HomeMy WebLinkAboutCS 25-09
REPORT TO
TYC
's' EXECUTIVE COMMITTEE
I ~KERI Report Number: CS 25-09
Date: September 14, 2009
06
From: Gil Paterson
Director, Corporate Services & Treasurer
Subject: City Policy - ADM 010
- Standards for City Policies & Procedures
- File: A-1100
Recommendation:
1. That Report CS 25-09 of the Director, Corporate Services & Treasurer be
received;
2. That City Policy ADM 010 Standards for City Policies & Procedures be approved;
and
3. That the appropriate officials of the City of Pickering give effect thereto.
Executive Summary: City Policy ADM 010, which is the overall policy on the
preparation, approval, distribution and maintenance of comprehensive policies and
procedures originated on May 5, 1998. City Policy ADM 010 has now been revised to
encompass many legislative and operational changes made within the City, which are in
accordance with the provisions of the Municipal Act. Along with City Policies, there now
exists City Procedures and Standard Operating Procedures to further communicate the
City's operations in an open and transparent manner.
The effective management of the City's operations must be guided by City policies and
procedures. The systematic preparation and distribution of policies and procedures
ensures that the City's decision-making process operates in a timely and consistent
manner.
Financial Implications: There are no financial implications with the approval of this
policy.
Sustainability Implications: The revision of this City Policy included streamlining the
distribution of policies and procedures and reduced the need for various print copies.
City Policies and Procedures are also now available on the City's Internet and Intranet,
allowing users to access sustainable-friendly copies without unnecessary waste.
I
Report CS 25-09 September 14, 2009
Subject: ADM 010 Page 2 07
Background: A policy, procedure and standard operating procedure is an
authorized written document specifying organizational goals and expectations that in a
given set of conditions, guide and,determine decisions. These decisions are to facilitate
the achievement of organizational standards, support organizational relations, provide
for organizational planning and enhance consistency of the decision making process in
the interpretation and application of policies, procedures and standard operating
procedures.
All staff should refer and adhere to policies and procedures for guidance in handling
City matters and revisions and audits should be conducted on an annual basis to
ensure manuals are current and accessible to all City staff and external stakeholders.
Attachments:
1. ADM 010 - Standards for City Policies & Procedures
Prepared By: Approved/Endorsed By:
Lisa Harker Debi A. Wilcox
Coordinator, Records & Elections City Clerk
q
Gillis A. Pa erson
Director, Corporate Services & Treasurer
GP:lh
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Cit C uncil r~
o as J. Qua , RD , CMM III 01
Chief Administr tive Officer
CORP0227-07/01 revised
Attachment No. 1
Cry to Report CS 25-09 CITY POLICY
PICKERING
.Policy Title: STANDARDS FOR CITY POLICIES & PROCEDURES Policy Number:
ADM 010
Reference: Date Originated: Date Revised:
May 5, 1998
Municipal Act, 2001 May 2006 January 23, 2009
Approval: Chief Administrative Officer Point of Contact: Deputy Clerk
Policy Objective
The City of Pickering is committed to the systematic preparation, approval, distribution
and maintenance of comprehensive policies, procedures and standard operating
procedures, capable of supporting the daily decision-making process in all areas of
operation in a timely and consistent manner.
A policy, procedure and standard operating procedure is an authorized written
document specifying organizational goals and expectations that in a given set of
conditions, guide and determine decisions. These decisions are to facilitate the
achievement of organizational standards, support organizational relations, provide for
organizational planning and enhance consistency of the decision making process in
the interpretation and application of policies, procedures and standard operating
procedures.
Index
01 Definitions
02 Roles and Responsibilities
µ 03 General
04 Guidelines for Preparing City Policies, Procedures and Standard Operating Procedures
05 Hierarchy of Policy, Procedure and Standard Operating Procedure Development
06 Packaging of Policy Manuals
07 Policy and Procedure Numbering and Indexing
08 City Policy and Procedure Form Preparation
09
09 Standard Operating Procedure Form Preparation
10 Policy, Procedure and Standard Operation Procedure Approval Process
11 Policy and Procedure Ownership and Responsibility
12 Policy Filing Systems
13 Maintenance Procedures
Appendix 1 Manual Distribution List
Appendix 2 Transmittal Advice / Form
Appendix 3 City Policy Template
Appendix 4 City Procedure Template
Appendix 5 Standard Operating Procedure Template
Appendix 6 City Policy, City Procedure and Standard Operating Procedure Approval
Process
01 Definitions
01.01 City Policy - A general statement of the City's intentions or
objectives in various administrative matters that provides a
consistent organizational approach in dealing with such matters. It
is narrow enough to give clear guidance, but broad enough to
provide for discretion.
