City of Dover, NH Article II Municipal Departments

§ 5-8 Executive Department.

A. There shall be an Executive Department, under the direct supervision of the City Manager, who shall be responsible for human resource, legal, economic development and information systems functions and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff.

B. The duties of the Executive Department shall include, but are not limited to:

(1) Human resource functions.

(a) Establish and operate a merit system of personnel administration, including a uniform classification and compensation plan, as prescribed by § C7-2 of the City Charter.

(b) Prepare and maintain all personnel records and systems and work to ensure compliance with all applicable federal and state laws.

(c) Establish and operate a risk management and safety program for all City employees.

(2) Legal functions.

(a) Represent the City in all matters in which the City has an interest coming before any court, tribunal, or quasi-judicial or legislative body, except in such cases as other arrangements may be specifically made by the City Manager and/or City Council.

(b) Advise the City Manager, Mayor, City Council and department heads in all cases when a legal opinion is required, in writing, insofar as practicable.

(c) Draft all deeds, leases, contracts, ordinances, and such other legal instruments as required on behalf of the City.

(d) Examine and approve all deeds, leases and other legal instruments tendered by the City prior to their acceptance.

(e) Call to the attention of the City Manager or City Council all matters of law affecting the City.

(f) Render legal counsel and service in person or by nominee as may be related to this office, upon direction of the City Manager.

(3) Business development functions.

[Amended 7-12-2023 by Ord. No. 2023.06.14-006]

(a) Coordinate and direct a program for the promotion of the development of industry and business in the City of Dover.

(b) Provide encouragement and assistance to new businesses and industries seeking to move to the City of Dover and work to promote and provide support for the retention of existing businesses and industries within the City.

(4) Information systems functions.

(a) Maintain close coordination with department heads to establish information technology requirements.

(b) Establish information technology procedures.

(c) Provide advice on feasibility of desired information technology products.

(d) Perform system analysis and design, establish and monitor information networks, write computer software, test and debug computer software and complete system documentation.

(e) Prepare and administer the DoverNet budget.

(f) Maintain the technical reference library.

§ 5-9 Finance Department.

A. There shall be a Finance Department, under the direct supervision of a Finance Director, who shall be responsible for accounting, purchasing, tax collection, treasurer, assessment, water/sewer billing, audit, City Clerk services, elections and budget functions and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff.

B. The Finance Director, Treasurer, City Clerk/Tax Collector, Deputy Tax Collector, Deputy City Clerk and such other officers and employees within the Finance Department handling and responsible for City moneys shall be bonded in such amounts as required by law and prudent fiscal management.

C. The duties of the Finance Department shall include, but are not limited to:

(1) City Clerk functions.

(a) Prepare, maintain, publish and index all proceedings of the City Council.

(b) Arrange for all elections, maintain all election records and have custody of all property used in connection therewith.

(c) Obtain and maintain all statistics on births, marriages and deaths as required by law.

(d) Maintain a list of names, contact information and the expiration of terms of all members of boards and commissions.

(e) File and preserve all contracts, bonds, oaths of office and other documents as required by law.

(f) Issue licenses and permits as required by law.

(g) Collect fees and receipts from all City departments and deposit these collections with the City Treasurer.

(h) Maintain custody of the official City Seal.

(i) Promptly notify the City Manager and board chairpersons of City Council actions of concern to the board members, department heads and/or employees under their jurisdiction.

(j) Keep the official Dover Code book of the City up-to-date, and maintain a record of all amendments thereto.

(2) Accounting, water and sewer billing, and audit services functions.

[Amended 2-12-2020 by Ord. No. 2020.01.08-001]

(a) Preaudit and approve all purchases.

(b) Approve all authorized claims against the City before authorizing payment.

(c) Post-audit all receipts and disbursements.

(d) Maintain the financial accounts of the City and exercise accounting control over them.

(e) Prepare financial reports as required by the City Manager.

(3) Treasurer functions.

(a) Have all the statutory powers and perform all the statutory duties of city or town treasurers.

(b) Have custody of all City funds, investments and securities, including the deposit, withdrawal and recording thereof, as required by law.

(c) Keep records of the trust funds and invest them as permitted by law.

