Loading...
HomeMy WebLinkAboutResolution 2014 (24) Resolution No. 24 (2014) RESOLUTION TO ADOPT RESOLUTION AND ORDINANCE COVER SHEET DRAFTING AND REVIEW POLICY REPLACING RESOLUTION DRAFTING AND REVIEW POLICY ADOPTED THROUGH RESOLUTION NO. 66(2011) 1 WHEREAS, Resolution No. 66(2011) implemented a Resolution Drafting and Review 2 Policy; and 3 4 WHEREAS, meeting management software (IQM2) was introduced and implemented in 5 early 2012; and 6 7 WHEREAS, the Administration Committee at the May 21, 2014 meeting directed the 8 Corporation Counsel to review and revise Resolution 66(2011) and the Resolution Drafting and 9 Review Policy; and 10 11 WHEREAS, the Administration Committee at the June 18, 2014 meeting reviewed a 12 draft of the amended policy and directed Corporation Counsel to include ordinance cover sheets 13 in the policy; include the Committee Chair signature and Committee vote on the 14 resolution/ordinance; change the legislative file submission date from 15 business days to 10 15 business days; require Committee Chair and County Board Chair approval for exceptions to the 16 10 business day requirement; and include language prohibiting after the fact resolutions. 17 18 THEREFORE, be it resolved by the St. Croix County Board of Supervisors that the 19 Resolution and Ordinance Cover Sheet Drafting and Review Policy attached to this resolution be 20 implemented. Sponsored By: Administration Committee on July 23, 2014 Le-gal- Fiscal- Administrative Approvals: Legal Note: None Fiscal Impact: No financial impact jio~ 1YI14 A4j rffiL f K" I x, on 1612014 mane Di= 7/1612014 P tar 7/1612014 St. Croix County Board of Supervisors Action: Roll Call - Vote Requirement - Majority of Supervisors Present RESULT: APPROVED [UNANIMOUS] AYES: Travis Schachtner, Roy Sjoberg, Jill Ann Berke, Ron Kiesler, Judy Achterhof This Resolution was Approve by the St. Croix County Board of Supervisors on August 5, 2014 Cindy Campbell, County Clerk F S__ C RESOLUTION AND ORDINANCE COVER SHEET DRAFTING AND REVIEW POLICY DEPARTMENT: CORPORATION COUNSEL APPROVED BY: 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 done of resolutions and ordinances before being considered by the County Board, and that adequate time be prov ided for these rc\ icws. It is also desirable to standardize the format of the resolutions and ordinance cover sheets b\ using software. Therefore, this Resolution and Ordinance Cover Sheet Drafting and Review Policy is implemented. B. PREPARATION OF RESOLUTIONS AND ORDINANCE COVER SHEETS 1. Resolutions and ordinances originate in standing committees consisting of the Administration,.. Community Dc\ cloumcnt_ Public Protection and Transportation Committees, the Health and Human Services Board (HHS Board),_and the Conunittee of the Whole (COTW). The-Council on Agimg.and.Disabilitics(COAD)ma\ brine a resolution or ordinance. to the. County.Board.ifan issue arises bet\\ ccn LOAD and HHS Board relating to the governance of the ADRC. 2. The abo\ c-named standing committees- HHS Board- or COTW or COAD shall direct the appropriate department head to compose draft resolution language. 3. The draft resolution or ordinance coy cr sheet language shall contain the following: a) A proposed title of the resolution or ordinance... cover sheet; b) --WHEREAS__ clauses for resolutions; c) "PEcnr VEPAMEREAS and clauses for ordinance coy cr sheets; d) Am needed for direction after approval by the Board of Snpervisors. ed) Name of the sponsoring committee(s). 24. All resolutions-and ordinance cover sheets are prepared within the IQM2 MinuteTraq software as a legislative file. 35. Department Heads, as directed by the sponsoring committee, or board or council, are responsible for creating and entering the legislative file into the designated software. 46. How To's are available for creating resolutions and_ordinance cover sheets and the routing and approval process on the "S" drive within the IQM2 file. 57. Legislative files should be submitt ed into the software approval process 15 10 business days prior to the County Board meeting at which the resolution or ordinance will be presented. 68. Any exceptions to the 1-5 10 business day requirement must be explained by the responsible Department Head and approved by the cCommittee/board/council chair and County Board Chair. Vice- chairs may approve the exception if the chair is unavailable. ?9. Legislative 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. 810. Upon completion of the approval process, legislative files are available for committee/board/council agenda preparation in the software. C. ATTACHMENTS/SUPPORTING DOCUMENTATION TO LEGISLATIVE FILES 91. Attachments/ (supporting documentation) to legislative 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 "Veb-Meeting Portal. 102. n+ +ao r~r eexrc rirtxvxtes ...uppOlting ocumentatiori -let at are ls.su mltte at the meeting should be uploaded and attached to the lc,-,islati\ c file to'oe-afable for County Board agenda packet,development. 3. New or amended Chapters of the Count- Code of Ordinances shall be an attachment to the ordinance cover sheet legislative file. Department Heads should notif-\ Corporation Counsel as soon as..possible_upon being direct ed.to.create or amend anew orexistm-, Chapter (ordinance). of the Code. DC. ACTION ON LEGISLATIVE FILES BY ST-\NDING COMMITTEES, HHS BOARD OR COMMITTEE OF THE WHOLE 1. Action taken by the committee on the Ic,-,islati\c file is recorded in the software and a vote box is placed withinthc minutes and on the lcI-Iislati\ c file DI'Intout. 