01.02 City Procedure - Instruction to all City officials and employees on
how to carry out the intent of the City. It states clearly and
precisely what must be done, who is to do it, how it is to be done,
and when it is to be done. A City Procedure is applicable for more
than one department.
01.03 Standard Operating Procedure - Detailed instructions authorized
by a Director and normally compiled into a Procedure manual,
directed to employees in the department. It states clearly and
precisely what must be done, who is to do it, how it is to be done,
and when it is to be done (job specific).
I
01.04 Policy Coordinator - The individual designated as responsible for
the function of coordinating, maintaining and distributing City
policies, procedures and standard operating procedures.
01.05 Policy Coordinating Committee - The designated staff members
responsible for ensuring policies, procedures and standard
operating procedures are developed, reviewed, distributed and
revised according to established approved standards.
Policy Title: Standards for City Policies & Procedures Page 2 of 24
Policy Number: ADM 010
10
01.06 Policy Owner - The department responsible for origination and
maintenance/revisions to the policy, procedure and standard
operating procedure. Policy, procedure and standard operating
procedure owners are identified in the Distribution List and
maintained by the Policy Coordinator.
02 Roles and Responsibilities
02.01 Council to:
a) actively support and adhere to City Policies and Procedures;
and
b) approve City Policies as required.
02.02 Chief Administrative Officer (CAO) to:
a) actively support and adhere to City Policies and Procedures;
b) identify, determine and prioritize policy, procedure and
standard operating procedure requirements for the City;
c) recommend new policies and procedures to Council, or
amendments to existing policies and procedures to Council for
approval when required;
d) review, amend or approve policies, procedures and standard
operating procedures when required;
e) determine requirements for policy and procedure orientation;
f) review and approve distribution list for policy and procedure
manuals; and
g) review and approve distribution procedures for policy and
procedure manuals.
02.03 Director to:
a) actively support and adhere to City Policies and Procedures;
b) direct and support the development/preparation of draft
policies, procedures and standard operating procedures, when
the need is recognized or when directed by the Chief
Administrative Officer;
Policy Title: Standards for City Policies & Procedures Page 3 of 24
Policy Number: ADM 010
c) ensure appropriate reviews are carried out when revising or
drafting policies, procedures and standard operating
procedures specifically with:
(i) All affected departments
(ii) City Solicitor (when appropriate)
(iii) Policy Coordinator
d) incorporate recommendations of other areas,' if appropriate;
e) review final draft policies, procedures and standard operating
procedures created by the department or which affect the
department;
f) recommend approval of proposed policies, procedures and
standard operating procedures to the Chief Administrative
Officer or Council;
g) present to the CAO Management Committee all policies and
procedures relating to the department if required;
h) initiate policy, procedure and standard operating procedure
orientation as deemed necessary or when directed by the
Chief Administrative Officer to City staff; and.
i) annually review policies, procedures and standard operating
procedures for which their department is responsible and
prepare amendments when the need is recognized.
02.04 Policy Coordinator to:
a) recommend and prioritize the development of policies,
procedures and standard operating procedures to meet City
requirements;
b) recommend the policy, procedure and standard operating
procedure distribution list to the Chief Administrative Officer for
review and approval;
c) ensure distribution list remains current;
d) prepare distribution labels (name/department/date/transmittal
number);
Policy Title: Standards for City Policies & Procedures Page 4 of 24
Policy Number: ADM 010
12
e) prepare transmittal advices for distribution (individual labels for
each);
f) maintain historical policy and procedure transmittal files
(standard operating procedures do not require historical files);
g) coordinate photocopying and distribution of policy, procedure
and standard operating procedure manual revisions;
h) ensure that all policies, procedures and standard operating
procedures are kept current by assigning a policy, procedure
and standard operating procedure `owner' to each document
and following up with these individuals on a routine basis to
ensure that documents are being updated;
i) ensure that established guidelines are monitored and updated
to meet current City requirements;
j) advise appropriate staff of new policies, procedures and
standard operating procedures, after they have been adopted
or amended;
k) provide assistance or advice to departments in the
development, amendment or updating of policies, procedures
and standard operating procedures; and
1) periodically review and conduct site audits to make sure
manuals are current and accessible, advising the responsible
department when revisions are required.
