Approval And Routing Procedures For Executive Orders (AEO), Emergency Orders (EO), and Executive Policies and Procedures (AEP) Document Code No.: INF 7-1B-2 (AEP)
Department/Issuing Agency: Division of Records and Elections, Records Management Section
Effective Date: March 14, 2005
Approved: /s/ Ron Sims
Type of Action: Superseding INF 7-1B-1 (AEP), May 19, 1989, INF 7-1C1 (AEP), May 19 1989, and INF 7-1H (AEP), May 19, 1989
1.0 SUBJECT TITLE: Approval and Routing Procedures for Executive Orders (AEO), Emergency Orders (EO) and Executive Policies and Procedures (AEP)
2.0 PURPOSE: 2.1 To establish uniform procedures for the adoption of King County Executive Orders, Policies and Procedures and Emergency Orders.
3.0 ORGANIZATIONS AFFECTED: 3.1 This policy affects all King County Executive Branch departments, divisions and agencies and, in addition, any non-Executive Branch King County departments adopting this policy. 4.0 REFERENCES: 4.1 King County Charter Section 320.20 - Powers and Duties 4.2 RCW 38.25 - Emergency Management 4.3 WAC TITLE 118 - Department of Emergency Services 4.5 INF 7-1G-1 (AEP) "Writing King County Public Rules and King County Policies and Procedures."
5.0 DEFINITIONS: 5.1 "Emergency Orders" (EOs) are one type of directive at the administrative policy level. They can be proclamations, declarations, orders, or other formal statements issued by the Executive stating that an emergency situation exists and authorizing extraordinary actions in response to that emergency. 5.2 "Executive Orders" (AEOs) are one type of directive at the administrative policy level. They are formal statements issued by the Executive mainly for the limited purpose of delegation of authority or responsibility. 5.3 "Executive Policies and Procedures" (AEPs) are one type of directive at the administrative policy level. They are statements of policy and procedure that could have application throughout most or all King County agencies. 5.4 "Executive Policy Review Group" Reviews and provides comments on all Executive Policies and Procedures (AEPs). The group includes, the King County Executive, department directors, division directors, the program development managers, the Office of the Citizen Complaints, the chief civil deputy of the Prosecuting Attorney’s Office, and the Records Management Section of the Records, Elections and Licensing Services Division.
6.0 POLICIES: 6.1 Emergency Orders will override all other Executive Orders or Executive Policies and Procedures for the duration they are effective or as provided by State law and County ordinance. 6.2 The effective date of Executive Orders (AEOs) and Executive Policies and Procedures (AEPs) will be ten (10) days after Executive signature. The effective date of Emergency Orders will be the date of Executive signature. 6.3 Amending, superseding, or repealing an existing directive will follow the same approval process as the adoption of a new directive. 6.4 Executive Policies and Procedures (AEP) will be distributed to the Executive Policy Review Group for a two-week review and comment period. If any comments received substantially change or alter the contents of the document, the initiating agency should coordinate with the person providing comments and reach a mutual understanding and agreement on the issue prior to sending the policy to the Executive for signature.
7.0 PROCEDURES: Action By: Initiating Agency Action: 7.1 Draft a new (or amend, supersede, or repeal an existing) Executive Order or Executive Policy and Procedure in conformance with INF 7-1G-1 (AEP).
REVIEW PROCESS: Action By: Initiating Agency Action: 7.2 Use internal agency procedures for approval of draft directives by agency director. 7.2.1 For complicated or controversial directives, circulate the preliminary draft to other agencies determined to be affected.
7.3 Distribute draft of directive to King County departments and agencies along with the Review and Comment Form on Appendix 9.1 as attachments to electronic mail for a minimum two-week review and comment period. Use the ZZGrp, Executive Policy Review Group as an addressee. 7.3.1 For directives that are being amended, include a summary of changes on the electronic mail transmission.
Action By: Records Management Section and other agencies as needed Action: 7.4 Review the draft directive for format, document code number, and directive level. Complete Review and Comment Form and return to initiating agency within two weeks.
COLLECTION OF COMMENTS: Action By: Initiating Agency Action: 7.5 Collect Review and Comment Forms from county agencies for two weeks after date draft is distributed (date is indicated on Review and Comment Form). 7.5.1 The only Review and Comment Form required to be collected for adoption of directive is the Review and Comment Form from the Records Management Section.
7.6 Revise draft as necessary. 7.6.1 If the revision differs substantially from the circulated draft, the initiating agency should consider a new two-week review and comment period.
7.7 Prepare a cover memo to the Executive stating that the formal county two-week review and comment process was completed and incorporated and that Records Management approval was received. Also include a brief summary of any major revision since the review and comment period, and for amendments, include a brief summary of changes. Attach the following to the cover memo: (1) The directive original; (2) A copy of all Review and Comment Forms received; and (3) A complete copy of document being amended (for directives being amended only).
Action By: County Executive Action: 7.8 Sign original in the "Approved" section of letterhead. For Executive Orders and Emergency Orders, also sign the last page.
Action By: Executive Office Action: 7.9 Send original signed copy of Executive Orders, Executive Policies and Procedures, and Emergency Orders to Records Management Section.
Action By: Records Management Section Action: 7.10 Assign directive a Document Code Number, complete "Effective Date" and "Code Number" on cover and following pages. 7.11 Forward Executive Orders or Emergency Orders to the Director, Records, Elections and Licensing Services Division.
Action By: Director, Records, Elections and Licensing Services Division Action: 7.12 Sign Executive Order or Emergency Order in the Attest section at close of directive. 7.13 Transmit original to Records Management Section after signature.
Action By: Records Management Section Action: 7.14 Publish the directive on the King County Web and notify all the county manual stations of the newly published directive. 7.15 Maintain permanent originals, backup documentation, and index for all Executive Policies and Procedures, Orders, and Emergency Orders.
EXECUTIVE ORDERS AND EMERGENCY ORDERS Action By: Initiating Agency Action: 7.16 For Executive Orders (AEOs) and Emergency Orders (EOs), follow steps 7.8 through 7.15.
8.0 RESPONSIBILITIES: 8.1 The Initiating Agency 8.1.1 Ensures that all provisions of this Executive Policy and Procedures are met, including: a. County review and comment of all proposed directives; b. Standardized format in conformance with INF 7-1G-1 (AEP).
8.2 The County Executive 8.2.1 Approves and signs all Executive Orders, Executive Policy/ Procedures, and Emergency Orders.
8.3 The Executive Policy Review Group (on-line review) 8.3.1 Reviews and comments on all Executive Policies and Procedures, excluding Executive Orders and Emergency Orders.
8.4 The Records Management 8.4.1 Reviews format for all Executive Orders, Emergency Orders, and Executive Policy and Procedures. 8.4.2 Assigns, and completes on originals, the Document Code Number, Effective Date, and page headings for each page of directive. 8.4.3 Publishes the new directives on the King County Web and notifies county manual stations of the newly approved directive. 8.4.4 Maintains originals of all Emergency Orders, Executive Orders and Executive Policy and Procedures, including all backup documentation. 8.4.5 Maintains an index of all Executive Orders, Policy/ Procedures, and Emergency Orders. 8.4.6 Ensures that the membership list for the Executive Policy Review Group, is updated as often as necessary.
9.0 APPENDICES: 9.1 Review and Comment Form (PDF)
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