(d) Carry out the duties of treasurers of municipal corporations as set forth in RSA Chapter 33, Municipal Finance Act, and any amendments thereto, relating to bonds, notes and records thereof, and all other statutory requirements of city or town treasurers.

(e) Sign all checks, drafts, notes and bonds of the City.

(f) Deposit all public moneys daily in the depositories designated by the City Council.

(g) Deposit all moneys received from parking meters in a separate account, which money shall be used exclusively for the purposes provided by law.

(h) Maintain a register of all bonds and notes of the City, as required by law.

(i) Maintain all City employee earning records, including records of all deductions from earnings for retirement, social security, applicable insurance, United States savings bonds and any other purposes.

(j) Negotiate loans and borrowing moneys upon the authorization of the City Council and City Manager.

[Added 2-12-2020 by Ord. No. 2020.01.08-001]

(4) Tax collection functions.

(a) Have all the statutory powers, and perform all statutory duties of city or town tax collectors.

(b) Mail out all tax notices.

(c) Collect all accounts due the City, including taxes, rentals, water and sewer charges, resident taxes, licenses and fees, unless otherwise provided.

(d) Maintain accurate records pertaining to the collection function.

(e) Turn over daily to the City Treasurer all moneys received, and record and account for all moneys on the date received.

(f) Collect fees for the registration of motor vehicles as required by law.

(g) Conduct all tax sales of property and execute Tax Collector's deeds in accordance with applicable law.

(5) Assessment functions.

(a) Have all the statutory powers and perform all statutory duties of city assessors.

(b) Carry out the duties relative to taking the inventory and the appraisal for taxation and to the assessment and abatement of taxes and issuing warrants for the collection of taxes as required by law.

(c) Prepare all assessments, tax rolls and tax notices.

(d) Check all property transfers and maintain all property records.

(e) Prepare and maintain up-to-date tax maps, assessment records, cards and all other necessary records.

(f) Assure that all taxable property is being accurately reported.

(6) Purchasing functions.

(a) Receive all requests for supplies, materials, service and equipment from the various departments.

(b) Advertise all items to be purchased by competitive bids as required by law and the Charter.

(c) Receive and tabulate bids, make recommendations and award bids and contracts.

(d) Develop and distribute the proper forms to effectuate centralized purchasing.

(e) Advise department heads on methods of standardizing purchases and utilizing quantity prices.

(f) Follow the purchasing procedure as set forth by the Charter and ordinance.

(g) Maintain custody of all insurance policies.

[Added 2-12-2020 by Ord. No. 2020.01.08-001]

§ 5-10 Fire and Rescue Department.

[Amended 7-12-2023 by Ord. No. 2023.06.14-006]

A. There shall be a Fire and Rescue Department, under the direct supervision of a Fire and Rescue Chief, who shall be responsible for fire and emergency medical services, and emergency management functions and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff. The Fire and Rescue Chief shall have all the powers conferred upon fire wardens and fire chiefs by law (see, e.g., RSA 154:2; 155-A:7, I), and may delegate inspections and enforcement functions and duties to duly authorized subordinates within the Fire and Rescue Department or the Planning and Community Development Department. The Fire and Rescue Chief shall be the Emergency Management Director, with all duties and powers associated with the position pursuant to state law.

B. The duties of the Fire and Rescue Department shall include, but are not limited to:

(1) Extinguish fires and endeavor to protect life and property against fires.

(2) Provide emergency and nonemergency medical aid and transportation to local hospitals.

(3) Plan, organize and direct matters related to emergency management and preparedness for natural and man-made disasters.

(4) Prepare and maintain all Fire and Rescue Department records as required.

(5) Mitigate minor hazardous materials leaks and spills, and coordinate the response to major hazardous material incidents.

(6) Educate the public on matters related to fire and life safety along with self-preparedness for natural and man-made disasters.

(7) Care for and maintain all property and equipment assigned to the Fire and Rescue Department.

(8) Issue fire permits as necessary and appropriate.

(9) Plan and carry out a training program of instruction for all regular and call fire and rescue personnel.

(10) Cooperate with surrounding communities through mutual-aid programs so that additional firefighting and emergency medical personnel and equipment may be made available when needed.

§ 5-11 Public Welfare Department.

