Policy and Procedure

This section of the city's web site contains policies and procedures that guide city government in its deliberations and operations.

• This site includes documents published for public comment as well as final policy adopted after due process. For planning purposes the index also refers to policy and procedure in earlier (typically incomplete and very rough) draft stages. Per the Policy on Policy, these will be available here once the city council has published them for public comment.
  

• To understand what policy and procedure is and how it is developed, please see Policy on Policy.
• Anyone may write a policy and submit it for consideration by the city council. If you are interested in developing a policy, see Authoring Policy and Procedure, below.

Policy Index

 

Policy Number	Relevant Code	Related Resolutions	Title	Description	Version	Status	Notes
1.01.010	1.01.010	2007-16	Policy on Policy	Defines policy and establishes procedure for adoption	2007.12.09	Adopted 12/13/2007 by Resolution 2007-16
2.20.090	2.20.090, Alaska Statute 29.20.010		Conflict of Interest Policy	Definition of competing and conflicting interest and how to handle them throughout city government	2008.03.03	Adopted 5/8/2008 by Resolution 2008-09
2.40.030A	2.40.030		Gustavus City Council's Involvement in Public Issues	Lists factors to consider when deliberating whether an issue will be addressed by the city council.	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
2.40.030B	2.40.030, 8.01.2		Fair and Open Access and Competition Policy	Regulations shall "assure open and fair access by all" to all public city facilities.	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
2.40.030C	2.40.030, Title VI		Place Names	How the city names places and facilities	2008.07.15	Draft	Planning committee's recommendation to City Council per its meeting 7/14/08
2.40.150A	2.40.150, Title VI		Responsibility of Boards, Commissions & Committees	Describes creation of committees and departments	?	Draft	Two versions on paper watermarked "Draft" in "Sandi's" packet Neither seems to say anything not already in ordinance 2.40.150, except "committees shall be staffed with a cross-section of the community to the maximum extent possible."
2.40.150B	2.40.150, Title VI		Public Comment Policy	Requires posting of committee and council meeting agendas and time during meetings for public comment.	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
2.40.150C	2.40.150, Title VI		Audience Participation During Meetings	Overlaps with 2.40.150 but specifies 3-minute time limit and does not address postings	?	Draft	3.03.050
2.40.250	1.02.020		Conduct of the Strategic Planning Committee	Directs the creation of a strategic plan	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
2.70	2.70		Information and Communication	Defines and directs management of paper and electronic records and correspondence.	2008.09.08	Draft	Nate has begun an outline to prompt initial discussion.
2.70.030	2.70.030		E-Mail Collection Policy	Directs that official electronic communications be addressed to a city e-mail address for central management	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet includes discussion thread referring to various other drafts on this topic.
3.03.050	3.03.050, 3.04.100		Employee Evaluations, Pay Raises, Vacation, and Sick Leave	See title.	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet with comments
3.03.200	3.03		City Employee Payment and Earnings Policy	Established pay rates	2006.06.08	Legacy adopted 6/8/2006
4.04.040A	4.04.040, 4.01.040		Budget Formulation Policy	Responsibilities and schedule for city entities to prepare budget	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
4.04.040B	4.04.040, 4.01.040		Capital Project Planning and Development	Mandates a project planning process	?	Draft	Paper copy in "Sandi's" packet
4.04.040C	4.04.040, 4.01.040		Committee Work Plans, Budgets, Scoping Forms	Mandates Annual Work Plans and Project Scoping Forms and delegates certain duties to Planning Committee.	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
4.04.040D	4.04.040, 4.01.040		Annual Planning Policy	Directs development and review of annual operating and capital budgets and work plans.	2009.12.02	Draft	Intended to incorporate and replace 4.04.040A-C
4.12.010	4.12.010, 4.12.020, 4.12.030		City Banking Policy	Directs opening specific accounts and and establishes working balances.	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet marked "published."
4.13.090	4.13.090		Endowment Fund Grant Policy	Procedure with schedule for administering Endowment Fund Grant Program	?	Draft	Paper copy watermarked "Draft" in "Sandi's" packet
4.13.091	4.13.090		Endowment Fund Grant Guidelines	How to submit a proposal for funding from the Endowment Fund Grant Program	2008.06.29	Draft	E-mail from Finance Committee member Bruce Tedtsen to Nate Borson 7/8/08
4.15.150	4.15.150, 2.40.030		Liquor License Application and Renewal Policy	How to deal with liquor license applications	2008.05.04	Draft	Approved at 5/5/08 planning meeting with  added sales tax status provision
6.01	6.01		Library Policy and Procedure	Various library policies and procedures		Legacy
6.04.040			New Road Construction Quality Standards	Roads constructed in Gustavus since the community became a City shall at least meet the standards herein in order to qualify for City maintenance.	2007.09.13	Legacy adopted 9/13/2007	Policy was published for a month. No resolution was passed.
8.01.1	8.01.1		Salmon River Harbor Policy and Procedures	General principles to guide adoption of rules, regulations, and operating procedures	2007.12.10	Adopted 5/8/2008 by Resolution 2008-08

