[Amended 12-18-1989 by Ord. No. 1506; 5-14-1994 by Ord. No. 1580; 12-8-1997 by Ord. No. 1622; 3-16-2015 by Ord. No. 1853; 4-17-2017 by Ord. No. 1891]
A.
The
municipality shall have the following administrative departments,
which shall be operated under the supervision of the Manager:
(1)
Department of Police;
(2)
Department of Fire;
(3)
Department of Public Works;
(4)
Department of Administration;
(5)
Department of Finance;
(6)
Zoning, Codes, and Economic Development Department; and
[Amended 1-18-2021 by Ord. No. 1951]
(7)
Such other departments as may be created by amendment to this chapter.
B.
The
Manager shall prepare and maintain a chart of departmental organization
which indicates, for each department, a specific description of the
department and its functions; the subordinate bureaus, divisions and
offices of the department, if any; the number of classes of employees
needed to carry out the functions of the department; and any board
or commission that is attached to the department. The chart shall
also show the interrelationship of the departments. For the guidance
of Council, the Manager shall furnish Council with a copy of the chart
of departmental organization.
The Manager shall appoint and remove department heads and shall
have complete authority in all personnel matters, subject to the Personnel
Code and labor contracts entered into by the City of Warren and in
accordance with state law, as provided for in the Charter. Each department
head shall be known as the "director" of his department and shall
be chosen by the Manager solely on the basis of executive, administrative
and technical qualifications appropriate to the functions and duties
of his department and as may be prescribed by law or ordinance. The
Manager shall serve as the director of any department whenever a separate
director shall not be appointed for the department.
Under the direction of the Manager, each department director
shall:
A.
Direct
employees in the performance of all duties and responsibilities required
of the department and its subordinate units as provided by the Charter,
by law, by this chapter, or by any other ordinance and such other
duties as may be required by the Manager and which are not in conflict
with the Charter, the law or any other provision of this or any other
ordinance.
B.
Be
immediately responsible to the Manager for the effective administration
of his department and all activities and functions assigned to it,
which shall include, but not be limited to, authority to investigate
and examine any affairs or operations within his department to ensure
that members of his department conform to lawfully established rules,
policy and procedure.
C.
Subject to the approval of the Manager and in conformity with the departmental organization chart provided for in § 5-5B of this chapter, develop and prescribe the internal organization of the department and its constituent and subordinate units; furnish job description information to the Manager in accordance with and not contrary to any minimum qualifications established by law, with the job description to be adopted after having been approved by the Manager.
D.
Be
responsible for recommending reliable and valid procedures of recruitment,
selection, placement, promotion, suspension and removal of personnel,
subject to approval by the Manager and review by the Personnel Commission.
E.
Assign
duties and responsibilities to subordinate officers and employees
within the department and modify those assignments consistent with
and in response to the changing needs of service, subject to the approval
of the Manager.
F.
Develop
and prescribe, in written form, an administrative manual for the department,
subject to the approval of the Manager.
G.
Be
responsible for the work of the department and supervise and direct
the work of the employees of the department, measure the performance
of the employees in accordance with approved procedures, and report
regularly to the Manager.
H.
Prepare
and submit to the Manager departmental budget requests and whatever
other reports the Manager may require relating to departmental activities.
I.
Cooperate
with and furnish to any department or agency of the City any information,
service, labor, materials and equipment that may be necessary to perform
a municipal function.
J.
Be
responsible for the proper custody and maintenance of all municipal
property and equipment used in the department.
K.
Establish,
direct and administer rules and regulations for the use of municipal
facilities and services within his department.
L.
Serve
as staff officer to any committee, commission or board that is assigned
or attached to the department by the Manager.
M.
Coordinate
the activities and work of the department with appropriate areawide,
regional and intergovernmental programs where feasible. Keep the Manager
informed of the activities and policies of those programs as they
affect the department or the City and make analyses and recommendations
regarding those activities and policies when appropriate.
N.
Provide
the maximum level, quantity and quality of service within the limitations
of the budget.
O.
