Administrative Procedure Memoranda

To revise or update a Mayor APM, refer to the Revising APM Standard Operating Procedure PDF

The following is a list of Administrative Procedure Memoranda that are in effect as of December 21, 2023. This listing will be revised periodically.

Finance & Accounting
1-1Completion and Execution of City Contracts03/28/2019
1-2Policy Statement on Association Dues and Licenses09/01/1987
1-3Fiscal Notes on Ordinances and Resolutions04/13/2005
1-4

Purchasing Policies and Procedures

11/04/2009
1-5

Policy Regarding Travel at City Expense

12/26/2019
1‑6

Authorized Expenditures for City Agencies

08/02/2021
1‑7

Investment Policy

11/25/2019
1-8Policy Regarding Procedures and Guidelines for Capital Project Closure02/02/2021
1-9Administration of Grants to the City07/29/2022
Personnel
2-1Relocation Expenses10/21/2008
2-2Travel Expenses of Job Applicants Invited to Madison for Interviews08/08/2023
2-3Attendance at Funerals of Deceased City Employees08/08/2023
2-4Procedures Involving the Review of Requests for Additional Positions and/or Classifications08/13/2010
2-5Vacation Carryover Policy01/28/2010
2-6Merit Awards Program - Rescinded 11/07/200807/21/1970
2-7Temporary Transitional Assignments08/08/2023
2-8Affirmative Action - Certification Requests01/29/1997
2-9Tuition Assistance Program - Rescinded 01/02/201209/27/2007
2‑10

Policies and Procedures for Internal and External Training

08/08/2023
2-11Out-of-Class Pay05/04/2000
2-12

Employee Assistance Program

05/24/2019
2-13Policy Regarding City Vehicle Driver Policy08/08/2023
2-14

Procedures for Designation of "Family Partner"

07/11/2008
2-15Critical Incident Stress Management (CISM)05/24/2019
2-16

Grievance Procedure for Non-Represented Employees

04/17/1989
2-17AIDS in the Workplace - Rescinded 07/09/202406/02/1989
2-18Inclement Weather02/08/2001
2-19Salvaging of Waste Materials12/15/1992
2‑20Forfeiture of Rights to City Employment02/20/2015
2-21

Family and Medical Leaves of Absence

08/08/2023
2-22

Workplace Accommodations

08/08/2023
2-23

Drug Free Workplace and Testing Policy

01/09/2020
2-24Trainee Appointments11/07/1995
2-25

Workplace Violence Prevention and Response Policy

12/21/2023
2-26Sick Leave Value Distribution at Retirement12/18/2009
2-27The Impact of Absences on Benefit Continuation/Proration11/12/1999
2-28Lunch and Break Periods11/07/2008
2-29Filling Permanent Vacancies in the City of Madison - Rescinded 03/01/201304/27/2001
2‑30Donation of Earned Vacation Time12/02/2019
2-31

Leave of Absence Without Pay

10/12/2016
2-32Employer Health Insurance Contributions10/04/2004
2-33Standard Expectations and Rules of Conduct11/03/2022
2-34

Teleworking Policy

04/20/2021
2-35

Alternative and Flexible Work Schedules

06/09/2021
2-36Employees Providing Testimony on City Time04/11/2005
2-37

Change in Address or Telephone Number

10/12/2005
2-38Hours Worked and Time Recording for CG 21 Employees - Rescinded 06/21/201105/25/2006
2-39Military Leave Policy08/01/2006
2‑40Fitness for Duty Examinations01/12/2010
2-41Nepotism12/18/2009
2-42Pay Practice Policy - Exempt Employees04/05/2010
2-43"Take Our Daughters and Sons to Work Day"04/09/2010
2-44

Volunteers/Unpaid Interns

10/01/2010
2‑45Disability Leave/Layoff08/08/2023
2‑46Prohibition of Weapons10/19/2011
2‑47Form I-9 Verification01/02/2012
2‑48Underpayments and Overpayments of Wages to City Employees03/12/2014
2‑49

Paid Parental Leave

11/27/2018
2‑50Lactation Policy for Breastfeeding Employees and Visitors03/19/2019
2-51

Community Prevalent Disease Policy

04/15/2020
2-52

Inclusive Workplace - Transgender, Gender Non-Conforming, and NonBinary Employees

12/21/2023
2-53COVID-19 Vaccination/Testing Policy - Rescinded 05/02/202409/29/2021
2-54Civilian Criminal Background Checks at the City of Madison02/08/2022
2-55City Staff Identification12/21/2023
Administration
3-1

Common Council, Boards, Commissions and Offices Meeting Dates: Submission, Preparation and Coordination of Ordinances, Resolutions and Reports to the Common Council

02/05/2018
3-2Meeting Notices10/13/2014
3-3Retaining Architects, Professional Engineers, Designers, and Land Surveyors for Consultant Services  - Rescinded 07/25/202412/07/1996
3-4Guidelines for Ordinance Distribution (Revised)04/15/1976
3-5

