Spring 2011 Final Project Presentation

Urban Fellows Purpose• The program serves primarily to enhance the interaction of area college students with the City, advancing the purpose of getting students to consider employment a

Urban Fellows Final Project Presentations

Spring 2011

Urban Fellows 2011

Urban Fellows Purpose

• The program serves primarily to enhance the interaction of area college students

with the City, advancing the purpose of getting students to consider employment after graduation - ultimately making

Memphis their permanent home

Urban Fellows 2011

“The Urban Fellows Program is one of those

innovative ideas and initiatives that I could not be more proud in launching, as it exposes college

students to real-life governmental work and

experience It serves as a way of our saying to these young and emerging professionals and citizens that

‘We value your service and we want you to stay and grow right here in our great city of Memphis.’”

- Mayor A C Wharton Jr.

Urban Fellows 2011

Inaugural Urban Fellows

Urban Fellows 2011

Marquette D Beechem

Solid Waste Vehicle Accidents—

Cause and Prevention

•Alachua County, Florida

•Albuquerque, New Mexico

•Memphis, Tennessee

Urban Fellows 2011

Pages from the Personnel

Manual for the City of

Memphis City Attorney’s

Office Caroline Colpoys

Urban Fellows 2011

Table of Contents

LAW DIVISION ORGANIZATION CHART 4

CHAPTER ONE GENERAL 1.1 Mission Statement 5

1.2 Duties 5

1.2.1 Duty to Advice Officers-Written Opinions 5

1.2.2 Duty to Prosecute or Defend Suits 5

1.2.3 Drafting of Deeds and Contracts 5

1.2.4 Drafting of Ordinances 5

1.2.5 Attendance at Council or Committee Meetings 5

1.2.6 Claim Agent in Attorney’s Office 6

1.3 Divisions 6

1.3.1 Litigation Office 6

1.3.2 Prosecutor’s Office 6

1.3.3 Claims/ Risk Management Office 6

1.3.4 Contract Compliance 6

1.3.5 Intergovernmental Relations 7

1.4 Location/ Phone Numbers 7

CHAPTER FOUR LITIGATION STANDARDS 4.1 Policy 16

4.2 File Maintenance 16

4.3 Case Preparation 16

4.4 Miscellaneous……… 17

4.5 Checks Payments……… 17

4.5.1 For Filling fees, Seminar Fees etc……….17

4.5.2 For Settlements……… 17

4.5.3 Payment of Invoices……… 18

4.5.4 Transcription Costs 18

4.6 Attorney Conduct 18

4.6.1 Appeal Policy……… … 18

4.6.2 Assignments……… …… 18

4.6.3 Briefs……… 19

4.6.4 Case Evaluation……… 19

4.6.5 Court Assessed Costs……… 19

4.6.6 Court Reporters/Video Depositions………19

4.6.7 Deposition Bank……… 19

4.6.8 Expert Witnesses……….19

4.6.9 Filing Requests……… 20

4.6.10 Investigator Requests……… 20

4.6.11 Law Clerks……… 20

4.6.12 Legal Advice……… 20

4.6.12.1 Types……….20

A Legal Memorandum………20

B Review and Advice Memorandums………21

C Legal Opinion……… 21

4.6.12.2 Procedure……… 21

Legal Memorandum and Review and Advice Memorandums…21 Opinion Letters………21

Procedure for all written legal advice……… 22

4.6.13 Motions to Disqualify……… 22

4.6.14 Record Retention and Disposal Policy……… 22

4.6.15 Reserves……… 22

4.6.16 Rules of Professional Conduct……… 22

4.6.17 Settlement – Concurrence of City Attorney ……….22

4.6.18 Settlement Procedures for Attorneys and Staff ……….……….22

4.6.19 Settlement Letters 23

4.6.20 Trial Support 23

CHAPTER FIVE MEDIA COMMUNICATIONS 5.1 Statements to the Media 23