Be
responsible for manpower planning within the department, including
the scheduling of departmental personnel to ensure the most efficient
operation.
P.
Plan
and execute appropriate education and training for departmental personnel.
Q.
Recommend
to the Manager policies, procedures and ordinances for improvement
of the quality of municipal functions and services.
R.
Keep
informed of all laws, City ordinances and administrative regulations
relating to the functions of the department.
S.
Develop
and recommend to the Manager rate structures for those services for
which user fees are charged.
T.
Annually
prepare a report for the Manager which describes the current year's
activities and includes long-range plans for the department. A copy
of the report shall be furnished to each Council member in advance
of the first meeting of Council in February of the year following
that to which the report applies.
U.
Review
and process invoices and accounts payable accruals in accordance with
approved budget appropriations.
V.
Receive
and respond to requests for services in accordance with policies and
procedures established by the Manager and the documentation provided
within the City's "Request for Service System."
W.
Promote
and communicate department activities through the use of the City's
website and other City Manager-approved media.
X.
Perform
any other duty required by the Manager which is legal, reasonable
(that is, which an individual can be expected to perform), and related
to the functions of his department.
A.
Function.
The Department of Administration shall be responsible for performing
the administrative service functions of the municipality, including
general supervision over all officers in the administrative service
regarding the proper management of the fiscal concerns of their respective
offices.
B.
Department
Director. The Manager shall be Director of the Department of Administration
and shall be responsible to Council for carrying out the functions
of the department.
C.
Duties.
The duties of the Director shall be to:
(1)
Administer the personnel system of the municipality, subject to the
Personnel Code and rules, regulations and classifications made by
authority of it, labor contracts entered into by the municipality,
provisions of law and the Charter.
(2)
Assist in the development of operating budgets, long-term fiscal
programs and regulated budgetary and administrative analyses, including
developing a budget calendar, forms and procedures subject to the
provisions of law and the Charter.
(3)
Maintain budget expenditure control and keep Council informed, on
a quarterly or more frequent basis, as to the progress and development
of plans, policies and programs as they relate to the budget.
(4)
Administer a centralized purchasing system for all departments of
the municipality.
(5)
Assist in the responsibility for providing the staff services of
research, planning, development and coordination of all the departments
and official boards, commissions and agencies of the municipality.
(6)
Administer and maintain a personnel system of records and functions
related to employee compensation and benefit programs, including,
but not limited to, payroll processing, health and life insurance,
workers' compensation and pension benefits.
(7)
Be responsible for the giving of notice and, as authorized specifically
by ordinance, for the issuance, suspension and revocation of licenses
and permits pertaining to the functions of his department.
(8)
Be responsible for carrying out other functions as may be required
of him by law, by ordinance or by Council.
(9)
Administer the sale of admission passes for City-sponsored activities
and programs, including, but not limited to, the sale of municipal
pool daily admission and season passes.
[Added 1-18-2021 by Ord.
No. 1951]
A.
Function.
The Department of Finance shall be responsible for the administration
of municipal activity pertaining to the receipt, expenditure, accounting,
investment, custody and control of municipal funds and assets, except
to the extent that those activities are expressly charged by law,
the Charter or ordinance to any other department, office or agency.
B.
Department
Director. The Department of Finance shall be headed by the Manager,
who shall be responsible to Council for the functions of the department,
but the Manager may designate a Finance Officer approved by Council
to carry out any of these duties, as provided for in the Charter (Article
IX of the Charter).
C.
Duties.
The duties of the Department Director or Finance Officer shall be
to:
(1)
Collect and receive, account for, and deposit in the Municipal Treasury
all taxes, fees, assessments or charges that are levied or established
by the municipality for general or specific purposes. Any fees or
other compensation received from any other taxing body for the collection
of taxes shall be added to the general revenue of the municipality.
(2)
Administer the provisions of Article X of the Charter.
(3)
Provide guidance to all Directors of the municipality regarding the
financial management of their departments according to approved procedures.
(4)
Develop all tax rolls that are not prepared by other taxing bodies
of the commonwealth.