02.05 Policy Coordinatinq Committee:
a) the Committee will consist of one representative from the
offices of the Chief Administrative Officer, City Clerk, City
Solicitor, Human Resources and one other department;
b) the Committee will meet on an as required basis to coordinate
the development and maintenance to ensure format
compliance of all policies, procedures and standard operating
procedures;
c) the Committee will report to the Chief Administrative Officer ,
through its Chairperson, the Policy Coordinator; and
d) the Committee will provide guidelines for packaging, indexing,
labelling, distributing, numbering and other standards required
Policy Title: Standards for City Policies & Procedures Page 5 of 24
Policy Number: ADM 010
I
13
for the development and maintenance of these polices and
procedures.
02.06 User Department to:
a) actively support and adhere to City Policies and Procedures;
b) ensure procedures and standard operating procedures are
created for all job functions as required;
c) ensure all policies, procedures and standard operating
procedures are reviewed annually to keep current with job
functions;
d) ensure that policy, procedure and standard operating
procedure manual updates are incorporated into their manuals;
and
e) ensure that the policy, procedure and standard operating
procedure manuals are accessible to all staff in their
associated work areas.
03 General
03.01 Policies, procedures and standard operating procedures shall be
researched and drafted by the department that will be responsible
for the administration and interpretation of the policy, procedure or
standard operating procedure. In some instances, cross-
departmental committees may be established for policies and
procedures.
03.02 A policy, procedure or standard operating procedure should
receive management input from all involved employee groups prior
to approval.
03.03 It is the responsibility of the City Clerk to forward approved policies
and procedures to the Policy Coordinator for word processing and
distribution.
03.04 All staff should refer to the policy, procedure and standard
operating procedure manuals for guidance in handling a variety of
matters. Only when clear directions do not exist in the manuals,
should departments seek guidance elsewhere.
03.05 All Directors and Division Heads are responsible for monitoring
adherence to policies, procedures and standard operating.
Policy Title: Standards for City Policies & Procedures Page 6 of 24
Policy Number: ADM 010
~4
procedures and should remedy any deviations or difficulties as
they occur.
03.06 Policies, procedures and standard operating procedures are set as
follows:
a) Council will approve broad policies;
b) the Chief Administrative Officer will approve policies and
procedures pursuant to the Chief Administrative Officer's By-
law and the limits of authority of his/her office;
c) procedures in support of, policies and procedures may be
prepared by departments, Task Forces and Committees for
review and approval; and
d) standard operating procedures are written specifically by
individual departments for that particular department and job
function or task and are approved by the Department and
Chief Administrative Officer.
03.07 The following is a breakdown of the various sections.of the policy,
procedure and standard operating procedure manuals and what
they contain:
a) Administrative (ADM) - Records associated with subjects that
reflect general office functions, council and legislative services,
including but not limited to, records management, reproduction
services, mail services, telecommunications, computer
systems, customer care, composition of Council, standing
committees and boards.
b) Development (DEV) - Records associated with the planning
and development of the municipality and the building permit
functions that accompany it.
c) Financial (FIN) - Records associated, with administration and
management of municipal funds, expenditures and resources,
including but not limited to, user fees, accounts payable,
accounts receivable, assessment, taxation, payroll, insurance,
and Purchasing.
d) Human Resources (HUR) - Records associated with hiring,
discipline, discharge, wages, salary administration, job
evaluation, performance evaluation, benefits, safety, conditions
Policy Title: Standards for City Policies & Procedures Page 7 of 24
Policy Number: ADM 010
15
of employment, training and development and other related
topics.
e) Law (LEG) - Records associated with legal matters, including
regulatory and legislative matters pertaining to the formulation
and administration of by-laws, agreements, contracts and the
administration of permits, licensing and by-law enforcement.
f) Operations (OPE) - Records associated with the planning,
design, development, engineering, construction and
maintenance of local infrastructure, including streets, roads,
water service, sewers, solid waste removal, environmental
management, City owned facilities, parks, open spaces,
emergency services and recreation.
03.08 City procedures and standard operating procedures are an
extension of City policies and are prepared if further detail is
required.
03.09 No policy, procedure or standard operating procedure drafts,
except those initiated by Council will be prepared without approval
in principle from a Director or the Chief Administrative Officer.