2. Committee appro\ cd legislativc files must be clcctronicalh sh-ned through the software by the Committee Chair. - 3. The minutes taker is responsible for enterin,-, the committee vote and having the ...committee..chai. . r enter the electronic si(-Tnature N\ ithin the soft\\arc. E. LEGISLATIVE FILE CREATED AFTER A MEETING PER COMMITTEE/BOARD/COUNCIL DIRECTION Any le<(islative file created after a mceting.per committee/board/council direction shall go back to the..committcc/board/council for official action prior to the.. legislative file beng.sent on to the County Board of Supervisors for action. 2. Committee/board/council chairs must receive Count- Board Chair approval to have a special meeting to act on the lc(-~islative file in order to have it placed on the next closest County Board meeting. 3 The after meetin legislative file must meet all the re uirements and o throu h the software g........... g...................................................................................................................................................~............................. ...................................... g................................. g workflow. he.same. as.regular.legislat ve files,. F S__ C RESOLUTION AND ORDINANCE COVER SHEET DRAFTING AND REVIEW POLICY DEPARTMENT: CORPORATION COUNSEL APPROVED BY: 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 done of resolutions and ordinances before being considered by the County Board, and that adequate time be prov ided for these rc\ icws. It is also desirable to standardize the format of the resolutions and ordinance cover sheets by using software. Therefore, this Resolution and Ordinance Cover Sheet Drafting and Review Policy is implemented. B. PREPARATION OF RESOLUTIONS AND ORDINANCE COVER SHEETS 1. Resolutions and ordinances originate in standing committees consisting of the Administration, Community Dc\ clopmcut_ Public Protection and Transportation Committees, the Health and Human Services Board (HHS Board), and the Conunittee of the Whole (COTW). The Council on Aging and Disabilities (LOAD) may bring a resolution or ordinance to the County Board if an issue arises bct\\ ccn LOAD and HHS Board relating to the governance of the ADRC. 2. The abo\ c-named standing committees- HHS Board, COTW or COAD shall direct the appropriate department head to compose draft resolution language. 3. The draft resolution or ordinance cover sheet Iuiguage shall contain the following: a) A proposed title of the resolution or ordinance cover sheet; b) --WHEREAS" and --THEREFORE be it resolved" clauses for resolutions; c) "WHEREAS" and "THEREFORE, the St. Croix County Board of Supervisors does ordain" clauses for ordinance c o \ cr sheets; d) Any 'T U RTHER" clauses needed for direction after approval by the Board of Supervisors. e) Name of the sponsoring committee(s). 4. All resolutions and ordinance cover sheets are prepared within the IQM2 MinuteTraq software as a legislative file. 5. Department Heads, as directed by the sponsoring committee, board or council, are responsible for creating and entering the legislative file into the designated software. 6. How To's are available for creating resolutions and ordinance cover sheets and the routing and approval process on the "S" drive within the IQM2 file. 7. Legislative files should be submitted into the software approval process 10 business days prior to the County Board meeting at which the resolution or ordinance will be presented. 8. Any exceptions to the 10 business day requirement must be explained by the responsible Department Head and approved by the committee/board/council chair and County Board Chair. Vice-chairs may approve the exception if the chair is unavailable. 9. Legislative 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. 10. Upon completion of the approval process, legislative files are available for committee/board/council agenda preparation in the software. C. ATTACHMENTS/SUPPORTING DOCUMENTATION TO LEGISLATIVE FILES 1. Attachments/supporting documentation to legislative 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 Meeting Portal. 2. Supporting documentation that is submitted at the meeting should be uploaded and attached to the legislative file for County Board agenda packet development. 3. New or amended Chapters of the County Code of Ordinances shall be an attachment to the ordinance cover sheet legislative file. Department Heads should notify Corporation Counsel as soon as possible upon being directed to create or amend a new or existing Chapter (ordinance) of the Code. D. ACTION ON LEGISLATIVE FILES BY STANDING COMNIITTEES, HHS BOARD OR COMMITTEE OF THE WHOLE 1. Action taken by the committee on the Icgislati\ c file is recorded in the software and a vote box is placed within the minutes and on the Icgislativc file printout. 2. Committee approved legislative files must be clcctronically signed through the software by the Committee Chair. 3. The minutes taker is responsible for entering the committee \ otc and having the committee chair enterthe electronic signature ithin the sofrv\arc. E. LEGISLATIVE FILE CREATED AFTER A NIEETING PER COMMITTEE/BOARD/COUNCIL DIRECTION 1. Am legislative file created after a meeting pcr committee/board/council direction shall go back to the committee/board/council for official action priorto the legislative file being sent on to the COUDty Board of Superv isors for action. 2. Committcc/board/council chairs must receive County Board Chair approval to have a special meeting to act on the legislative file in order to have it placed on the next closest County Board meeting. 3. The after-meeting Icgislati\ c file must meet all the requirements and go through the software workflow the same as rcgu lar legislative files.