(5)
Administer a system for the collection of municipal tax claims and
liens in accordance with law and in conjunction with other governmental
bodies.
(6)
Provide for and manage a comprehensive accounting system, including
budgetary controls, in accordance with generally accepted principles
of governmental accounting.
(7)
Maintain separate and distinct records of all municipal assets, property
and trusts, all debts owed to the municipality, and all other resources
of the municipality.
(8)
Ensure proper financial control of municipal operations by monitoring
the receipts and expenditures of all departments in order that no
expenditure or commitment shall exceed the line item appropriation,
and report variances to Council promptly and regularly.
(9)
Provide for the prudent investments of idle float monies and other
funds.
(10)
Preaudit, in accordance with generally accepted principles of governmental
auditing, the fiscal transactions of all municipal agents.
(11)
Disburse all payments for authorized expenditures.
(12)
Deposit monies in one or more depositories designated by resolution
of Council.
(13)
Provide long-term financial planning, including economic research
and forecasting of municipal finances relevant to this municipality,
and issue reports to Council on the result of these studies, aimed
at developing the financial policy of the municipality.
(14)
Assist the directors of other departments in the preparation of the
annual budget.
(15)
Perform other related financial duties as required by Council.
A.
Function. The Department of Public Works shall be responsible for:
(1)
The administration and control of municipal activity pertaining to
the design, construction, installation, operation and maintenance
of municipal streets, rights-of-way, sewers, physical facilities and
the real and personal property of the municipality;
(2)
The maintenance of parks, recreation areas, and facilities owned
and/or operated by the City;
(2.1)
Recreational programing, special event permitting,
and the lease of City-owned recreational facilities;
[Added 1-18-2021 by Ord.
No. 1951]
(2.2)
Administer the processing of applications for use
of City-owned recreation facilities, applications for special events
occurring on City-owned property and/or streets, and issuance of applicable
permits in accord with all applicable resolutions and/or ordinances;
[Added 1-18-2021 by Ord.
No. 1951]
(2.3)
Administer the planning, organization, and conduct
of programs that are beneficial to the community and which are designed
to improve the physical, psychological, and social well-being of participants;
[Added 1-18-2021 by Ord.
No. 1951]
(2.4)
Provide for the promotion of recreational opportunities
and programs via various media outlets;
[Added 1-18-2021 by Ord.
No. 1951]
(3)
The planting and maintenance of trees and other vegetation; and
(4)
The treatment and disposal of wastewater and solid waste, except
to the extent that any such activity is expressly charged to any other
department, office or agency.
B.
Department Director. The Department of Public Works shall be headed
by a Director who shall be responsible to the Manager for the performance
of the functions of the department.
C.
Duties. The duties of the Director shall be to:
(1)
Administer, direct and supervise the construction, maintenance and
operation of the physical properties of the municipality.
(2)
Construct and maintain the streets, curbs and gutters of the municipality,
including provision of street cleaning, snow removal and ice control
services, except that nothing in this subsection shall limit or diminish
the responsibility of owners and occupants of property for the construction,
maintenance and repair of sidewalks and the removal of obstructions
from sidewalks.
(3)
Construct and maintain storm and sanitary sewers, facilities and
appurtenances.
(4)
Construct, operate and maintain public sewage treatment and disposal
facilities and appurtenances.
(5)
Install and maintain municipal traffic control devices and directional
signs and signals, street name signs and parking meters.
(6)
Provide for the collection and disposal of solid waste produced in
the municipality, unless this responsibility is assigned to another
agency.
(7)
Plant and maintain trees and other vegetation along municipal rights-of-way
and other property of the municipality.
(8)
Construct, maintain and provide for custodial services for all buildings
owned or occupied by the municipality.
(9)
Provide for the care and maintenance of all recreational facilities
and equipment owned and/or operated by the City.
(10)
Develop and construct recreational facility improvement projects
in conjunction with the City's Parks and Recreation Commission.
(11)
In cooperation with the Zoning, Codes, and Economic Development Department,
provide for inspection and related procedures to ensure proper maintenance
and repair of sidewalks in accordance with applicable ordinances.