03.10 City policies, procedures and standard operating procedures,
should be written using basic writing styles and standard forms.
04 Guidelines for preparing City Policies, Procedures and Standard Operating
Procedures (see City Procedure - ADM 160-001 Communications Procedure)
04.01 Organization - Arrange details of the policy, procedure or standard
operating procedure in a logical sequence that the reader will find
clear and understandable the first time he/she reads it.
a) group the information into subjects;
b) use bold headings and underlining where appropriate;
c) use numbers and letters to itemize steps or show a
progression;
d) avoid repeating the same information; and
e) use standard format at all times.
04.02 Simple Language and Sentences - Simplicity is the foundation of
good policy, procedure and standard operating procedure writing.
Policy Title: Standards for City Policies & Procedures Page 8 of 24
Policy Number: ADM 010
16
Always present information in the clearest possible way. Rather
than using extensive vocabulary, creativity or originality, stress
clarity, consistency and simplicity.
04.03 Brevity - Generally, shorter is better. Shorter sentences are often
easier to read and are usually received more favourably by the
reader.
04.04 Positive and Direct Form - Give instructions to the reader. Avoid
vague, non-committal language. Choose precise words which
exactly suit the purpose.
04.05 Readability - Test the finished product for flow and clarity by
reading it aloud. If you have to backtrack to understand the
statements or if the sentences or ideas do not flow smoothly, a
rewrite is needed. If the writer has problems reading aloud,
another person reading it for the first time will have difficulty both in
reading and in comprehending.
04.06 Format - Provide standard page headings and indexing in the
same location on all forms. Use the same clear, easy-to-read font
(Arial) for all material. Be consistent in margins, heading spacing,
paragraph spacing, etc.
04.07 Punctuation/Spelling - Use of correct punctuation and spelling
improves the appearance of the document and ensures clear
communication.
04.08 Appendices - Appendices should be used to include samples of
forms, exhibits, etc., referred to in the policy, procedure or
standard operating procedure.
04.09 Forms - Any special forms to be used should be noted in the text
with samples and instructions on how to complete them, including
required signing authorities.
04.10 Time Lines - Time limits, dates, specifications, measures, etc.,
should be spelled out in the procedures and should designate who
is responsible for carrying them out, leaving no doubt whether
more than one (1) department or function could be involved at
different stages.
Policy Title: Standards for.City Policies & Procedures Page 9 of 24
Policy Number: ADM 010
17
05 Hierarchy of Policy, Procedure and Standard Operating Procedure
Development
05.01 Policies, procedures and standard operating procedures are
developed according to an established framework or hierarchy that
includes three (3) levels.
05.02 Level One (1) - City Policies - This level contains all of the formal,
Council approved policies that exist for the City.
05.03 Level Two (2) - City Procedures - This level exists to provide
additional detail, supporting procedures and documentation to
policies developed and contained in Level One (1). Procedures
are cross-referenced to the originating policy and should be placed
behind the corresponding policy within the Green Manual.
05.04 Level Three (3) - Standard Operating Procedures - Standard
Operating Procedures apply only in the department in which they
are developed (specific job function detail) and distribution is
normally restricted to the specific department involved (The Policy
Coordinator also maintains a copy).
06 Packaging of Policy, Procedure and Standard Operating Procedure
Manuals
06.01 Packaging standards have been established for all levels of policy,
procedure and standard operating procedure manuals to provide a
professional look and consistency.
06.02 a) Policies and procedures (Level 1 and 2) are kept in the Green
binder with embossed gold printing.
b) Standard Operating Procedures (Level 3) are kept in the brown
binder with embossed gold printing.
06.03 The front cover and spine of the binders are labelled in gold print
according to a specific standard.
a) On the top of the front cover (and spine) is the City Logo.
b) On the bottom of the front cover (and spine) is the volume.
c) On the centre of the front cover (and spine) is the specific title
of the manual identifying the contents.
06.04, All levels are color coded for printing as follows:
Policy Title: Standards for City Policies & Procedures Page 10 of 24
Policy Number: ADM 010
~B
Level 1 - Policies - print on white.
Level 2 - Procedures - print on yellow.
Level 3 - Standard Operating Procedures - print on blue.
06.05 All levels are filed as follows:
Level 1 - Policies - filed in green binder in alpha/numeric order.
Level 2 - Procedures - filed in green binder behind the policy it
relates to in numeric order of creation.
Level 3 - Standard Operating Procedures - filed in brown binder in
alpha order.
