0-Policy_Manual_Handbook (2)
Policy Manual
2016
City Council & City Manager Administrative Policy
Records Management
Office of the City Manager
Rohnert Park City Hall
Office of the City Clerk
130 Avram Avenue
City of Rohnert Park
Rohnert Park, CA 94928
Adopted 12/20/2016
City of Rohnert Park City Council & City Manager Administrative Policy
Table of Contents
Chapter 1 - Introduction ................................................................................................................... 3
1.1 Purpose of a Policy Manual ........................................................................................................ 3
1.2 Benefits of a Policy Manual ........................................................................................................ 3
1.3 What is a Policy? ........................................................................................................................ 3
1.4 The Role of Procedures and Forms ............................................................................................. 4
1.5 The Connection between Mission and Policy ............................................................................. 5
1.5 Policies Empower ....................................................................................................................... 6
1.6 Organizational Culture and Policies ............................................................................................ 6
1.7 Policy Types ............................................................................................................................... 6
Chapter 2: Writing Policies ............................................................................................................... 6
2.1 Write, Edit, Re-Write, Edit, Re-Write .......................................................................................... 6
2.2 Clarity, Conciseness, and Coherence .......................................................................................... 6
2.3 Write for Your Reader ................................................................................................................ 7
2.4 Professional Writing Style .......................................................................................................... 7
2.5 Make It Look Good ..................................................................................................................... 8
Chapter 3: Responsibilities & Approval Process ................................................................................ 8
3.1 Responsibilities .......................................................................................................................... 8
3.2 Review and Approval Process..................................................................................................... 8
CHAPTER 4: Distribution & Accessibility ............................................................................................ 9
4.1 Distribution ................................................................................................................................ 9
4.2 Printed Policy ............................................................................................................................. 9
APPENDIX A - Policy Templates ....................................................................................................... 10
Appendix B - Policy Documents ....................................................................................................... 13
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City of Rohnert Park City Council & City Manager Administrative Policy
C HAPTER 1 - I NTRODUCTION
This Policy Manual outlines a comprehensive program designed to effectively manage all aspects
of the City Council & City Manager Administrative Policy Manual and associated procedures in a
professional, efficient and effective manner.
1.1 Purpose of a Policy Manual
The City’s policies establish a framework that promotes organizational fairness and
consistency and is designed to guide staff on effectively applying methodology to ensure
organizational efficiency.
1.2 Benefits of a Policy Manual
Provides an easily understood, logical plan for organizing regulatory information.
Identifies and structures key information for staff in a readily searchable online format.
Creates efficiency and consistency by promoting standardization and uniformity through
the use of policy templates.
Defines, distinguishes and structures policy and procedural information into meaningful
categories.
Utilizes current technologies to communicate essential information in a timely and user-
friendly manner.
Implements a numeric indexing system for every policy that allows for easier
management, cross-referencing, communicating and tracking.
Establishes department accountability and responsibility by designating a Policy
Coordinator to manage all processes associated with the development and updating of
policy assigned to a particular department.
Establishes the framework that allows minimum resources to manage the online manuals
and keep them current.
Helps the City achieve its mission by effectively communicating essential information.
1.3 What is a Policy?
Writing policies that are effective, enforceable, and accepted by management and employees
can be challenging. To develop “good” policies that enhance rather than hinder the chances of
achieving organizational objectives, it helps to understand exactly what a policy is and how it
relates to such concepts as mission, objectives and procedures.
A policy is a predetermined course of action established as a guide toward accepted objectives
and strategies of the organization.
A first step in writing policies is agreeing on what a policy is and how it differs from a procedure.
The two terms are often used interchangeably, but they are a bit different. Simply stated, a
POLICY lays out what needs to be done, and a PROCEDURE describes how it should be done.
Procedures describe exactly how to carry out the policy, contain much more detail, and may
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PolicyForm it should be doneHOW•Procedure needs to be doneWHAT•
City of Rohnert Park City Council & City Manager Administrative Policy
indicate the use of associated forms to successfully execute the terms of a particular policy.
1.4 The Role of Procedures and Forms
To reiterate, a POLICY sets a predetermined course of action in motion and is established as a
guide toward accepted objectives and strategies of the organization. It establishes guiding
parameters at a much higher level than a procedure. PROCEDURES are methods – they are ways
of carrying out a policy. FORMS may be part of a procedure as well; in other words, to carry out
a procedure it may be necessary to complete one or more forms. For example, the City may have
a policy that every employee starting with the City participates in an orientation interview.