 

Organization of policy and procedure

Pending further guidance, policy and procedure is structured into titles, chapters, and sections loosely mirroring the municipal code per this discussion between council members.

Numbers

Policy numbers are in the format title.chapter.section based loosely on the most relevant part of the municipal code. Example: 1.01.010. A sequential letter is appended when multiple policies relate to the same code section. Example: 1.01.010.B

The letter A is assumed for the first policy related to a code section, thus 1.01.010 is equivalent to 1.01.010.A

Versions

Versions are the date the document was last modified in format YYYY.MM.DD, with a sequential letter appended in case of multiple versions from the same day. Example: 2008.03.14.B

The letter A is assumed for the first version of the day, thus 2008.03.14 is equivalent to 2008.03.14.A

Status

According to the Policy On Policy, the work flow for policies can be summarized thusly:

1. Draft: Any version not yet published for public review at a city council general meeting.
2. Published: Public draft introduced at a regular city council meeting and posted for public review.
3. Adopted: Adopted by resolution at a regular city council meeting. Link to the resolution.
   
4. Rejected: Rejected at a regular city council meeting
5. Legacy: A policy adopted before the Policy On Policy. Should be reviewed under the new procedure and adopted, modified, or rejected.
   

Authoring Policy and Procedure

Anyone can draft Policy and Procedure for consideration by the city council. If the policy makes it far enough it must be published here for public review. This section describes the technicalities of adding a new policy to the city web site where it can be formally considered and adopted or rejected by the city council.

1. Log in to the city's web site with an account with sufficient privileges.
2. Review the municipal code to determine the section most relevant to your draft policy. Note the title, chapter, and section; this will be your policy number.
3. View the contents of the policy folder.
4. Check the box to select the policy template and click Copy.
5. Click on the appropriate title folder to open it, then click Paste. If you don't have permission to paste in the policy folder you can paste into your home folder and have a system administrator move the file later.
6. Click the box to select the policy you just pasted, then click rename.
7. For the short name use the policy number, such as 1.01.010 . For the title use the short name followed by the policy title, such as 1.01.010 Policy On Policy .
8. Click the policy to open it, then click the edit tab to begin creating the policy.
9. Click save when done. Click the "send this" link and address the message to planners@gustavus-ak.gov to begin the review process.

Managing Policy and Procedure

Presently the Strategic Planning Committee is reviewing draft policies and should use the following procedure to guide new policies through the approval process.

1. Follow the above procedure to author a new policy. If someone has submitted a policy in some other way, i.e. in a Word document via e-mail, use the above procedure to add the policy to this section of the city's web site.
2. Add the policy to the index table on this page. The Status will be Internal Draft.
   
3. Consider the policy at the next regular planning committee meeting. Re-write as needed and submit to the city council for their consideration.
4. When the city council publishes the policy at a regular city council meeting, change the Status of the policy to published and note the date, linking to the meeting minutes if available. Also change the state of the page in the content management system to externally visible. This involves two steps - submit for publication and publish externally.
5. When the city council acts on the policy, change the status to accepted or rejected. In the former case note the resolution number and date and link to the resolution. In the latter case note the date and link to the minutes.