Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH AMERICAN LEGAL PUBLISHING CORPORATION FOR CODIFICATION SERVICES; AND DECLARING AN EMERGENCY.
Executive Summary: This Resolution will authorize a professional services contract with American Legal Publishing for legal and publication services relating to the City’s Codified Ordinances.
Body
Legislative History
Res. No. 73-41, authorizing an agreement with Justinian Publishing Company (later known as American Legal Publishing Corporation in 2004).
Res. No. 17-137, authorizing an agreement with Municipal Code Corporation.
Pursuant to Ordinances passed by City Council over the years, periodic Code updates have been performed as needed.
Purpose & Explanation
Codification is the organization of the City’s ordinances and resolutions of a general and permanent nature in such way that they are easy to reference. It is essential that the City’s Codified Ordinances (Code) be accurate, current, and accessible to government officials, staff, and the public. The codification process includes: ordinance review, organization, editorial and legal review, draft review, and publication. Periodic Code supplements, or updates, are authorized by City Council to provide for incorporation of new local and state legislation into the existing Code, hard copy replacement pages, and updates to the Code online.
In the past, American Legal Publishing, of Cincinnati, Ohio, provided thorough and dependable codification services. In 2016, the City of Hudson transitioned to Municipal Code Corporation (Municode), based in Tallahassee, Florida, looking for a better online presentation. However, staff has had difficulty working with Municode concerning the legal review necessary for updates to the City’s Traffic and General Offenses Codes (Parts Four and Six of the Codified Ordinances) and has determined that the services provided by American Legal Publishing Corporation are preferred to those offered by Municode. Staff also considered codification services offered by Conway Greene / The Walter Drane Company. Staff proposes that the City transition its codification services back to American Legal Publishing, to include publication of the City’s Codified Ordinances online, as before, along with certain upgrades for more user-friendly website hosting.
It is important to begin this transition as soon as possible, in order to provide an accurate and current Code for the City that includes all local and state updates.
Detailed costs are provided in the attached Supplement Service Agreement.
Timing Considerations
This Resolution will be effective upon passage, whereupon American Legal Publishing will prepare Code updates during the next 60 days relative to applicable local and state legislation enacted since 2016.
American Legal staff will then prepare an Ordinance for City Council to formally approve the editing and inclusion of certain Ordinances and Resolutions as parts of the various component Codes of the Codified Ordinances; to provide for the adoption of new matter in the updated and revised Codified Ordinances; and to repeal Ordinances and Resolutions in conflict therewith. This Ordinance is tentatively scheduled for the Council meeting of November 2, 2018.
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to enter into a contract with American Legal Publishing Corporation for codification services.
Submitted by,
Jane Howington, City Manager
Matthew Vazzana, City Solicitor
Paul Leeham, IT Director
Elizabeth Slagle, Clerk of Council