Procedures can be developed on how that interview should be conducted while a form or
checklist can help assure and document that a particular new employee orientation was carried
out according to established policies and procedures.
The connection of POLICY-to-PROCEDURE-to-FORM raises another important point: policy
development needs to be coordinated with procedures and forms management. New policies or
revisions to old policies may spawn new procedures. New procedures may require revision of old
forms or the creation of new ones.
DEFINITIONS REITERATED:
1. POLICY – a course of action outlining WHAT needs to be done (i.e. sets a predetermined
course of action in motion and is established as a guide toward accepted objectives and
strategies of the organization)
2. PROCEDURE – method describing HOW it should be done (may include the use of
corresponding FORMS to effectuate policy objectives)
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1.5 The Connection between Mission and Policy
Without policies, boundaries and baselines related to the City’s mission and objectives would not
exist. City of Rohnert Park’s Mission Statement:
“We care for our residents by working together to build
a better community for today and tomorrow.”
From a well written mission statement objectives can be set and from objectives, policies can be
created. Just as a mission or vision for your organization is a prerequisite to policy development,
so too are strategic objectives. Objectives are like goals; they direct the staff’s attention to
important factors in running the organization and help define unique ways to enhance
performance of individuals and the organization as a whole.
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1.5 Policies Empower
Many people think of organizational policies in a negative light: as a means to control employee
behavior. However, there is a more positive side to policies. They can actually empower
employees. It is true that many policies seem restrictive in nature and many need to be to
promote good internal controls; however, policies also provide staff with a degree of freedom
within defined boundaries. With good policies in place, staff is able to execute their duties; they
are free to act within the limits set by policy; without constant managerial oversight. In that way,
policies empower staff to do the right thing.
1.6 Organizational Culture and Policies
Although templates can provide a head start on policy development, other factors must be
considered when writing polices. Of primary consideration is the organization’s culture. The staff
person writing policy needs to understand how the policy can be developed to fit the
organization’s culture in order to enhance compliance. Another important consideration should
be given to writing policy that is neither too broad nor too deep thereby maximizing the
opportunity for seamless implementation.
1.7 Policy Types
The City generates and maintains two different types of policy; 1) City Council Policy, and 2) City
Manager Administrative Policy. City Council Policy typically outlines rules and regulations that
when enforced, point outward towards the community thereby having a direct effect on
residents. City Manager Administrative Policy on the other hand, creates rules and guidelines
that are inwardly focused and designed to create internal organizational efficiency. This policy
type generally only affects staff with little to no direct impact on community members.
C HAPTER 2: W RITING P OLICIES
2.1 Write, Edit, Re-Write, Edit, Re-Write
Use the City’s standardized policy templates housed on the Employee Intranet (Sharepoint)
located in the Policy folder housed on the City Clerk’s page. Examples of these templates are
also included in this manual for your reference (Appendix A).
Write the first draft, then have someone else proofread it. Find a proofreader who understands
your organization’s objectives for writing the policy and who understands the needs of parties
affected by the proposed policy. Revise as needed until you have it right. Taking the time to
prepare a well-written and attractive document initially will help ensure the effective application
of the policy objectives.
2.2 Clarity, Conciseness, and Coherence
When writing and editing polices, make changes that promote the three Cs: clarity, conciseness,
and coherence. Keep your writing simple and straightforward. Most serious policy readers will
want to read the document quickly. Clarity is extremely important.
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Clear writing is understandable and easy to read. If your writing has clarity, your reader will
immediately grasp your meaning; he or she will not have to stop and figure out your meaning. Be
clear and direct. Make every word advance your meaning. Weed out unnecessary words. Delete
redundancies, needless phrases, overblown phrases, and clichés. For your policy to be clear and
for subsequent procedures to be exact, each and every policy that you write should contain
accurate and complete information expressed concisely.
Coherence is about good logic, linking sentences, and discernable threads of thought. Coherent
writing will lead the reader through your policy. You should evaluate coherence in your policies.
Look at your sentences and how they make up your paragraphs. Do your sentences help weave a
good story or are they random thoughts that do not link well with the other sentences and
paragraphs? Are the sentences in each paragraph unified? Do your sentences and paragraphs
communicate your message in a clear and logical way? Your policy will be coherent if the
relationships between the sentences in each paragraph are clear and logical and the links or
relationships between paragraphs and sections are readily apparent.
2.3 Write for Your Reader
Consider who will read your policies. A variety of people may need to review the policies
contained in your manual. A thorough analysis of your readers’ needs before you write is critical.
Think about the information you need to convey to the staff of the organization and anticipate
questions your reader might have after reviewing. The answers to those questions should then
be incorporated into the first draft of each policy.
