CHAPTER 7
ADMINISTRATIVE DEPARTMENTS
ADMINISTRATIVE DEPARTMENTS
SECTION:
1-7-1: Regulations Established
1-7-2: Commission Departments
1-7-3: Department Of Human Resources And Risk Management
1-7-4: Duties And Responsibilities Of Superintendents
1-7-5: Use Of City Equipment
1-7-6: Rain Gear For Certain Employees
1-7-7: Vehicle Logbooks
A. Department Of Public Affairs: The Mayor shall have and exercise all the powers and perform all the duties provided or prescribed by law of the ordinances of this City. The Mayor shall be in charge of and have jurisdiction over the Department of Public Affairs, and as such shall have general supervision and oversight of all departments and employees, officers of the City as well as of all other employees, boards, councils, or committees not otherwise assigned by law or ordinance. He shall be the Chief Executive officer and representative of the City and shall preside at all meetings of the Council; he shall have charge of and cause to be prepared and published, all statements and reports required by law or by ordinances of the Council. The Mayor shall grant all licenses or permits, except as provided by law or ordinances, and in the absence or unavailability of any of the Commissioners to act, shall exercise temporary supervision over department assigned to said Commissioner. He shall execute all deeds and other contracts required to be executed on behalf of said City. He shall have supervision of all purchases of materials, equipment, and supplies of said department and the offices and departments assigned thereto. He shall have charge of and supervision over the City Hall and all other city property, equipment and employees not otherwise assigned by law or ordinance. He shall have charge of and supervision over the City Clerk and Deputy City Clerk, Safety Director, Human Resources Director, Mayor's Chief of Staff, City Attorney, Economic Development Director, City Administrator, IT Director, Building and Code Services Director, Business Development Director, Marketing Director, the HUB General Manager, and all other City employees and contractors not expressly defined in other Sections within this chapter.
B. Department Of Accounts And Finances: The Commissioner to whom the Department of Accounts and Finance is assigned shall have charge of and supervision over all accounts and records of the City. He shall inspect or cause to be inspected all records or accounts required to be kept in any of the offices or departments of the City and shall cause proper accounts and records to be kept and proper reports to be made. He shall audit or cause to be audited at frequent intervals the accounts of every officer or employee who does or may receive or disburse money. He shall have charge of the purchase, care and distribution of all supplies and other articles not otherwise provided by law or ordinance or requisitions signed by the heads of the departments. He shall examine or cause to be examined and report to the Council upon bills, accounts, payrolls, and claims before they are acted upon or allowed, unless otherwise provided by law. He shall procure from all persons or corporations operating public service utilities in the city, and cause to be placed on file such reports as they are by law or ordinance or otherwise required to make to the city, or any of its officers, and shall collect or cause to be collected all licenses, fees, franchises, taxes, special assessments, rentals or other moneys which may be due or become due to the city, unless otherwise provided by law or ordinance. He shall report to the Council any failure to make reports or to pay moneys to the city with such recommendation in relation thereto as he may deem proper. The City Treasurer, and all employees assigned to the Treasurer's office shall be under the direction and supervision of the Commissioner to whom the Department of Accounts and Finances is assigned.
The Commissioner in charge of this department shall also be Vice-President of the Council and in the absence of the Mayor or the Mayor's inability to act shall preside over the Council and shall perform all the usual duties of the Department of Public Affairs.
C. Department Of Streets And Public Improvements: The Commissioner of the Department of Streets and Public Improvements is assigned and shall have charge of and supervision over the City Cemeteries including buildings, streets, apparatus, equipment, and other property belonging thereto and the employees thereof except as at service provided by law or ordinance.
