by

City Clerk’s Office:Jolynn DonhoffBrenda Evans

Define Phase

Writing and receiving approval of new ordinances; and

The process of consolidating general and permanent legislation, then organizing it into a code of ordinances. (Source: Municode.com)

Codification:

DMAIC Justification A process existed – somewhat

complex with many different stakeholders

The process had potentially serious issues – i.e. defects

The solution was not evident The impact of the issues if they were

to happen would be significant –time-consuming, labor-intensive, and expensive to fix

Clearly define project, scope, customer expectations

Define Phase

Individuals may use versions of the City’s Code of Ordinances and Land Development Regulations (Codes) that are out-of-date (not current). The RISKS include: (1.) staff using an out-of-date version of the Code to draft new Codes (ordinances), which perpetuates errors in the Code; and (2.) Individuals making erroneous decisions based on referencing an out-of-date version of the Code.

Problem Statement

Define Phase

Define Phase

• Multi-question survey conducted with six persons:

o One citizeno One developero One ELT o Two City Councilo City Attorney

Voice of the Customer Analysis

Define Phase

Establish measures and capture the current state and determine root causes

Measure/Analyze Phases

• Purpose: FMEA analyzes two specific ways the Codification process can go wrong

Use of version of Code to draft new ordinancesUse of version of Code to make decisions

Measure/Analyze Phase

Create and pilot an improved process

Solutions

Improve Phase

Improve Phase

Improve Phase Visual Summary: SOP Writing and Receiving Approval of New Ordinances

Do not use this page alone. You must refer to each of the complete steps and details on the previous pages to offset risk associated with the seven step procedure.

1• Use the official code at http://www.titusville.com/Code.asp  • Identify chapters/articles/sections that need to be amended

2• Work with your department's ELT and City Manager to request advisability(permission) from City Council

• Caution: Before you request advisability, communicate with any other ELT Members/Departments whose procedures or protocols may be affected by the proposed code changes (if any). 

3,4• If City Council approves advisability, use the official code to immediately begin writing the proposed new ordinance, which MUST be presented in strike‐through and underline and using WORD format only

• Write the new ordinance in strike‐through and underline, and Word format• Include all structural components required in an ordinance 

5• Circulate the proposed ordinance to your immediate supervisor and/or your department's ELT and the City Attorney for feedback. Revisions are often necessary to get it right and ensure conformity with legal requirements. Then, check with the City Clerk to ensure the ordinance is properly advertised. 

6• Work with the City Manager/City Clerk to place the proposed ordinance under the appropriate section of the City Council Agenda. Use Administrative Policy      No. 2‐4 Report to Council to ensure placement of all City Council agenda items. The City Clerk will assign a number to the ordinance one day prior to publishing

7• After the City Council meeting and final public hearing, if City Council approved the proposed ordinance, the City Clerk will submit the newly approved ordinance for signature. The City Clerk will also update the online official code page where newly approved ordinances await incorporation into the Codes. 

Implement, transition, and control new process and outcome

Key Actions Mistake-proofing –

Poka yoke Standardization Plan Implementation New Process

Code Books S.O.P. for new

ordinance

Translate importance and costs

Control Phase

Implementing Changes to Codification Process - Force-Field Analysis

Driving Forces Improve customer service

& satisfaction Provide means for

standardization, consistency, & accuracy

Improve staff efficiency Cost savings Offset risk associated with

- making erroneous decisions

- Litigation - Loss of the public’s trust

Restraining Forces Lack of employee buy-in Individuals ignoring the

information they need on the new changes

We have always done it this way mentality

Habit Individuals not following

the new S.O.P. for writing new ordinances

Control Phase

Control PlanLSS PurposePlans, documents, charts used to sustain the new process andprovide a reaction plan if/when the new procedure deviates from the new processClerk’s Control Plan1. Communicate and reinforce the benefits of following the new

processes to ELT/all employees2. All employees made aware of Citywide S.O.P. system and the

new S.O.P. for writing new ordinances3. Citywide S.O.P. system will require scheduled updates to

prevent procedures from become stale/stagnant4. Make all ELT/employees aware of the official source of the

Code5. The Clerk’s Office will inspect and update ALL codebooks held

by staff and any board member as new paper supplements are received from the codification vendor

6. Internal training – revisited once a year7. Use FMEA to carry out solutions and re-evaluate in 3-6

months using RPN numbers

Lessons Learned DMAIC/LSS tools brought issues to

the surface – ex. V.O.C. Variation existed Methodical approach With the Lean process vast

improvements can be made

What’s Next? Project for submitting new approved

ordinances for signature.We just did it – Quick win!

Future projects - Ask staff to list what procedures they feel could be improved. Prioritize these.

Example: City-wide email management

A shift to a culture of continuous improvement.