Prohibited Harassment and/or Discrimination Policy

11/30/2020
3-5(A)Prohibited Employment Discrimination and/or Retaliation - Rescinded 09/26/2005 (combined with APM 3-5)09/26/2005
3-5(B)Management Procedures for Handling Discrimination, Including Harassment, and/or Retaliation - Rescinded 09/26/2005 (combined with APM 3-5)09/26/2005
3-6

Records Management Program

01/04/2013
3-7Less than Full Time Employment09/29/2000
3-8Blood Donations by City Employees06/11/1987
3-9

Appropriate Use of Computer Network Resources

11/23/2021
3-10Payment for Attendance at Social Events for City Employees03/03/1999
3-11Funding of Handheld Computers (Personal Digital Assistants or Pocket PCs) - Rescinded 08/09/201602/02/2001
3-12

Telephones

11/23/2021
3‑13Web Linking Policy11/23/2021
3‑14Review of the Impact on Water Resources by Proposed Public Works Projects Prior to Approval by the Board of Public Works and the Common Council01/07/2004
3‑15Tax Deferral of Accumulated Pay Upon Retirement or Termination - Rescinded 03/11/201403/10/2004
3‑16Social Media and Department Websites Policy06/22/2012
3‑17Acquisition and Use of Surveillance Technology05/10/2021
3‑18Use of City of Madison Logo11/23/2021
3‑19City Department Manager and Staff Requirements for Protection of Receiving Waters02/25/2016
3‑20Software Acquisition Policy08/08/2016
3-21

Data Governance

08/02/2023
3-22Anti-Bullying7/16/2024
Supplies, Services, & Equipment
4-1Policy on Relocation of Fire Department Companies10/23/1973
4-2Procedure for Selection of an Alternate Contractor on Public Works Projects When Successful Bidder Fails to Execute a Contract, etc.Date Unknown
4-3Fixed Asset Inventory Procedures - Rescinded 04/13/200506/14/2001
4-4Video and Media Production Services11/23/2021
4-5Policy for the Purchase of Printers, Faxes, Copiers, Paper, and Toner11/23/2021
4-6Policy for a Sustainable Green Cleaning Program - Standard Operating Procedures11/09/2007
4-7

Policy for the Procurement and Disposal of Electronic Products

11/23/2021
4‑8Policy for Annual Acquisition of Phone Books - Rescinded 05/08/201804/13/2009
4‑9Policy For the Acquisition of Energy Efficient and Safe Vehicles07/13/2009
4‑10Motor Management Plan11/18/2010
4‑11Policy for the Procurement of Healthy Food Vending Machine Services and Creation of City of Madison Healthy Vending Standards01/08/2019
Transportation & Traffic
5‑1Driver's License Requirements07/21/2022
5‑2

Vehicle Accident Reporting and Investigation

06/01/2009
5‑3Honorary Street Naming10/13/2014
Building, Grounds, & Land
6‑1All Hazard Evacuation and In-Place Shelter Procedures for City Facilities and Worksites02/06/1997
6‑2Public Notification Regarding the Trimming, Pruning or Removal of Trees Within the Public Right of Way or on Public Lands02/20/2020
6‑3National Corporate Headquarters Addresses11/16/2006
6‑4Policy to Include Energy Efficiency in Capital Projects08/17/2010
6‑5

City-Owned Meeting Facilities

04/25/2012

Distribution (via email): All Email Users

Previous Revisions

February, 1997; June, 1997; March, 1999; July, 1999; October, 1999; November, 1999; December 1999; February, 2000; May, 2000; October, 2000; February, 2001; April, 2001; May, 2001, June, 2001; January, 2002; May, 2002; October, 2002; April, 2003; January, 2004; March, 2004; October, 2004; November 2004, December, 2004; March, 2005; April, 2005; July, 2005; August, 2005; September, 2005; October, 2005; January, 2006; February, 2006; May, 2006; June, 2006; August, 2006; September, 2006; November, 2006; August, 2007; September, 2007; November, 2007; January, 2008; February, 2008; March, 2008; April, 2008; May, 2008; June, 2008; July, 2008; October, 2008; November, 2008; January, 2009; April, 2009; June, 2009; July, 2009; November, 2009; January, 2010; April, 2010; August, 2010; September, 2010; October, 2010; November, 2010; December, 2010; June, 2011; October, 2011; January, 2012; February, 2012; April, 2012; June, 2012; December, 2012; January, 2013; March, 2013; June, 2013; March, 2014; October, 2014; December, 2014; February, 2015, August, 2015; August, 2016; October, 2016; December, 2016; October, 2017; February, 2018; May, 2018; November, 2018; January, 2019; March, 2019; May, 2019; June, 2019; November, 2019; December, 2019; January, 2020; February, 2020; April, 2020; November, 2020; February, 2021; March, 2021; April 2021; May 2021; June 2021; August 2021; September 2021; November 2021; February, 2022; July, 2022; November, 2022; January 2023; August 2023

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