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CHAPTER THREE

WORK RULES AND OFFICE PROTOCOL

3.1 Work Attendance

3.1.1 Staff Hours 12

3.1.2 Compensatory Time 13

3.1.3 Lunch Schedule 13

3.1.4 Employees Signing In and Out 13

3.1.5 Tardiness Policy 13

3.1.6 Make-up Time 13

3.1.7 Inclement Weather 13

3.2 Office Attire and Decorum 13

3.2.1 Dress Code 13

3.2.2 Employee Discipline Policy Procedures 14

3.2.3 Office Conduct 14

3.2.4 Smoking Policy 14

3.3 Office Security 14

3.4 Fire Alarm 14

3.5 Electronic Mail 15

3.6 Computer Usage 15

3.6.1 Information Technology Security 15

3.6.2 Laptop Computer Usage 15

3.6.3 Software Copying and Use 15

3.7 Monthly Staff Meetings 15

3.8 Subpoenas 16

3.9 Certified Mail 16

3.10 Contracts 16

3.11 Confidentiality 16

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CHAPTER TWO

PERSONNEL

2.1 Personnel Categories 7

2.1.1 City Attorney 7

2.1.2 Deputy City Attorney 7

2.1.3 Senior Assistant City Attorney 7

2.1.4 Assistant City Attorneys 7

2.1.5 Office Manager 8

2.1.6 Paralegals 8

2.1.7 Assistants 8

2.1.8 Clerical Staff 8

2.2 Orientation 8

2.3 Identification Card 8

2.4 Performance Evaluations 8

2.5 Leave Benefits/ Policies 9

2.5.1 Holidays 9

2.5.2 Annual/ Vacation Days 9

2.5.3 Bonus Days 9

2.5.4 Simultaneous Leaves 9

2.5.5 Standby Rotation of Legal Secretaries……… 9

2.6 Rules Governing Outside Employment 9

2.6.1 Attorneys 9

2.6.1.1 Outside Activities Generally 10

2.6.1.2 Use of Title 10

2.6.1.3 Clerical Support 10

2.6.1.4 Personal Capacity: Uncompensated Teaching, Speaking or Writing……10

2.6.1.5 Civic Organizations, Professional Boards and Committees……… 10

2.7 General Employment Rules 11

2.7.1 Residency Requirements 11

2.7.2 Probationary Employees 11

2.7.3 Voting Rights 11

2.8 Travel Policy 11

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CHAPTER FOUR

LITIGATION STANDARDS

4.1 Policy 16

4.2 File Maintenance 16

4.3 Case Preparation 16

4.4 Miscellaneous……… 17

4.5 Checks Payments……… 17

4.5.1 For Filling fees, Seminar Fees etc……….17

4.5.2 For Settlements……… 17

4.5.3 Payment of Invoices……… 18

4.5.4 Transcription Costs 18

4.6 Attorney Conduct 18

4.6.1 Appeal Policy……… … 18

4.6.2 Assignments……… …… 18

4.6.3 Briefs……… 19

4.6.4 Case Evaluation……… 19

4.6.5 Court Assessed Costs……… 19

4.6.6 Court Reporters/Video Depositions………19

4.6.7 Deposition Bank……… 19

4.6.8 Expert Witnesses……….19

4.6.9 Filing Requests……… 20

4.6.10 Investigator Requests……… 20

4.6.11 Law Clerks……… 20

4.6.12 Legal Advice……… 20

4.6.12.1 Types……….20

A Legal Memorandum………20

B Review and Advice Memorandums………21

C Legal Opinion……… 21

4.6.12.2 Procedure……… 21

Legal Memorandum and Review and Advice Memorandums…21 Opinion Letters………21

Procedure for all written legal advice……… 22

4.6.13 Motions to Disqualify……… 22

4.6.14 Record Retention and Disposal Policy……… 22

4.6.15 Reserves……… 22

4.6.16 Rules of Professional Conduct……… 22

4.6.17 Settlement – Concurrence of City Attorney ……….22

4.6.18 Settlement Procedures for Attorneys and Staff ……….……….22

4.6.19 Settlement Letters 23

4.6.20 Trial Support 23

Urban Fellows 2011

CHAPTER ONE

GENERAL

1.1 Mission Statement

The mission of the City Attorney’s Office is to provide expert legal advice, counsel and representation