A. There shall be a Public Welfare Department, under the direct supervision of a Director of Public Welfare, who shall be responsible for providing public welfare and benefit functions and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff.

B. The duties of the Public Welfare Department shall include, but are not limited to:

(1) Plan, budget, report on and control the City welfare program.

(2) Investigate all requests for relief and authorize such relief aid as may be deemed necessary.

(3) Exercise all powers and perform all duties conferred or imposed by law upon overseers of the poor.

(4) Keep full and accurate records of the persons fully supported and the travelers and vagrants lodged at the expense of the City, together with the amount paid by them for such support and relief, and make such reports as required by law.

(5) Administer and coordinate all grants and subsidies as may be established or awarded by the City of Dover for the purpose of supporting and promoting the maintenance and development of social service agencies which provide direct support and services to the people of Dover.

§ 5-12 Public Library Department.

A. There shall be a Public Library Department, under the direct supervision of a Director of Public Library, who shall be responsible for providing library service functions and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff.

B. The duties of the Public Library Department shall include, but are not limited to:

(1) Select and procure books, magazines, periodicals and other printed, imaged or electronic material for use by library patrons.

(2) Catalog and classify all printed, imaged and electronic material stored in the public library and available for use.

(3) Circulate printed, imaged and electronic material designated for loan and/or authorized online access.

(4) Provide a reference service for answering requests for specific information.

(5) Distribute printed materials by the establishment and maintenance of branch libraries, when such are approved by the City Manager and City Council.

(6) Promote the availability of the library material to stimulate a wider general interest in its use.

(7) Promote special reading services for children and young people to aid in development of desirable reading habits.

(8) Maintain and care for all property assigned to the library.

(9) Prepare and maintain all records pertaining to the Public Library Department.

C. Depository and reference library.

(1) The Dover Public Library is hereby designated as a depository and reference library for City documents hereinafter identified. The head of each City department and division, board, commission and committee shall promptly send or deliver to the Public Library, as soon as printed or otherwise reproduced at the expense of the City, one copy of each special study, consultant report, newsletter, brochure or other document intended for public distribution. Such reports shall be preserved for the use of the City Council, City officials and employees and the general public.

(2) Any department, division, board, commission or committee which concludes that compliance with the requirements of this subsection shall produce a hardship may request exemption from the City Manager.

(3) Nothing in this subsection shall be construed to conflict with the duties of the City Clerk as set forth in the New Hampshire Statutes or elsewhere in these City ordinances.

§ 5-13 Community Services Department.

A. There shall be a Community Services Department, under the direct supervision of a Director of Community Services, who shall be responsible for providing engineering, public works, utilities, facilities and grounds, environmental, solid waste and recycling, and fleet maintenance functions, and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff. The Community Services Director, or designee, shall be the tree warden and road agent pursuant to state law.

B. The duties of the Community Services Department shall include, but are not limited to:

(1) Plan, coordinate and perform maintenance and upkeep of all City-owned properties with the exception of facilities not otherwise maintained under the care and responsibility of specific departments, including public schools, grounds and facilities.

(2) Plan, coordinate and perform construction, maintenance and repair of all City roads, streets, bridges, drains and sidewalks.

(3) Plan, coordinate and perform construction and operation of the City's public water supply and sewer system.

(4) Plan, coordinate and perform general engineering and engineering inspection services as may be required for the design, layout and mapping of all municipal construction projects.

(5) Review plans and specifications of proposed site developments and public utility connections and issue permits when appropriate.

(6) Maintain a file of all applications for permits.

(7) Investigate complaints and inspect site developments and related infrastructure construction for compliance with approved plans and enforcement of related code requirements.

(8) Plan, coordinate and operate the City's residential solid waste, recycling and environmental hazard mitigation programs.

(9) Investigate complaints and enforce local ordinances relating to proper disposal of solid waste and environmental matters.

(10) Maintain and repair City vehicle fleet and mobile equipment.

§ 5-14 Recreation Department.

A. There shall be a Recreation Department, under the direct supervision of a Director of Recreation, who shall be responsible for recreational programming and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff.

B. The duties of the Recreation Department shall include, but are not limited to:

(1) Develop a general recreational program for the City.