06.06 Procurement of binders and tabs is completed by the Policy
Coordinator.
07 Policy, Procedure and Standard Operating Procedure Numbering and
Indexing
07.01 Numbering and Indexing is a very important dimension of policies
and procedures because it facilitates cross-referencing from policy
to procedure to standard operating procedure.
07.02 The numbering and indexing of procedures is broken down into
three (3) components:
a) Classification - A three (3) character identifier that relates to a
major business function of the Corporation is assigned to
policies (i.e. ADM, LEG, HUR, etc.).
b) Category - A three (3) digit number which represents the
numeric block of the policy (i.e. 010, 020, 030, etc.).
c) Sub Category - A two (2) digit number assigned to a City
procedure to further breakdown the procedure in order to
reference and index the number of procedures that relate to
the main policy (i.e. 001, 002, 003, etc.).
07.03 The numbering and indexing of Standard Operating Procedures is
created by referencing the Policy (i.e., FIN 030) it applies to and
the alpha name of the SOP (i.e. Cash Procedure - FIN 030.).
07.04 The following is an example of how the main index should look
within the Green Policy Manuals:
Protocol Policy -ADM 110
- Flag Raising Procedure -ADM 110-001.
Policy Title: Standards for City Policies & Procedures Page 11 of 24
Policy Number: ADM 010
19
08 City Policy and Procedure Forms Preparation
08.01 Policy or Procedure Title - (to be typed in capital letters). This is
the name of the policy or procedure and will identify the document
for indexing. It should be simple and should express the way the
policy or procedure will be referred to or asked for in the future
08.02 Policy or Procedure Number - The number of a new policy or
procedure will be determined and assigned by the Policy
Coordinator subsequent to it being approved. The numbering
criteria will be as follows:
a) Policies - will consist of Classification alpha letters (ADM) and
Category numeric numbers (010) (i.e. Protocol Policy - ADM
110); and
b) Procedures - will always be cross referenced with a policy so
the number would be the six (6) alpha/numeric policy numbers,
plus the number that relates to how many procedures have
been crossed referenced to this policy. Each number is
assigned in sequence order (i.e. Flag Raising Protocol
Procedure -ADM 110-001, Proclamation Procedure -ADM
110-002, etc.).
08.03 Reference - If the policy or procedure relates to an Act, By-Law,
Resolution or motion, etc., reference is made to it. If a policy or
procedure replaces a previous or cancelled policy or procedure, a
reference is also made (i.e. Resolution # 120/06, By-law # 6232/06
or Municipal Act, etc.).
08.04 Date Originated - This is the date that the policy or procedure is
approved and will be provided by the City Clerk or the Chief
Administrative Officer.
08.05 Date Revised - This is the date the policy or procedure was revised
by Council or the Chief Administrative Officer and will be provided
by the City Clerk or the Chief Administrative Officer as appropriate.
All revision dates should be listed in this box.
08.06 Approval - The Chief Administrative Officer will sign all policies,
procedures and standard operating procedures as the final
approval.
08.07 Point of Contact - The point of contact box is only found on
procedure forms. The Point of Contact is the owner of the
Policy Title: Standards for City Policies & Procedures Page 12 of 24
Policy Number: ADM 010
20
procedure and is provided if the reader requires further clarification
on the procedure.
08.08 Policy and Procedure Objective - This provides a brief explanation
of why the policy or procedure is necessary and what it is intended
to do.
08.09 Index - This provides a list of all subjects in the document and the
pages it can be found on.
08.10 Definitions - Any definition that is required to clarify the contents of
the policy or procedure is listed in alphabetical order.
08.11 Responsibilities - This section will contain the detailed breakdown
of responsibilities for all aspects of the policy or procedure. The
responsibilities will be defined in order of organizational hierarchy
in a top-down fashion.
08.12 Procedures - This section will contain specific procedure guidelines
for the policy or procedure in general (i.e. how and what is to be
done, who performs the actions in logical order,, and provide either
a broad description of the sequence and/or a flow chart of actions
which must take place).
08.13 Appendix - Used for forms, samples, templates, flowcharts,
checklists, etc. Presented in the same order as introduced in the
body of the document (numbered 1, 2, 3),
08.14 Page Numbering = Pages are numbered for ease of reference and
placed at the bottom of the page and includes the Policy or
Procedure name and number.