to the Mayor, City Council members, City Officials and various Boards and Divisions of City

government in legal matters Our goal is to provide expert, sound and timely guidance to each of the varied clients in City government whom we serve Every effort must be made to maintain the integrity

of the City of Memphis and this Office

1.2 Duties

The City Attorney’s Office provides advice, opinions, and legal representation to the City Mayor and City Administration

1.2.1 Duty to Advice Officers-Written Opinions

The City Attorney shall advise the officers of the city with reference to all official acts, on request He

or she shall give written opinions, when required so to do by the mayor or city council, or by either of them.

1.2.2 Duty to Prosecute or Defend Suits

The City Attorney shall prosecute or defend, as the case may require, all suits to which the City may

be a party or in which the City may be interested Suits may include but may not be limited to the following:

1 Representation of the City, employees, elected officials, including but not limited to City Council, various boards and commissions, in lawsuits filed against or on behalf of the City

2 Representation of the City in bankruptcy matters.

3 Representation of the City in Civil Service hearings

4 Prosecution of delinquent tax sales after the list of delinquent taxpayers has been

prepared and certified by the Treasurer

5 Prosecution of condemnations to secure property where attempts at negotiations have failed

6 City Prosecutors shall represent the City in the prosecution of violations of ordinances in the three divisions of City Court This office also advises the divisions of City government on Code enforcement matters.

Urban Fellows 2011

Case Evaluation summaries shall be timely filed When a stipulation to adjourn case evaluation is entered, the Order should indicate a waiver of any costs to the City for the adjournment

As soon as possible following a case evaluation, the matter shall be presented in written form to the City Attorney with a recommendation for acceptance or rejection

If the City Attorney authorizes acceptance of the case evaluation, a letter to the Commission

requesting acceptance approval shall immediately be prepared.

Attorneys must receive prior approval of leave time to serve as a case evaluator and are to

complete an Outside Employment form Attorneys who meet the Mediation Tribunal case

evaluator qualifications are strongly encouraged to apply and serve as a defense case evaluator.

4.6.5 Court Assessed Costs

Immediately upon an court order assessing costs against a client represented by this office, or an attorney of this office, the attorney shall prepare and submit a brief memorandum to the City

Attorney detailing the facts underlying the court order.

Court ordered costs shall be paid immediately unless the City Attorney determines there are

exigent circumstances dictating otherwise.

4.6.6 Court Reporters/Video Depositions

Court reporters including video depositions are selected on a rotational basis from a vendor list established annually To schedule a court reporter or video deposition, contact the Office Manager

or designee.

4.6.7 Deposition Bank

An indexed Deposition Bank is located in the Main Office Center area All attorneys are

to forward deposition transcripts of clients and experts to the Department Supervisor to

be included in the Deposition Bank.

4.6.8 Expert Witnesses

Prior approval must be received from the City Attorney to hire an expert witness or consultant.

When an attorney has concluded that an expert witness or consultant must be hired in order to properly prepare a case or matter, the attorney shall, with the assistance of the City Attorney,

where needed, identify and locate the appropriate expert The attorney shall obtain the curriculum vitae of the proposed

Urban Fellows 2011

Brooklyn Huggins

Law Division Analysis

Urban Fellows 2011

OFFICE OF TALENT AND HUMAN CAPITAL

DEVELOPMENT

Philly Kirkwood

Urban Fellows 2011

Office of Talent and Human

Capital Development

 Supports and creates

public and private

 Memphis Mayor’s Link

 Retaining Talent

Urban Fellows 2011

Factors That Influence Workers’ Location

Decisions

 Balance:  balance economic opportunity and lifestyle in selecting cities and regions that

are attractive to them as places to live and work

 Labor Market: cities and regions with a “thick labor market” that offers the wide variety

of employment opportunities required to sustain a career in high technology fields