2.4 Professional Writing Style
The critical factors in policy writing, just like other forms of writing are: organization, a
professional writing style, and proper grammar.
Here are some tips on writing style:
Keep your writing simple. Do not use inflated language. Don't make the ordinary seem
extraordinary by using big words. Don't obscure meaning by using unfamiliar words and
phrases. That approach can frustrate the staff that needs to know exactly the meaning of
the policy. When it comes to writing the policy, it's best to strive for simplicity.
Use jargon judiciously. Jargon is sometimes good because it offers professionals a precise
and efficient way to communicate with one another. However, if a reader of your policy is
not familiar with the jargon, your meaning will be obscured.
Use conservative business language free from typographical errors and misspellings.
Pretest the policy before you submit it to the ultimate readers. Part of the approval
process of a policy should help with this requirement. Find some reviewers who possess
the valuable mix of English proficiency and good business judgment. Solicit constructive
feedback.
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2.5 Make It Look Good
Take the time to make the policy look good; appearance and presentation are important. They
make statements about you and your organization and most importantly, well-structured policy
documents are easier to follow and interpret thereby promoting organizational efficiency.
Look at every page for appropriate use of charts, tables, white space, and formatting. Find the
right balance of text, numbers, charts, and tables. A policy that is cluttered with too many charts,
tables, pictures, and diagrams can lose its edge.
Create the layout, style, design, and presentation to appeal to the reader and make reading easy.
Long paragraphs, crowded pages, poor use of white space, and poor print quality all discourage
the reader. Techniques like bullet points, photographs, illustrations, graphs, and charts make
your message easier to convey. They also grab attention and allow the reader to move faster
through the policy. Crowding a page with information will either intimidate or annoy the reader.
Here is a list of tips to help you create a great looking policy document:
Achieve good balance between text and visuals (charts, graphs, and tables).
Use photographs effectively.
Use illustrations effectively.
Use bullet points to offset information from the text.
Use white space effectively.
C HAPTER 3: R ESPONSIBILITIES & A PPROVAL P ROCESS
3.1 Responsibilities
The City Clerk’s Office is responsible for managing policies and facilitating all associated
processes as the City’s designated Policy Coordinator. The Project Coordinator will lead all policy
development from conception to completion. Specific policy writing needs shall be confirmed
collectively by the Leadership Team and assigned to a specific department to develop. Once the
conceptual idea is approved by the City Manager and policy type is designated (i.e. City Council
or City Manager Administrative Policy), delegation of specific policy writing assignments shall be
determined by the associated department head.
3.2 Review and Approval Process
When reviewing draft policy documents, the department head shall be responsible for ensuring
each draft complies with all standards outlined in this manual before submitting to the City
Manager for final approval. If the policy requires City Council approval, the assigned department
shall also prepare a staff report to be submitted in conjunction with the draft policy for City
Manager approval.
Following City Manager approval, the policy is submitted to the Policy Coordinator for final
processing which includes assigning a policy number, updating the index, archiving in the records
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Policy Coordinator Finalizes PolicyConceptual Idea Approved by City ManagerAssigned to DepartmentDraft Created by Staff & Approved by Department HeadDraft Submitted to City Manager for
Final Approval City Manager Administrative PolicyCity Council Policy (Prep for Council Approval)Policy Coordinator Determines Disposition 1) Assigns #; 2) Updates Index; 3) Archives
Policy; 4) Posts to Intranet; 5) Distributes & Files Policy
City of Rohnert Park City Council & City Manager Administrative Policy
management system (Laserfiche), posting to employee intranet (Sharepoint), distributing as
appropriate and filing in the Policy Manual binder.
Summary of Review & Approval Process
CHAPTER 4: D ISTRIBUTION & A CCESSIBILITY
4.1 Distribution
The Policy Coordinator will distribute adopted policies to interested parties and will also post an
e-copy to the Employee Intranet, Sharepoint to maximize accessibility for staff.
4.2 Printed Policy
The City’s hard copy policy manual is housed in the City Clerk’s Office and is available to staff for
review upon specific request. The Policy Coordinator is responsible for the upkeep and
maintenance of the hard copy version of the City’s Policy Manual.
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APPENDIX A - P OLICY T EMPLATES
Policy templates are housed on the Employee Intranet (Sharepoint) and should be downloaded
from that site for use. The templates below are representative only and are included here for
visual reference only.
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A PPENDIX B - P OLICY D OCUMENTS
The policy index and individual policy documents are available to staff on the Employee Intranet
(Sharepoint). Follow this link for access.
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