[Amended 1-18-2021 by Ord. No. 1951]
(12)
Repair and maintain all municipal vehicles except those vehicles
the repair and maintenance of which are specifically provided for
elsewhere in this Administrative Code.
(13)
Administer, direct and supervise engineering services. In connection
with those services, the municipality shall retain a professional
engineer who shall be responsible to the Manager for planning and
developing the above-mentioned facilities. The engineer shall serve
the municipal planning agency as engineering advisor, as provided
by law. In addition, the engineer may, in cooperation with the appropriate
departments of the municipality and with agencies of other levels
of government or of neighboring municipalities, plan, develop, design
and administer expansion and modification of facilities for which
the department is responsible.
(14)
Be responsible for the giving of notice and, as authorized specifically
by ordinance, for the issuance, suspension and revocation of licenses
and permits pertaining to the functions of his department.
(15)
Provide for the maintenance of accurate records pertaining to all
activities of the department.
(16)
Perform other related public works duties that are assigned by the
Manager.
A.
Function. The Department of Police shall be responsible for all police
services furnished by the City for the protection of persons and property.
B.
Department Director. The Department of Police shall be headed by
the Chief of Police, who shall possess the necessary executive and
administrative qualifications for the position. The Chief of Police
shall be capable of administering all facets of Police Department
operations, have knowledge of accepted law enforcement practices and
procedures and possess suitable leadership qualities and personality
traits. The Chief of Police shall be responsible to the Manager for
the performance of the functions of the department.
C.
Duties. The duties of the Chief of Police shall be to:
(1)
Enforce laws, ordinances and governmental regulations.
(2)
Direct criminal investigations and the apprehension and detention
of suspected or known criminals and those individuals who may present
a physical danger to themselves or others.
(3)
Develop, implement and administer crime prevention programs.
(4)
Develop and administer juvenile aid programs.
(5)
Recommend and prescribe traffic control devices.
(6)
Develop, implement and administer training programs for police personnel.
(7)
Maintain police records and files.
(8)
Operate and maintain police radio and emergency communications systems
and equipment, records and logs.
(9)
Be responsible for the giving of notice and, as authorized specifically
by ordinance, for the issuance, suspension and revocation of licenses
and permits pertaining to the functions of his department.
(10)
Administer and maintain a system of records and functions related
to the parking fund, including, but not limited to, receipt, custody
and accounting of revenue, ticket and fine processing and collections,
parking permits, validation program, meters, and designated public
parking lots related thereto.
(11)
Perform all related duties that are assigned by the Manager.
A.
Function. The Department of Fire shall be responsible for providing
fire protection, fire prevention, and emergency medical services.
B.
Department Director. The Department of Fire shall be headed by the
Fire Chief, who shall be capable of administering all facets of Fire
Department operations and shall have knowledge of accepted firefighting
and fire-prevention practices and procedures as well as the provision
of emergency medical services. He shall have suitable leadership qualities
and personality traits. The Fire Chief shall be responsible to the
Manager for the performance of the function of the department.
C.
Duties. The duties of the Fire Chief shall be to:
(1)
Administer and supervise the laws, ordinances, codes and regulations
relating to fires and fire hazards within a complete and designed
program of building safety management.
(2)
Direct firefighting and the extinguishment of fires and provide,
at a minimum, the capability of emergency medical technician assistance.
(3)
Develop, implement and administer fire-prevention programs.
(4)
Develop and conduct community relations and educational programs
pertaining to fire prevention, fire protection and firesafety.
(5)
Maintain records relating to fires, fire hazards and other Fire Department
activities, including emergency medical services.
(6)
Conduct investigations, in cooperation with appropriate police authorities,
into the origin, cause and circumstances of fires, as required by
law.
(7)
Be responsible for routine maintenance and repair of fire apparatus
and equipment.
(8)
Operate and maintain the fire alarm and communications system.
(9)
Be responsible for the giving of notice and, as authorized specifically
by ordinance, for the issuance, suspension and revocation of licenses
and permits pertaining to the functions of his department.
