HomeMy WebLinkAbout1972-10-30; City Council; 915; Standing Operating Procedure for StudiesI
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.• /17) --T ll E C I T Y 0 F CARLSBAD,
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Agenda B~ll No.~
October 30, 1972 Date: _________ _
:Referred To: City Counci 1
Subject: Submitted By:
'' Standing Oper:ating Pro.cedure for 'Stupies
Jerome N. Pi'eti
Administrativ~ ln~ern·
Statement of the Matter
.Both the Legjslati~e and Administrative brancfies of the City government
require ever increa~ing amounts of information upon which to base
difcis-ions-. Much of this. reqµi red info.rmation comes from studies -com-
mi ~sion~d by botn ~ranches of government. At present there is no
method of control' or procedure for these studies. The enclosed Standing
OP,erating Procedur:e is proposed as ·a ·me·tpod of-standardizing preparati9n,
-pro~edure,_ ·format and distribution.
Exhibit
1. · ~rqposed City Council Policy Statement No. 14'.
2. Pr6posed Standing Operating Procedure fo~ Studies.
Staff Recommendations
Staff recommends adoption of the proposed St~nding Operating Procedure.
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AB No. Date:
City Manager's .Reco:nmenaation
Con'cur with· Staff recommend a ti o:,,
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Couhcil'Action
,o-30-7f -Deferred for fu~ther ~tudy~
11-2.1-72 -Council adopted ~he Proposed Stand13rd Operatln,g Procedure
for the Admin. and City Gov. branches of Cit_y.'
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CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject:
·Specific Subject:
ADMINISTRATION
Standing uperating
Procedure for City
Studies
Date Issued 11-21-72
Effective Date 11-21-72
Cancellation Date
Suoer-sedes No.
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
PURPOSE:
To state a City policy establishing a standard method for conducting
studies.
STATEMENT OF POLICY:
1. Studies shall be of two categories:
A. Legislative -the production of data/information requested by
the City Council.
B. Administrative -the production of data/information for the
City Manager or a Oepartnent Head which requires more than
one man day's labor by two or more departments.
2. Study definitions and statements will be the responsibility of the
City Manager.
3. Study assignment will be made by the City Manager subject to the
approval of the City Council for legislative studies.
4. Unless otherwise provided, reproduction and distribution of com-
pleted studies will be the responsibility of the City Manager.
PROCEDURE:
Study preparation, method, and format will be as vrescribed by the
City Manager in an Administrative Standing Operating Procedure for
Studies.
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CITY OF CARLSBAD
STANDING OPERATING PROCEDURE FOR STUDIES
I. Purpose. The purpose of this Standing Operating Procedure is
to serve as a guide for the preparation of studies and reports. It
provides a recommended procedure to be used in gathering, examining
and reporting information. It further provides a recommended format
as an aid in organizing and presenting information.
II. Problem Definition. When a staff member is assigned a study,
a precise statement of the problem is required. Such a statement pro-
vides direction and limits to the investigation. The verbalization
of the problem is a function and responsibility of the City Manager.
III. Study Assignment .. Study assignment will be made by the .City
Manager by means of an appointing memorandum. The memorandum will
include a problem statement, priority, deadline and directions as
to scope, depth and coordination desired. The priority assigned
will be reported to the City Council and may be ch~nged as the Council
directs. Studies will be numbered consecutively by calendar years,
i.e., 1-72. As~ignment numbers will be issued by the City Manager
and reported to the City Council.
IV. Control. Upon assignment to conduct a study, the staff officer
designated will begin a Study Control Sheet in duplicate. One copy
will be retained by the responsible individual and the other copy will
be retained by the City Man~ger. Study Control Sheets will be up-
dated not later than the close of working hours Wednesday preceding
a regular City Council meeting.
V. Procedure. Standard procedures listed helow will serve to pro-
vide direction and to assure that decision makers receive all essential
information. -
A. Study definitions
1. Legal definitions related to the pro bl em
2. Definitions established for the study
B. Review of prEvious research done on the subject
C. Examination of the current situation existing in the City
which may include:
1. Organization
2. Methods of operation
3. Procedures
4. Budgets
5. Costs
6. Examples of documents, etc. relating to the study
D. Examination of similar and adjacent situations
E. Analysis of information produced
1. What facts are provided by research to this point?
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Identification of possible courses of action for problem
solution
G. Analysis of possible courses of action
1. What would each course of action provide to the City?
H. Comparison of courses of action
1. Advantages provided the City
2. Disadvantages incurred by the City
I. Conclusions
J. Recommendations
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VI. Format. A standard method for presenting studies makes them
and more understandable. The following format is easier to read
recommend<:!d as
such studies:
A. Cover
a means of aiding decision makers when they receive
The cover would present a "bare bones" resume of the
investigation to include --
1. Date
2. Name of study by short title. Exa~ple: Water Rate Study
3. Name of investigator or study gro~p
4. Problem statement
5. Study con cl us ions
6. Study recbmmen~ations
B. Introduction
1. Identifying information
a. Date of report
b. Date study authorized
c. Study number
d. Study long title. Example: A Study to Determine the
Amount and Method of Increasing Water Rates and Ready-
to-Service Charges fbr the City of Carltbad Water System
e. Title of investigator
2. Statement of the problem
3. Method of conductirig study
4. Study definitions and/or assumptions
C. Discussion
l. Discussion
2. Statement of facts
3. Identification of courses of action
4. Analysis of courses of action
5. Comparison of courses of action
D. Summary
1. Conclusions
2. Recommendations
E. Enclosures
VI!. Distribution.
A. Copy, Reproduction and Distribution
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Once a study is completed, the staff officer concerned will
submit the final report to the City Manager for required
copying, reproduction and distribution.
B. Presentation
Completed and reproduced studies would be presented to the
Mayor and City Council as part of an Agenda Bill. In this
manner study results become part of the permanent record of
City business.
C. Filing
Upon completion of Council action, or at the direction of
the Council, all study reports will be forwarded to the City
Clerk for inclusion in the official files of the City.
STUDY CONTROL RECORD
Study Title
Study Number
Date Assigned
Date Completed
l. Statement of the problem
2. Review of previous research
Priority
Date Due
Date Submitted
3. Examination of current situation
4. Examination of similar situations
5. Analysis1ofi dfif6njatd~n ,~
6. Identification of courses of action
7. Comparison of courses of action
8. Conclusions
9. Recommendations
10. Report preparation
11. Report reproduction
12. Report distribution
13. Comments:
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