MuniAgenda External Workflows
City of Clearwater Business Rules by Category and Workflows
In the workflow processes, the item originator’s department director should approve all the
items. After this, it is the category/workflow that determines other required reviewers. The
categories/external workflows available are as follows:
1. Agreement/Contract/Settlement with cost
2. Agreement/Contract without cost
3. Annexations, Land Use Plan and Zoning
4. Appointment/Re-Appointment
5. Appropriations and Funding
6. Basic Purchasing Item
7. Basic Purchasing Item for another Department
8. Bonding
9. Ordinances and Resolutions
10. City Attorney Item
11. Clerk Item
12. Construction Contracts – All Departments other than Public Works
13. Construction Contracts –Public Works originating
14. FTE
15. Other
16. Plat Files
17. Purchasing Item with a Contract Document
18. Purchasing item with a lease purchase
19. Purchasing item with a lease purchase for another department
20. Rate/Fee increases – All
21. Real Property Basic Lease from the City
22. Real Property Lease to the City
23. Routine Pension Item
24. Second Reading
25. Service Award
26. Vacation of Easements and Rights of way
Page 1 of 18
Agreement/Contract/Settlement with cost
1.
Steps:
1. Originator
2. Originator’s Department Director
3. Budget Director
4. Legal Administration Manager
5. Attorney
6. City Clerk
7. Assistant City Manager
8. City Clerk
9. City Manager
10. City Clerk
2. Agreement/Contract without cost
Steps:
1. Originator
2. Originator’s Department Director
3. Legal Administration Manager
4. Attorney
5. City Clerk
6. Assistant City Manager
7. City Clerk
8. City Manager
9. City Clerk
3. Annexations, Land Use Plan and Zoning
Steps:
1. Originator
2. Originator’s Department Director
3. Legal Administration Manager
4. Attorney
5. City Clerk
6. Assistant City Manager
7. City Clerk
8. City Manager
9. City Clerk
Page 2 of 18
Appointment/Re-Appointment
4.
Steps
:
1. Originator
2. Originator’s Department Director
3.
City Clerk
5. Appropriations and Funding
Steps:
1. Originator
2. Originator’s Department Director
3. Finance Director
4. Budget Director
5. City Clerk
6. Assistant City Manager
7. City Clerk
8. City Manager
9. City Clerk
6. Basic Purchasing Item
Steps
:
1. Originator
2. Originator’s Department Director
3. Purchasing Manager
4. Budget Director
5. Legal Administration Manager
6. Attorney
7. City Clerk
8. Assistant City Manager
9. City Clerk
10. City Manager
11.
City Clerk
Page 3 of 18
7. Basic Purchasing Item for another Department
Steps
:
1. Originator
2. Originator’s Department Director
3. Purchasing Manager
4. Budget Director
5. Legal Administration Manager
6. Attorney
7. City Clerk
8. Using Department Director
9. City Clerk
10. Assistant City Manager
11. City Clerk
12. City Manager
13.
City Clerk
8. Bonding
Steps:
1. Originator
2. Originator’s Department Director
3. Finance Director
4. Legal Administration Manager
5. Attorney
6. City Clerk
7. Assistant City Manager
8. City Clerk
9. City Manager
10. City Clerk
9. Ordinances and Resolutions
Steps:
1. Originator
2. Originator’s Department Director
3. Legal Administration Manager
4. Attorney
5. City Clerk
6. Assistant City Manager
7. City Clerk
8. City Manager
9. City Clerk
Page 4 of 18
10. City Attorney Item
Steps:
1. Legal Department Originator
2. Legal Department Director/City Attorney
3. City Clerk
11. Clerk Item
Steps
:
1. Originator
2. Originator’s Department Director
3. City Clerk
12. Construction Contracts – All Departments other than Public Works
Steps:
1. Originator
2. Originator’s Department Director
3. Engineering Director
4. Purchasing Manager
5. Budget Director
6. Legal Administration Manager
7. Attorney
8. City Clerk
9. Assistant City Manager
10. City Clerk
11. City Manager
12. City Clerk
13. Construction Contracts –Public Works originating
Steps
:
1. Originator
2. Originator’s Department Director
3. Purchasing Manager
4. Budget Director
5. Legal Administration Manager
6. Attorney
7. City Clerk
8. Assistant City Manager
9. City Clerk
10. City Manager
11. City Clerk
Page 5 of 18
14. FTE
Steps:
1. Originator
2. Originator’s Department Director
3. Human Resources Director
4. Budget Director
5. City Clerk
6. Assistant City Manager
7. City Clerk
8. City Manager
9. City Clerk
15. Other
Steps
:
1. Originator
2. Originator’s Department Director
3. City Clerk
4. Assistant City Manager
5. City Clerk
6. City Manager
7. City Clerk
16. Plat Files
Steps:
1. Originator
2. Originator’s Department Director
3. Development Review Manager (Planning)
4. City Clerk
5. Assistant City Manager
6. City Clerk
7. City Manager
8. City Clerk
Page 6 of 18
17. Purchasing Item with a Contract Document
Steps:
1. Originator
2. Originator’s Department Director
3. Purchasing Manager
4. Budget Director
5. Legal Administration Manager
6. Attorney
7. City Clerk
8. Assistant City Manager
9. City Clerk
10. City Manager
11. City Clerk
18. Purchasing item with a lease purchase
Steps:
1. Originator
2. Originator’s Department Director
3. Purchasing Manager