(10)
Administer and maintain a system of records and functions related
to emergency medical services within a program of services approved
by the Manager, including, but not limited to, receipt, custody and
accounting of revenue, billing and collection, and intermunicipal
or agency agreements.
(11)
Administer and maintain a system of records and functions related
to building safety management within a program of services approved
by the Manager, including, but not limited to, accepting and processing
applications for building permits and/or other permits relating to
development proposals, receipt and proper accounting of revenue, billing
and collection, and agreements for services rendered on a contractual
basis.
(12)
Perform other related duties that are assigned by the Manager.
[Amended 1-18-2021 by Ord. No. 1951]
A.
Function. The Zoning, Codes, and Economic Development Department
shall be responsible for:
(1)
The administration of all adopted City Codes relating to building
construction, property maintenance, sidewalk maintenance (in cooperation
with the Department of Public Works), public health, and zoning.
(2)
The issuance, suspension, and revocation of permits and licenses
as authorized by City ordinance.
(3)
(Reserved)
(4)
Conformance with state and local laws as they pertain to the City's
Board of Health.
B.
Department Director. The Department of Zoning, Codes, and Economic
Development shall be headed by the Department Director. The Director
shall be responsible to the Manager for the performance of the functions
of the department.
C.
Duties. The duties of the Department Director shall be to:
(1.2)
Administer and enforce the adopted codes relating
to building construction and property maintenance and administer the
issuance of permits, certificates, and enforcement notices pertaining
thereto.
(2)
Receive, review, and approve or disapprove applications for building
permits, certificates of occupancy, temporary certificates, changes
in use and occupancy, and plans, specifications, and construction
documents submitted with such applications.
(3)
Issue building permits, certificates of occupancy, and/or temporary
certificates upon approval of such application and upon such terms
and conditions as may be required for each project.
(4)
Direct the conduct of inspections as required pursuant to the provisions
of the Uniform Construction Code, Property Maintenance Code, and/or
any other code or ordinance, as may be adopted by the City.
(5)
Administer the issuance of stop-work orders for violations of the
Uniform Construction Code and/or any other code or ordinance which
may be adopted by the City.
(6)
(Reserved)
(7)
Administer the review and investigation of complaints regarding the
condition of real property.
(8)
Pursue such legal actions and proceedings as may be necessary to
enforce the Zoning and Subdivision Ordinances, Uniform Construction
Code, Property Maintenance Code, and/or any other code or ordinance,
as adopted by the City and/or to abate or correct any conditions not
in compliance with applicable codes or ordinances.
(9)
In cooperation with the Department of Public Works, provide for inspections
and related procedures that ensure the proper condition, maintenance,
and repair of sidewalks in accordance with applicable City ordinances.
(10)
Monitor and coordinate compliance with the ADA (Americans with Disabilities
Act) on and within City-owned properties and facilities.
(11)
Administer and enforce public health laws and associated activities,
including retail food licensing, as provided for by City resolution,
City ordinance, and/or state law.
(12)
(Reserved)
(13)
(Reserved)
(14)
(Reserved)
(15)
(Reserved)
(16)
Provide for the maintenance of accurate records pertaining to all
activities of the department.
(17)
Administer the collection of fees relative to the Department as set
by Council.
(18)
Serve as the staff representative to the Planning Commission, Redevelopment
Authority, Blighted Property Review Committee, and the Board of Health.
(18.1)
Engage in economic development activities by working
closely with the Warren County Chamber of Business and Industry, the
Warren County Development Association, the Warren County Visitors
Bureau, and current and prospective local business owners to foster
new business development and to expand existing businesses.
(19)
Perform other related duties that are assigned by the Manager.
In lieu of a Chief of Police and Fire Chief, as described in §§ 5-11 and 5-12 above, at the discretion of the City Manager, a Chief Appointed Officer may be appointed and shall be responsible for all police and fire services. Any reference made within any ordinance or code to Chief of Police or Fire Chief shall be interpreted to refer to the Chief Appointed Officer.