 Amenities: “Quality of Place” – particularly the variety and accessibility of natural,

recreational, and lifestyle amenities

 A Blend of Work and Leisure: environments that allow them to blend rather than

separate their work and leisure

 A Sense of Place: authenticity and realness found in cities to the generic office

complex and strip mall environment found of the “techno-burbs

 Active Lifestyle: Knowledge workers prefer “doing” to “watching.” They prefer to

participate rather than watch sports and favor a diverse range of intense outdoor

activities (rowing, sailing, cycling, rock climbing)

 Alternative Arts and Culture: A number of smaller, accessible, “street-level”

opportunities to dine, dance, engage in active recreation, and soak up the local music scene. 

 The Environment: Environment – particularly air and water quality – matters The new

economy dramatically transforms the role of the environment and natural resources

“Quality of Place” attracts talent and generate economic growth

 Diversity: Diverse populations, progressive thinking, and inclusive attitudes toward a

broad range of individual characteristics including race, nationality, lifestyle, and sexual preference

 Creativity and Innovation: Creativity and innovation are the key success factors of the

new economy, and new ideas thrive in diverse environments Urban Fellows 2011

Making Memphis a “City of

Choice”

 Place making and city building

 People having choices for success in life

 Built on distinctive strengths

 Engages the broad community while reselecting and embracing diversity

 Emphasizes action, alignment, collaboration,

connectivity and shared purpose

Urban Fellows 2011

Memphis Mayor’s Link

 Career Services at local colleges

 Information of Interest

Give a Minute

 Monthly newsletter/ email

 Job opportunities available in Memphis

 Calendar of events for college students

 Discounts or savings to local businesses

Urban Fellows 2011

 Walk able cities

 Numerous job fairs

 High tech

 Free gym membership

Urban Fellows 2011

The Colleges of Memphis: Knowledge,

Wisdom, and Soul Student Launch Survey

Urban Fellows 2011

Mandela Magnidjem

Boards and Commissions

Urban Fellows 2011

Courtney Mott

Pay As You Throw

Urban Fellows 2011

Pay As You Throw

Pay As You

Throw

Memphis’ Path to Sustainable Living

Urban Fellows 2011

Benefits of Pay As You

Throw

• Reduce solid waste collection and disposal costs for the community

• Reduce the volume of waste generated by households

• Increase the levels of solid waste recycling and composting

• They are fair: residents that waste less, pay less.

• PAYT systems do not require additional or new trucks

necessarily

• They prevent overuse/exploitation of solid waste services

• PAYT systems not only encourage recycling, but also

encourage recycling, composting, and reduction in overall waste.

• Some programs are simple/inexpensive to implement.

• PAYT programs are environmentally friendly.

Urban Fellows 2011

Costs of Pay As You Throw

• Possible increase in illegal dumping

• Costs for lower income families

• Uncertain revenues

• Multi-family housing

• Media

Urban Fellows 2011

Types of PAYT Programs

• Variable can/cart systems

Madeline Patterson Memphis Service Plan

Urban Fellows 2011

Courtney Richardson

& Larissa Tyler

Finance Policy & Procedure

Manual Update Project:

Updating Manual

Urban Fellows 2011

Finance Department

1 Overview of City’s Financial and Accounting Activity

2 Reviewing and editing annual financial publications

such as the budget and the annual financial statement which is also called the CAFR (Comprehensive Annual Financial Report)

3 The CAFR is also the CPA’s (Certified Public

Accounting) report on the accuracy and reliability of the city’s financial activity for the year

Overview of City’s Financial and

Accounting Activity

• Oversee how City’s

financial statements are

put together

Reviewing and Editing Annual

• Editorial and Academic

review for previous and

current fiscal years

• Final edition will release

June 2011

CAFR

• Comprehensive Annual Financial Report