HomeMy WebLinkAboutMO # 1431MUNICIPAL ORDER NO. 1431
A MUNICIPAL ORDER ESTABLISHING 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
establishes the Mayor -Commission Protocol Operating Guidelines as attached.
SECTION 2. This Municipal Order shall be effective from and after the
date of its adoption.
ATTEST:
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Tammara S. Brock, City Clerk
Adopted by the Board of Commissioners February 24, 2009
Recorded by Tammara S. Brock, City Clerk, February 24, 2009
\mo\commission protocols
MAYOR -COMMISSION PROTOCOL
OPERATING GUIDELINES
99
Mayor and City Commission
Protocol
Protocol l 11 Simple Information 11
A. Readily Available: If you know who the individual has the information, go to the
person with a specific question
B. Political Context: Go to Department Head or if interdepartmental issue to City
Manager
[Note: Be clear about your expectations on information format]
Protocol 2 11 Research on a Topic
1. The Commissioner should think about the time consequences
2. If 15 minutes or less, go to the Department Head for response
3. If more than 15 minutes, go to the City Manager and discuss the topic
4. If a major time commitment for the request, Commission decision
[Note: State your motive, intentions and context]
Protocol 3 Citizen Service Request
A. First Contact (No Prior Contact
• Place call to the appropriate Department
• If went, go to the City Manager
B. Unsatisfactory Contact
• Obtain as much information as possible from the contact
• Avoid making promises or assigning blame until you have checked with
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 Manager's Office
• Substantial Policy Issue - Raise issue at workshop for Commission
consideration
B. Questions on A eg nda
• Call the staff person who is the author ahead of time and give a "heads up"
Protocols 11 Communications: Commission and Staff
• Information and answers to questions goes to all commissioners at the same time
• Avoid surprises or last minute items
• Mayor -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 7 11 Commission Meetings
A. Televise All Commission Meetings (regular and workshop)
B. Public Comments:.Placement on Agenda
"Public Comment" last on the agenda for
• Speak on non agenda items
• Time limit
C. Comment on Topics
At Mayor's discretion, audience may speak on agenda items when they come up for
Commission action
Protocol 11 Spokesperson
• Mayor — policy matters
• City Manager or Department Head — management and organizational matter