026-1994 DM DEPARTHENT HEHORANDUFI NO.
April ! 9, ! 994
TO: . All Department Directors
and City ManaGer's Staff
FROM: Roger M. Car~
City Manager
SUBJECT: PROPER PROCEDURES FO PREPARING THE COHIq!SSION
AGOIDA
Please be advised Chat effective immediatel f all Department Directors are to have
their personnel adhere to the following prccedures for preparing the Commission
AGenda:
All paperwork is to be on lena I size paper. If a Department does not
have a xerox machine with the legal paper capacity, they may use the
City ManaGer's xerox machine
2. Do not submit any folded map:, diagrams, etc. Maps, diagrams, etc.,
~e larger than 8 !/2 x ! ~1 must be reduced onto legal size paper.
3. No startles. Only use paper d ~s or binder clips.
4. Long tides. Staff who are esponsible for typing a Commission
Memorandum must contact Pane Hines, Agenda Coordinator, at
#7010, co ask her when they should bring their disk to her in order
that the title may be copied.
5. Titles must be Given to the Aa enda Coordinator as soon as they are
completed.
6. The date of the Commission M. ednG is to be typed on the Commission
Memorandum.
7. Submissions mnst be checked or typographical errors.
8. Make sure thai all ~ases in y~ ,,r document are in order and thai the
attachments are also in order.
9. It is the staff members responsl bility to make sure their submission has
received all required signatom (i.e. Legal, Budget) before submitting
document to the Agenda Coor~ inator for the City ManaGer's signature.
! 0. It is the responsibility of each Department Director to make sure that
all of their submissions for the Commission Agenda are being
completed in a dinely fashion.
It is NOT the AGenda Coordinator's respo asibility to do the Department's work.
It is unconscionable for my staff to work m an Agenda until I :00 a.m., and the
Central Services staff to deliver the fini: hed product at 4:00 a.m. Effective
immedjateJy, ALL staff will remain at City H ill unUl the Agenda is completed. There
will be NO EXCEPTIONS.
RMC:Icd
cc: City Manager's Staff