4. Debt Manager
5. Budget Director
6. Legal Administration Manager
7. Attorney
8. City Clerk
9. Assistant City Manager
10. City Clerk
11. City Manager
12. City Clerk
19. Purchasing item with a lease purchase for another department
Steps:
1. Originator
2. Originator’s Department Director
3. Purchasing Manager
4. Debt Manager
5. Budget Director
6. Legal Administration Manager
7. Attorney
8. City Clerk
9. Using Department Director
10. City Clerk
11. Assistant City Manager
12. City Clerk
13. City Manager
14. City Clerk
Page 7 of 18
20. Rate/Fee Increases – All
Steps:
1. Originator
2. Originator’s Department Director
3. Finance Director
4. Budget Director
5. Legal Administration Manager
6. Attorney
7. City Clerk
8. Assistant City Manager
9. City Clerk
10. City Manager
11. City Clerk
21. Real Property Basic Lease from the City
Steps:
1. Originator
2. Originator’s Department Director
3. Public Works Real Estate Coordinator
4. Risk Manager
5. Legal Administration Manager
6. Attorney
7. City Clerk
8. Assistant City Manager
9. City Clerk
10. City Manager
11. City Clerk
22. Real Property Lease to the City
Steps:
1. Originator
2. Originator’s Department Director
3. Risk Manager
4. Legal Administration Manager
5. Attorney
6. City Clerk
7. Assistant City Manager
8. City Clerk
9. City Manager
10. City Clerk
23. Routine Pension Item
Steps:
1. Originator
Page 8 of 18
2. Originator’s Department Director
3. City Clerk
24. Second Reading
Steps:
1. Legal Department Originator
2. Legal Department Director
3. City Clerk
25. Service Award
Steps
:
1. Originator
2. Originator’s Department Director
3. City Clerk
26. Vacation of Easements and Rights of way
Steps:
1. Originator
2. Originator’s Department Director
3. Development Review Manager (Planning)
4. Legal Administration Manager
5. Attorney
6. City Clerk
7. Assistant City Manager
8. City Clerk
9. City Manager
10. City Clerk
Page 9 of 18
Workflows Visual
Agreement/Contract/Settlement with cost
Submit
User Budget Dir Legal
User’s Dept
Director
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
Agreement/Contract without cost,
Annexations, Land Use Plan and Zoning,
Ordinances and Resolutions
Submit
User Legal
User’s Dept
Director
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
Back to Top
Page 10 of 18
Appointment/Re-Appointment
Clerk Item
Routine Pension Item
Service Award
Submit
User City Clerk
User’s Dept
End
Director
Appropriations and Funding
Submit
User Finance Dir Budget
User’s Dept
Director
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
Back to Top
Page 11 of 18
Basic Purchasing Item,
Purchasing Item with a Contract Document,
Construction Contracts –Public Works originating
Submit
User Budget Dir
User’s Dept Purchasing
Director Mgr
City Clerk Asst City Mgr City Clerk
Legal
City Mgr City Clerk
End
Basic Purchasing Item for another Department
Submit
Budget Dir
Purchasing
User
User’s Dept
Mgr
Dir
City Clerk
Using Dept
City Clerk
Legal
Dir
Asst City Mgr City Clerk City Mgr City Clerk
End
Back to Top
Page 12 of 18
Bonding
Submit
User Finance Dir Legal
User’s Dept
Director
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
City Attorney Item
Second Reading
Submit
City Clerk
) User’s Dept
End
User (Legal
Director
Back to Top
Page 13 of 18
Construction Contracts – All Departments other than Public Works
Submit
User Eng Dir
User’s Dept Purchasing
Director Mgr
Legal City Clerk Asst City Mgr
Budget Dir
City Clerk City Mgr City Clerk
End
FTE
Submit
User Budget
User’s Dept Human
Director Resources Dir
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
Back to Top
Page 14 of 18
Other
Submit
User City Clerk
User’s Dept
Director
Asst City Mgr City Clerk
*City Clerk
Defined
City Mgr City Clerk
End
* City Clerk will determine
additional review steps as
required.
Plat Files
Submit
User
User’s Dept Short Term
Director Planning Mgr
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
Back to Top
Page 15 of 18
Purchasing Item with a Lease Purchase
Submit
User Debt Manager
User’s Dept Purchasing
Dir Mgr
Legal City Clerk Asst City Mgr
Budget Dir
City Clerk City Mgr City Clerk
End
Purchasing item with a lease purchase for another department
Submit
Purchasing
Debt Manager
User
User’s Dept
Mgr
Dir
Budget Dir Legal City Clerk Using Dept
Dir
City Clerk Asst City Mgr City Clerk City Mgr
City Clerk
End
Back to Top
Page 16 of 18
Rate/Fee Increases - All
Submit
User Finance Dir Budget
User’s Dept
Director
City Clerk Asst City Mgr City Clerk
Legal
City Mgr City Clerk
End
Real Property Basic Lease from the City
Submit
User Risk Mgr
User’s Dept PW Real
Director Estate Coordi
City Clerk
Legal City Clerk Asst City Mgr
City Mgr City Clerk
End
Back to Top
Page 17 of 18
Real Property Lease to the City
Submit
User Risk Manager Legal
User’s Dept
Director
City Clerk Asst City Mgr City Clerk
City Mgr City Clerk
End
Vacation of Easements and Rights of way
Submit
User
User’s Dept Short Term
Director Planning Mgr
Legal City Clerk Asst City Mgr
City Clerk
City Clerk City Mgr
End
Back to Top
Page 18 of 18