The URL can be used to link to this page

Home My Public Portal AboutResolution No. 23-035 - Implementation DepartmentaI & Citywide ProceduresSponsored by: Mayor Taylor RESOLUTION NO. 23-035 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, DIRECTING THE INTERIM CITY MANAGER TO ESTABLISH AND IMPLEMENT A PROGRAM FOR THE CREATION, COMPILATION, REVIEW AND IMPLEMENTATION OF BOTH DEPARTMENTAL OPERATING PROCEDURES AND CITYWIDE STANDARD OPERATING PROCEDURES TO ADDRESS ALL ASPECTS OF CITY OPERATIONS; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Opa-Locka ("City") is in need of various Standard Operating Procedures (Policies and Procedures) in order to address all aspects of City Operations; and WHEREAS, pursuant to Article III, Section 3.1 of the City Charter, the City Manager is the chief administrative officer of the City who shall be responsible for the administration of all City affairs and for carrying out City policies and procedures; and WHEREAS, further, Section 3.3 of the City's Charter recognizes that the City Manager directly supervises and administers all departments under his control and prepares reports concerning the operations of City departments under his control; and WHEREAS, pursuant to the City's purchasing ordinance, the City Manager is further responsible for developing administrative policies necessary for city purchases to assure efficient practices; and WHEREAS, the City Manager is in the best position to review, compile and implement a comprehensive program for the establishment of Departmental Standard Operating Procedures and also Citywide procedures that will address all aspects of City government operations; and WHEREAS, the City Manager is also in the best position to understand and determine any gaps in City processes; and WHEREAS, standard operating procedures (SOPs) are known as step-by-step instructions compiled by a city to assist management and employees in carrying out operations. SOPs aim to achieve efficiency, quality output and uniformity of performance while reducing miscommunication and failure to comply with set standards and regulations; and Resolution No. 23-035 WHEREAS, the City Commission desires that, if necessary, the Interim City Manager secure a knowledgeable and capable non-attorney/non-law firm consultant to offer technical assistance in drafting Standard Operating Procedures in an amount not to exceed $25,000. However, if such technical support would exceed $25,000, the City Commission desires to directs the Interim City Manager to swiftly conduct a procurement to be finally approved by the City Commission; and WHEREAS, the City Commission desires that within ninety (90) days from the passage of this resolution that the Interim City Manager complete SOPs for departments specifically referenced within the State of Florida's "99 Findings" pertaining to the City operations. The departments shall include: a) police; b) finance; c) human resources and d) public works; and WHEREAS, at the completion of the ninety (90) days from the passage of this resolution, the Interim City Manager shall report on the status of completing all SOPs for all other departments not specially referenced in the "99 Findings"; and WHEREAS, SOPs shall also be reviewed and updated at least annually not later than December 31st of each year by the City Manager, or as otherwise deemed necessary by the City Commission; and WHEREAS, the City Commission finds that directing the Interim City Manager to establish and implement a comprehensive program for the creation, compilation, review and implementation of both departmental and Citywide Standard Operating Procedures in order to address all aspects of City operations, with SOPs related to the 99 Findings to be prepared within ninety (90) days as in the best interests of the City of Opa-Locka and its residents. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA: SECTION 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. SECTION 2. AUTHORIZATION The City Commission of the City of Opa-Locka hereby directs the Interim City Manager to establish and implement a comprehensive program for the creation, compilation, review, and implementation of Standard Operating Procedures within ninety (90) days, which shall focus on all City departments referenced in the "99 Findings" approved by the State of Florida Oversight Board to include the following: a) police; b) finance; c) human resources and d) public works. Further, the Interim City Manager is directed to secure, if necessary, a knowledgeable and capable non- attorney/non-law firm consultant to offer technical assistance in drafting Standard 2 Resolution No. 23-035 Operating Procedures in an amount not to exceed $25,000. However, if such technical support would exceed $25,000, the City Commission directs the Interim City Manager to swiftly conduct a procurement to be finally approved by the City Commission. At the completion of the ninety (90) days from the passage of this resolution, the Interim City Manager shall report to the City Commission on the status of completing all SOP"s for all other departments not specially referenced in the "99 Findings." The City Commission further directs an annual review and update of SOPs no later than December 31st of each year. SECTION 3. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re -lettered and corrections of typographical errors, which do not affect the intent of this Resolution may be authorized by the Interim City Manager, following review and approval by the City Attorney, without need of public hearing, by filing a corrected copy of same with the City Clerk. SECTION 4. This Resolution shall take effect upon the adoption and is subject to the approval of the Governor or Governor's Designee. EFFECTIVE DATE PASSED and ADOPTED this 22nd day of March, 2023. AT EST: Jo a j a Flores, City Clerk APPROVED AS TO FORM AND LEGAL SUFFICIENCY: dette N.rris-Weeks, P.A. Attorney John ". Taylor Jr., Mayor 3 Resolution No. 23-035 Moved by: Commissioner Williams Seconded by: Commissioner Kelley VOTE: 5-0 Commissioner Bass YES Commissioner Kelley YES Commissioner Williams YES Vice Mayor Ervin YES Mayor Taylor YES 4 City of Opa-locka Aeenda Cover Memo City Manager: Darvin Williams CM Signature: �J `L� //(4.64:2. Commission Meeting Date: 03.22.2023 Item Type: (EnterX in box) Resolution rdinance Other X Fiscal Impact: (EnterX in box) Yes No Ordinance Reading. (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Account#: (Enter Fund & Dept) Ex: Advertising Requirement: (EnterX in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Area: • Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) X • III MI � NI Sponsor Name Mayor Taylor Department: City Commission Short Title: A resolution directing the Interim City Manager and City Attorney to implement a program to ensure that there are effective policies and procedures in place and effectively implemented to address all aspects of City operations and responsibilities. Staff Summary: In conjunction with responding to the findings of the 1999 Operational Audit, staff has developed many dozen new policies and procedures to be added to the broad library of existing City and Departmental policies and procedures. It is further anticipated that the soon -to -be -released new Operational Audit report will address other areas of recommended improvement, possibly requiring new and/or further updated policies and procedures. To ensure continuing review, updating and effective ongoing implementation, as well as identification of the need for additional policies and procedures, staff recommends that a program be put in place under the direction of the Interim City Manager and the City Attorney to accomplish these goals. There is a position in the City Manager's adopted budget for an Internal Auditor who would have direct oversight of this project. Financial Impact - On an annualized basis, it is estimated that the Internal Audit position will cost between $80,000 and $100,000, including benefits. At this time, it is unknown as to whether additional external services may be required. Proposed Action: It is recommended that the City Commission approve legislation directing the Interim City Manager and City Attorney to implement a program to ensure that there are effective policies and procedures in place and effectively implemented to address all aspects of City operations and responsibilities. Attachment: