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HomeMy WebLinkAboutResolution 2024 (28) Resolution No. 28 (2024) RESOLUTION AMENDING RESOLUTION AND ORDINANCE DRAFTING POLICY COVER MEMO TO: County Board of Supervisors FROM: Ken Witt, County Administrator DATE: July 2, 2024 AGENDA ITEM: Resolution Amending Resolution and Ordinance Drafting Policy ______________________________________________________________________________ BACKGROUND INFORMATION The policy has been updated to reflect current practices and system capabilities. The net affect of the policy changes do not substantially alter the original intent. Resolution No. 28 (2024) RESOLUTION AMENDING RESOLUTION AND ORDINANCE DRAFTING POLICY WHEREAS, the St. Croix County Board of Supervisors exercises its powers most often 1 by adopting resolutions and ordinances; and 2 3 WHEREAS, the St. Croix County Board of Supervisors would like to establish best 4 practices and procedures to provide what they need, how they need it, and when they need it; and 5 6 WHEREAS, the St. Croix County Board of Supervisors adopted a policy on drafting 7 resolutions, ordinances, and cover letters on August 5, 2014; and 8 9 WHEREAS, St. Croix County is changing their meeting management software in July 10 2024 and updates to the policy are needed to reflect system capabilities and updated practices. 11 12 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of 13 Supervisors that the St. Croix County Resolution and Ordinance Drafting and Review Policy is 14 amended per the attached updated policy. 15 Legal – Fiscal – Administrative Approvals: Legal Note: Fiscal Impact: Policy change will have no fiscal impact. 06/18/24 Administration Committee RECOMMENDED RESULT: RECOMMENDED [UNANIMOUS] MOVER: Scott Counter, Vice-Chair SECONDER: Bob Long, Supervisor AYES: Long, Berning, Feidler, Counter, Sherley Vote Confirmation. St. Croix County Board of Supervisors Action: Roll Call - Vote Requirement – Majority of Supervisors Present RESULT: ADOPTED BY CONSENT VOTE [UNANIMOUS] MOVER: Paul Berning, Supervisor SECONDER: Dave Ostness, Supervisor AYES: Lind, Anderson, Long, Leaf, Reis, Adams, Berning, Ottino, Feidler, Ostness, Counter, Hansen, Sherley, Tellijohn, Carlson, Barcalow, Swanepoel, VanSomeren, Ramberg This Resolution was Adopted by the St. Croix County Board of Supervisors on July 2, 2024 Christine Hines, County Clerk RESOLUTION AND ORDINANCE DRAFTING AND REVIEW POLICY EFFECTIVE 08-02-2011/RES 66(2011) REVIEW Administration Committee REVISED REVISED 08-05-2014/RES 24(2014) 07-02-2024/RES 28(2024) APPROVAL APPROVAL County Board A. PURPOSE The County Board exercises its powers most often by adopting resolutions and ordinances. It is desirable that fiscal impact and legal reviews be completed for resolutions and ordinances before being considered by the County Board, and that adequate time be provided for these reviews. It is also desirable to standardize the format of the resolutions, ordinances, and cover sheets by using software. Therefore, this Resolution and Ordinance Drafting and Review Policy is implemented. B. PREPARATION OF RESOLUTIONS, ORDINANCES, AND COVER SHEETS 1. Resolutions and ordinances originate in standing committees/boards consisting of the Administration Committee, Community Development Committee, Public Protection & Judiciary Committee, Transportation Committees, and Health and Human Services Board (HHS Board). 2. The County Administrator shall direct the appropriate department head to compose draft resolution or ordinance language. 3. Draft resolution language shall contain the following: a) A proposed title of the resolution. b) Name and date of the review committee in the WHEREAS clauses. c) “WHEREAS” and “NOW, THEREFORE, BE IT RESOLVED” clauses for resolutions. d) Any “BE IT FURTHER RESOLVED” clauses needed for direction after approval by the Board of Supervisors. 4. Draft ordinance language shall contain the following: a) A proposed title of the ordinance. b) Ordinances shall commence as follows: “The County Board of Supervisors of St. Croix County does ordain as follows:”. c) An effective date of the ordinance. 5. All resolutions and ordinance shall include a system generated cover sheet providing additional background information. 6. Staff, as directed by the County Administrator, are responsible for creating and entering the legislative item file into the designated meeting software. 7. Legislative item files should be submitted into the software approval process 10 business days prior to the committee meeting at which the resolution or ordinance will be reviewed. 8. Resolutions and Ordinance legislative item files are then reviewed within the software: a) by Corporation Counsel for legal issues. b) the Finance Director for fiscal impact. c) the County Administrator for administrative issues and final approval. 9. Upon completion of the approval process, legislative item files are available for committee/board agenda packet preparation in the software. C. ATTACHMENTS/SUPPORTING DOCUMENTATION TO LEGISLATIVE ITEM FILES 1. Attachments/supporting documentation to legislative item files should be attached within the software at the earliest time possible to be included in the published agenda packet which is placed on the County website. 2. Supporting documentation that is submitted at the committee/board meetings should be uploaded and attached to the legislative item file for the County Board agenda packet development. 3. New or amended chapters of the County Code of Ordinances shall be an attachment to the ordinance legislative item file. Department Heads should notify Corporation Counsel as soon as possible upon being directed to create or amend a new or existing chapter of the County Code of Ordinances. D. ACTION ON LEGISLATIVE ITEM FILES COMMITTEE/BOARD/COUNTY BOARD 1. Action taken by the committee/board or County Board on a resolution or ordinance is recorded in the software and a vote is recorded within the minutes showing how each member voted. 2. Resolutions and ordinances shall be signed by the County Board Chair and County Clerk after final approval by the County Board. 3. The designated minute taker is responsible for entering the member votes. E. RESOLUTIONS OR ORDINANCES CREATED AFTER A MEETING PER COMMITTEE/BOARD DIRECTION 1. Any resolution or ordinance that is created after a meeting per committee/board direction shall return to the committee/board for official action prior to the legislative item file being sent on to the County Board of Supervisors for action. 2. The after-meeting legislative item files must meet all the requirements and proceed through the software workflow the same as regular legislative item files. 3. Resolution and ordinance legislative items will be placed on the next County Board agenda after approval by the committee/board. 4. Committee/board chairs may request the County Board Chair to have a special County Board meeting to act on the resolution or ordinance.