(2) Operate the recreational activities on all City parks, playgrounds, swimming pools, tennis courts and all other recreation facilities, including buildings, if any.

(3) Prepare and maintain all records pertaining to the Recreation Department.

(4) Engage private groups, public officials, and other City departments in the development and promotion of recreational activities in the City.

(5) Perform other duties as may be required.

§ 5-15 Planning and Community Development Department.

[Amended 2-12-2020 by Ord. No. 2020.01.08-001; 7-12-2023 by Ord. No. 2023.06.14-006]

A. There shall be a Planning and Community Development Department, under the direct supervision of a Director, who shall be responsible for planning functions, inspections functions to the extent delegated and duly authorized by the Fire and Rescue Chief, and community development functions, and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff. In performing any function involving delegated authority of and by the Fire and Rescue Chief, the employees within the Planning and Community Development Department to whom such authority has been delegated shall be considered subordinates of the Fire and Rescue Chief.

B. The duties of the Planning and Community Development Department shall include, but are not limited to:

(1) Land use and long range planning functions

(a) Advise the Planning Board, the Zoning Board of Adjustment, and other land use boards and authorities of the City.

(b) Investigate, study, report and recommend on all matters relating to land use, zoning, traffic, parking, highways, public facilities, population, urban renewal, subdivisions, parks, playgrounds and other related phases of City planning.

(c) Revise the Zoning Map as changes are made therein by City ordinance.

(d) Develop and implement the various elements of a general Master Plan to be used as a guide for the development of the City.

(e) Perform all research work that might be assigned by the City Manager.

(f) Investigate, study and report on all matters relating to construction and use of municipal structures and buildings as necessary and appropriate.

(2) Inspection functions

(a) Perform the duties stated within and enforce the building, electrical, plumbing and health codes of the City of Dover (see Chapter 57, Building Construction, Chapter 77, Electrical Standards, Chapter 113, Plumbing, Chapter 85, Food Service Establishments, and Chapter 89, Health and Sanitation, respectively).

(b) Enforce all state laws and adopted codes, except as otherwise provided by law, relating to the construction, equipment, alteration, and condition of buildings within the City.

(c) Review plans and specifications of proposed buildings, and issue building permits as necessary and appropriate.

(d) Maintain a file of all applications for building permits, and provide copies for tax assessment purposes.

(e) Inspect every structure upon which work is being done, where a permit is required, as often as necessary and appropriate given the nature and terms of the permit.

(f) Investigate complaints regarding matters affecting public health.

(g) Prepare and maintain all necessary records required by law.

(h) Procure, study, analyze and report data concerning public health.

(i) Investigate complaints or issues regarding private water supplies and septic tanks.

(j) Investigate communicable diseases and sanitary hazards, and enforce sanitary laws.

(k) Issue burial permits.

(l) Inspect restaurants, cafes, other eating places and vendors of food as required by law.

(m) Issue licenses and perform any other functions required by law.

(n) Perform all school building inspections and issue reports related to same as required by law (see RSA 153:14, II(b)).

(3) Community Development Functions

(a) Develop annual Community Development Block Grant application to the United States Department of Housing and Urban Development ("HUD").

(b) Work within the HUD framework to provide increased employment opportunities to low/moderate income persons through loans to local businesses

(c) Investigate, study, report and recommend on all matters relating to community development, housing and other related aspects of providing opportunities to low/moderate income persons.

(d) Create annual consolidated Plan Performance Report for HUD.

§ 5-16 Police Department.

A. There shall be a Police Department, under the direct supervision of a Police Chief, who shall be responsible for law enforcement and public parking functions, and who shall administer the functions of the Department with appropriate supervisory, clerical and labor staff. The Police Chief shall have all powers conferred by state law.

B. The duties of the Police Department shall include, but are not limited to:

(1) Enforce the laws and ordinances of the State of New Hampshire and the City of Dover.

(2) Endeavor to prevent crime, maintain peace and order, and protect lives and property from malicious damage and injury.

(3) Operate, maintain and care for all City parking meters.

(4) Maintain and care for all property assigned to the Police Department.

(5) Prosecute all violations of the law within its jurisdiction as necessary and appropriate.

(6) Prepare and maintain all necessary records pertaining to the Police Department.