon as possible, but not later than one week from the date the request is received. 3. If it is necessary to contact other departments in resolving a complaint, the lead department is expected to do so. 4. A status report shall be submitted not later than two weeks from the date of the initial request to the City Manager to be included in the City Council's Weekly Status Reports. Status Reports to the City Council are distributed every Thursday at 3:00 P.M. S. Each request must be completely resolved, i.e., action taken, information provided, and reviewed by the Department Head handling the request before returning the canary copy to the City Manage's office. 6. All departments must have accurate and complete files for all requests processed by their department. All request files are to be maintained for a minimum of two years.