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Home My WebLink AboutMO # 1477MUNICIPAL ORDER NO. 1477 A MUNICIPAL ORDER ADOPTING A REVISED MAYOR - COMMISSION PROTOCOL OPERATING GUIDELINES BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Board of Commissioners of the City of Paducah hereby adopts a revised Mayor -Commission Protocol Operating Guidelines as attached. SECTION 2. This Municipal Order shall be effective from and after the date of its adoption. ATTEST: IMVMZ* �. /31t40Ck Tammara S. Brock, City Clerk Adopted by the Board of Commissioners August 11, 2009 Recorded by Tammara S. Brock, City Clerk, August 11, 2009 \mo\commission protocols -revised REVISED MAYOR -COMMISSION PROTOCOL OPERATING GUIDELINES 99 Mayor and City Commission Protocol Protocol 1 11 Simple Information A. Readily Available Information: If you know who e. ;,,a;t iddu,' what staff member has the information, go to the that person with a specific question. If you don't know who on staff has the information, go the City Clerk's staff. B. Information with a Political Context: Go to Department Head or if interdepartmental issue to City Manager. C. Information about personnel or individual Citeployees go to City Manager. [Note: Be clear about your expectations on information format] Protocol 2 More Complicated Information Requests that Requires Research 1. The Commissioner should think about the time consequences of his/her request. i 2. If research time required is 15 minutes or less, go to the Department Head for response 3. If research time required is more than 15 minutes, go to the City Manager and discuss the topic 4. If requested research requires a major time commitment the Commission should decide ote: gate 't want explain vour motive, intentions and eenlext Protocol 3 11 Citizen Service Request A. First Contact (The citizen brought the request directly to you and has had no prior contact with City staff.) • Place call to the appropriate Department • If went, go to the City Manager B. Unsatisfactory Contact (The citizen has already contacted City staff and either did not get service or is appealing a rejection by staff to you.) • Obtain as much information as possible from the contact • Avoid making promises or assigning blame until you have checked wi staff and learned the rest of the story • Call City Manager and Department Head for resolution Note: Commissioners should be clear on their expectations, timeframe and response back on actions Protocol 4 11 Agenda Item A. Placing an Item on the Agenda • Routine recognition or celebration - Call City Clerk's wager's Office • Substantial Policy Issue — Discuss with City Manager and raise issue at workshop for Commission consideration B. Questions on A enda • Call the staff person who ism listed as presenter on the a eg nda action form ahead of time and give a "heads up" Protocols Communications: Commission and Staff • Tell One/Tell All: Information and answers to questions goes -to all commissioners at the same time Avoid surprises or last minute items Mayor= and Commissioners keep each other informed Protocol 6 11 Employee Contact 1. Listen to their comments 2. Ask: "Have you contacted the supervisor?" 3. Inform City Manager of the contact (if there is a need for follow up or information he may not be aware of) Protocol ? 11 Commission Meetings A. Televise All Commission Meetings both (regular meetings and workshops) "P-ublie Cemnex*„ last on the agenda-feF • Speak !a items • Time 1; 4 ote: Placement of public request is specified in Cijy ordinance Q B. Comment on Topics At Mayor's discretion, audience may speak on agenda items when they come up for Commission action Protocol 11 Spokesperson • Mayor — will be spokesperson for policy matters • City Manager or Department Head — will be spokesperson for management and organizational matter • Public Information Officer (PIO) will coordinate City public and media statements and will serve as spokesperson when assigned to do so by Mqyor or City Manager.