09 Standard Operating Procedure Forms Preparation
09.01 Standard Operating Procedure Title - Contains the name of the
standard operating procedure. The title should be simple and should
express the way the document will be referred to or asked for in the
future. All standard operating procedures should be filed in alphabetical
order by title, in the applicable department.
09.02 Department/Division - Applicable Department/Division (i.e. Corporate
Services Department, Clerks Division).
09.03 Section - Applicable Section within the Department Division (i.e. By-law
Enforcement Services Section).
Policy Title: Standards for City Policies & Procedures Page 13 of 24
Policy Number: ADM 010
21
09.04 Date Originated - The date the standard operating procedure was
approved.
09.05 Approval - Standard operating procedures must be approved by the
Department Head, the Division Head and final approval by the Chief
Administrative Officer.
09.06 Date Revised - When a revision is made to a Standard Operating
Procedure the revision date is listed in this box with all previous revision
dates listed in date order.
09.07 Reference - Applicable resolution number, by-law number, governing
corporate policy or procedure.
09.08 Overview - This unnumbered section provides a brief summary of the
document.
09.09 Required Competencies - This unnumbered section sets out the areas
of competency required to perform the described procedure or task. It
includes training, licensing, certification and/or trade/ professional
requirements (i.e. Registration as a Professional Engineer). Each
competency is listed in a bulleted list.
09.10 Definitions - Any definition required to clarify the contents of the
standard operating procedure are listed in alphabetical order.
09.11 Procedures - This section sets out a detailed step-by-step description
of a task or activity and indicates the position that is responsible for
each step (i.e. instructions for task preparation, set up, execution,
timelines, completion, clean up, etc.).
09.12 Appendix (unnumbered section) - Used for forms, samples, templates,
flowcharts, checklists, etc. and are presented in the same order as
introduced to in the body of the document.
09.13 Pages - Pages are numbered for ease of referencing and are located
at the bottom of the page and includes the standard operating
procedure title.
10 Policy, Procedure and Standard Operating Procedure Approval Process
10.01 Policy, procedure and standard operating procedure drafts are
often developed by individual departments who are responsible for
the actual "policing" of the policy, procedure and standard
operating procedure and will be reviewed by affected areas prior to
approval and implementation.
Policy Title: Standards for City Policies & Procedures Page 14 of 24
Policy Number: ADM 010
22
10.02 Once the Policy, procedure or standard operating procedure has been
developed and reviewed by all affected areas it is then forwarded to the
Policy Coordinator for review by the Policy Coordinating Committee.
The Committee reviews for consistency, format and organization of
contents. If the document requires any revisions subsequent to the
review by the CAO Management Committee, the document is returned
to the originator for correction or change.
10.03 Once a standard operating procedure is sent to the Policy Coordinator
for review it is sent directly to the Chief Administrative Officer for
approval.
10.04 Once a policy or procedure is complete, the policy developer will then
attend a CAO Management Committee meeting and present the final
draft for their review. Members of the CAO Management Committee
will be requested to forward any comments/suggestions directly to the
policy developer within one week.
10.05 Once all changes have been submitted to the policy developer from the
CAO Management Committee the policy developer will incorporate the
changes into the document and will then forward the final copy to the
Policy Coordinator.
10.06 Once finalized, the Policy Coordinator determines the classification of
the document (i.e. ADM, DEV, etc.) and assigns a number to the
document.
10.07 The Policy Coordinator prepares and sends a covering memorandum
outlining the changes made to the document to the Chief Administrative
Officer for final approval.
10.08 The Chief Administrative Officer approves the document and directs
staff on whether the policy or procedure requires staff orientation
through the Policy Coordinator.
10.09 If the document requires Council approval the Policy Coordinator will
return the document to the developing department for that department
to prepare a Report to Council.
10.10 If the document does not require Council approval but the Chief
Administrative Officer has instructed orientation sessions then the
Policy Coordinator directs the department to proceed with the
orientation sessions.
Policy Title: Standards for City Policies & Procedures Page 15 of 24
Policy Number: ADM 010
23
10.11 If no action is required on the approved document the Policy
Coordinator registers the document in the Central Registry for
policies and procedures and the approved copy is printed and
ready for circulation.
10.12 The final copy of the document is forwarded to the print shop for
photocopying and returned to the Policy Coordinator for distribution
according to the approved distribution list.
10.13 The Policy Coordinator prepares and sends to the people on the
distribution list a transmittal advice page that itemizes the contents
of the material being circulated, the new document and updated
Index pages for the Manuals.
