040-1995 DM
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DEPARTMENT MEMORANDUM
City Manager's Office
DEPARTMENT MEMORANDUM NO.:
40-1995
August 17, 1995
TO: Department Directors
FROM: Sergio Rodriguez 8
Deputy City Manager
SUBJECT: CITYDEPARTMENTPOLICYMANUAL
Per City Resolution 95-21645, the City Administration was directed to prepare policy manuals for
all City Departments in order to establish guidelines for intraoffice activities and responsibilities; this
follows the recommendations from the City of Miami Beach Audit Committee ofJune 28, 1995.
Among the concerns expressed by the Audit Committee related to this request were:
1. Possible impact that policies/procedures might have on the efficient operation of the
departments.
2. City's liability.
3. Importance of periodic critical reviews of standard operating procedures.
At present, the Administrative Policy Manual functions as a set of general guidelines for certain
functions, but is not specific to each department. It is organized along the following categories:
Administration, City Commission, Financial Management, General and Miscellaneous (a "catch-all"
that includes policies and procedures for different departments/functions), Legal, Personnel,
Purchasing and Property Management, Safety and Security, and Travel and Transportation.
I would like to receive the following by September 1, 1995:
1.
A marked-up copy of already existing policies and procedures in the above referenced
manual, or any other document that your department presently has, with areas of
proposed updates and deletions related to your department, noting whether or not you
are satisfied with the existing policies and procedures. (You may use "post-its" or
"highlights").
Continued.. .
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2.
A table of organization of your department/function, job descriptions, flow charts, and
forms used (within the framework of flow charts, or otherwise).
3. A list of areas of responsibility within your department where you believe there is a
need to establish policies and procedures. Please advise me of the format that you
suggest will work best for your particular operation, and a timetable for completion
not later than September 15, 1995.
4. A list of other areas for which you are also responsible, that will also require clear
established policies and procedures.
In responding to this request, please use as much as possible the existing format that has been used
in the manual; existing material that your department is already using or that you recently submitted
to Steven Hurwitz of the Mayor's Office; suggest policies that should clearly be included within your
department; and those that should be included as part of general policies, if they affect more than one
department.
Once I receive this information, I will set up appointments with each one of you and your Assistant
City Manager to go over the material with the goal of having a product in final draft form by October,
1995.
Please do not hesitate to contact me at extension 7010 for any clarifications.
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cc: Jose Garcia-Pedrosa, City Manager
Mayra Diaz-Buttacavoli, Asst. City Manager
Dean Mielke, Asst. City Manager
Hany Mavrogenes, Asst. City Manager
Joe Pinon, Asst. City Manager
Peter Liu, Executive Asst. to the City Manager/OMB
Jack Lubin, Executive Asst. to the City Manager/Interim City Clerk
a:sergio.manuels.dep
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