10.14 The Policy Coordinator also provides an electronic copy (via email)
of the new document to all staff and places the new document on
the Intranet and Internet via the Laserfiche system.
10.15 The Policy Coordinator will create a historical file ("Master Copy") if
one does not already exist and place the original document and
any amendments to the document in it. These files are indexed by
the assigned policy or procedure number.
10.16 Historical files are not created for Standard Operating Procedures.
10.17 It is the responsibility of individual user departments to file the copy
they receive in the appropriate location in their manuals. A specific
individual is assigned this responsibility in each department.
10.18 Amendments to a policy or procedure follow the same procedures
documented above. When submitting any amendment for
approval, the amendment should be clearly identified before
presenting the revised policy, procedure or standard operating
procedure to the Chief Administrative Officer and/or Council. This
facilitates the review of specific changes and simplifies the
approval process.
10.19 There may be times when it is necessary to have the City Solicitor
review a document (where legal or human rights implications are
involved). This procedure will be coordinated by the Chief
Administrative Officer as required.
Policy Title: Standards for City Policies & Procedures Page 16 of 24
Policy Number: ADM 010
24
11 Policy, Procedure and Standard Operating Procedure Ownership &
Responsibility .
11.01 The value of the policy, procedure and standard operating
procedure manuals can only be determined by their usage.
Information must always remain current in order to be useful.
11.02 To ensure that information and policies, procedures and standard
operating procedures are kept current, each policy, procedure and
standard operating procedure is assigned an owner department.
11.03 It is the role of Directors to review the policies, procedures and
standard operating procedures assigned to them on an annual
basis and provide updates to the Policy Coordinator when
required.
11.04 Routine updating that is not significant (i.e. not affecting meaning.
or intent) in impact does not require that the document go through
the amendment process for approval (i.e. department name
changes, position title changes, etc).
11.05 If the revisions are significant in impact (i.e. affecting meaning or
intent), the revised document must go through the approval
process again.
11.06 Owner departments are responsible for arranging orientation
processes with the Human Resources Division if deemed
necessary by the Chief Administrative Officer.
12 Policy, Procedure and Standard Operating Procedure Filing Systems
12.01 Two (2) separate filing systems with respect to policies,
procedures and standard operating procedures will be kept:
a) historical policy files (exclusively for policies); and
b) transmittal files (for policy as well as procedure manuals).
12.02 Historical Policy and Procedure Files:
(a) Maintaining a complete historical file of information associated
with the development of a policy or procedure is important
backup.
(i) Individual files are set up for each policy or
procedure. The file is labelled according to the
Policy :Title: Standards for City Policies & Procedures Page 17 of 24
Policy Number: ADM 010
25
alpha/number assigned it by the Policy Coordinator
(i.e., ADM-010).
(ii) Each file contains the original document, a note
identifying the document owner and a copy of any
revisions made to the document.
(iii) The individual files are only set up for policies and
procedure and are not required for Standard
Operating Procedures.
12.03 Transmittal Files:
a) Maintaining transmittal files is very important in the event that
updates have to be recovered due to loss or failure of the user
department to file updates in the manuals located in his/her
area. Each transmittal contains the covering transmittal sheet
and a list of policy, procedure and standard operating
procedure changes associated with that particular transmittal
advice.
13 Maintenance Procedures
13.01 The importance of ongoing revisions to a manual cannot be
overstated. The process requires time and effort as well as a
commitment to the finished product. Keeping the manuals current
is a high priority. Outdated manuals can result in confusion,
interfere with the quality and consistency of services provided and
may lead users to the conclusion that they are unreliable and
should not be used at all.
13.02 Inclusion of outdated documents defeats the purpose of the
manual and renders it virtually useless. Remember that all
outdated material must be removed from the manual and
destroyed.
13.03 The individual roles and responsibilities in the maintenance
process have been defined in this policy.
Appendix 1 Manual Distribution List
Appendix 2 Transmittal Advice / Form
Appendix 3 City Policy Template
Appendix 4 City Procedure Template
Appendix 5 Standard Operating Procedure Template
Appendix 6 City Policy, City Procedure and Standard Operating Procedure Approval Process
Policy Title: Standards for City Policies & Procedures Page 18 of 24
Policy Number: ADM 010
26
APPENDIX 1
POLICY PROCEDURE AND MANUAL DISTRIBUTION LIST
DEPARTMENT/ NAME POSITION LOCATION EXTENSION NO.OF
DIVISION SETS
Clerks Debbie Shields Deputy Clerk Civic Complex 2019 1
Council/Customer Judy Hodgson Manager, Civic Complex 2165 1
Care/Office of Customer &
Sustainability Administrative
Services
Culture & Suzanne Secretary, Recreation Complex 3228 1
Recreation Moore Recreation
Complex
Katrina Pyke Education & Museum 905.683.8401 1
(Acting) Collections
Officer
Kim Bradley Coordinator, Eastshore Community 2078 1
Recreation Centre
Programs
Heather Butler Recreation Civic Complex 6100 1
Programmer For: Petticoat Creek
Nancy Sands- Coordinator Recreation Complex 1
Bayley Aquatic For: Dunbarton Pool
Programs
Bob Godden Foreperson, Ice Recreation Complex 3233 1
Arena Don Beer Arena
Chief Lucy Ross Administrative Civic Complex 2121 1
Administrative Assistant I
Officer
Human Resources Kathy Administrative Civic Complex 2017 3
Dennison Assistant I
Corporate Valerie Administrative Civic Complex 2925 1
Services Webster Assistant II
Information Jon Storms Manager of Civic Complex 2163 1
Systems Information
Technology
Operations & Margaret Administrative Civic Complex 2172 1
Emergency Donaldson Assistant II
Services
Operations & Carol Administrative Operations Centre 5249 1
Emergency Redmond Assistant I
Services
Fire Services Nancy Moreno Administrative Fire Hall 5 2080/2180 7
Assistant I
Planning & Karen Bragg Administrative Civic Complex 4701 1
Development Assistant II
Legal Services Katherine Legal Services Civic Complex 2159 1
Stoddart Assistant
Library Cathy Grant CEO Library 6236 1
Corporate James Halsall Internal Audit Civic Complex 2029 1
Services
TOTAL 27 Copies
Policy Title: Standards for City Policies & Procedures Page 19 of 24
Policy Number: ADM 010
27
APPENDIX 2
THE CITY OF PICKERING
MANUAL DISTRIBUTION
TRANSMITTAL ADVICE
NUMBER: ISSUE DATE:
All old pages must be removed and discarded to avoid following obsolete policies,
procedures and standard operating procedures/procedures.
REMOVE FROM YOUR MANUAL INSERT IN YOUR MANUAL
I
c '
ISSUED TO: ISSUED BY:
Policy Title: Standards for City Policies & Procedures Page 20 of 24
Policy Number: ADM 010
28
APPENDIX 3
CITY POLICY
PI rKERIN
Policy Title: CITY POLICY STANDARDS Policy Number: ADM
Reference: Date Originated: Date Revised:
X Month, Date, Year Month, Date, Year
Approval: Chief Administrative Officer Point of Contact:
Policy Objective
Index
01 Definitions
02 Procedures
03
01 Definitions
01.01
01.02
02 Procedures
02.01
02.02
Appendices (Numbered 1, 2, 3)
Policy Title: Standards for City Policies & Procedures Page 21 of 24
Policy Number: ADM 010
29
APPENDIX 4
eiN CITY PROCEDURE
PICKERING
Procedure Title: CITY PROCEDURE STANDARDS Procedure Number:
ADM
Reference: Date Originated: Date Revised:
X Month, Date, Year Month, Date, Year
Approval: Chief Administrative Officer Point of Contact:
Procedure Objective
Index
01 Definitions
02 Procedures
01 Definitions
01.01
01.02
02 Procedures
02.01
02.02
Appendices (Numbered 1, 2, 3)
Policy Title: Standards for City Policies & Procedures Page 22 of 24
Policy Number: ADM 010
3 0 APPENDIX 5
Ctrs 00
STANDARD OPERATING PROCEDURE
PICKERING
Procedure:
Department/Division: Section: Date Originated:
Approval: Approval: Date Revised:
Reference: Pages:
INDEX
SECTION/ SECTION/SUBSECTION TITLE PAGE #
SUBSECTION
Overview 2
Required Competencies
Definitions
01 Procedures
Appendix I
Overview:
Required Competencies:
Definitions:
01 Procedures:
01.01
01.02
Appendix:
The following form has been developed to support the various processes outlined in this
Procedure:
Appendix 1
Policy Title: Standards for City Policies & Procedures Page 23 of 24
Policy Number: ADM 010
31
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