The Superintendent of the Street Department and all employees therein, are assigned to the Department of Streets and Public Improvements and shall be under the control and supervision of the Commissioner of said Department. He shall have supervision over the purchase of materials and supplies for construction or repair work or which are otherwise used in his department. He shall have charge of the excavations to be made in the streets or alleys for the purpose of repairing, tapping, inspecting or otherwise, and of issuing permits for said excavations. He shall have charge of the erection, repair and replacement of traffic control signs and equipment and street name signs. He shall have charge in so far as he lawfully may, of the electric lighting system and shall have charge of and direction of the lighting of streets, alleys, public grounds, bridges, viaducts, and buildings not otherwise assigned by law or ordinance. He shall, in so far as authorized by law, have supervision over all public service utilities and all persons or corporations rendering service in the city under any franchise, contract or grant made or granted by the City or State, and shall report to the council any failure of such person or corporation to render service or to observe the rules or conditions of franchise, contract or grant under which such public service utility is operated.
D. Department Of Public Property: The Commissioner in charge of this Department is assigned and shall have charge of and supervision over the Water Utility of the City, including all water mains, buildings, apparatus, and other property belonging thereto, and the appointment of officers and employees thereof are hereby assigned to said department and shall be under his control and supervision. He shall have supervision of all purchases of apparatus and supplies of said department, except as provided by law or ordinance, and the officers and department assigned thereto.
The Commissioner to whom the Department of Public Property is assigned shall have charge of and supervision over the Sewer Department including the employees thereof, wastewater treatment facilities, buildings, sewer mains, lift station apparatus, equipment, vehicles, and other property belonging thereto except as otherwise provided by law or ordinance.
The Commissioner in charge of this Department is assigned and shall have charge of and supervision over the Marion Cultural and Civic Center and the Pavilion, including all buildings, and other property belonging thereto, and the appointment of officers and employees thereof are hereby assigned to said department and shall be under his control and supervision. He shall have supervision of all purchases of apparatus and supplies of said department, except as provided by law or ordinance, and the officers and department assigned thereto.
E. Department Of Public Health And Safety: The Commissioner to whom the Department of Public Health and Safety is assigned shall have charge of and supervision over the Police Department, the Fire Department, Animal Control, the personnel, equipment, and apparatus employed by or used in each department and the purchase of apparatus and supplies for each department except as otherwise provided by law or ordinance.
F. Expenditure Approvals: No expenditure of City funds shall be made, nor shall any obligation be incurred on behalf of the City in excess of fifteen thousand dollars ($15,000.00) until after such expenditure or obligation shall have been approved by the Council. The Council shall from time to time have the right to change in any way it may deem best for the good of the city and in so far as followed by law, the duties of the respective departments and shall have the right to add to or take from the responsibility or authority of each department. (Ord. 3525, 4-22-2019; amd. Ord. 3878, 4-24-2023)
A. Department Established; Administration: There is hereby established the Department of Human Resources and Risk Management which will be administered by the Director of Human Resources and Risk Management at the direction of the Mayor and the City Administrator.
B. Director Of Department:
1. Appointment: The Director of Human Resources and Risk Management shall be appointed by the Mayor, with the advice of the city administrator and the consent of the city council. (Ord. 2249, 3-30-2009)
2. Qualifications: The director shall have the professional experience, qualifications, and training to successfully perform the complex functions of this position. He shall also have satisfied the following:
a. Have a minimum of a four (4) year college degree in business, management, administration, human resources or other related fields or equivalent combination of education, skill, and experience in these fields.
b. Have a workable knowledge of database, spreadsheet, and word processing software.
c. Have a thorough knowledge of workforce methods and techniques in relation to planning, coordinating, analyzing, implementing and managing human resources and risk management programs and policies. (Ord. 2249, 3-30-2009; amd. 2013 Code)
3. Duties: It shall be the responsibility of the human resources and risk management director to plan, direct, and review the human resources policy and coordinate activities such as employment policies and procedures, development and training, employment data and records, risk management compensation, benefits, labor relations, workers' compensation, and workplace safety. In addition, the director shall implement and monitor the city's compliance in regards to human resources and safety laws. The following are the essential duties of the director:
a. Recommend, implement and monitor compliance with laws, regulations and policies of the city applicable to human resources and safety.
b. Coordinate with supervisory and management personnel the hiring of city employees including, but not limited to, posting new jobs internally, advertising new positions, receiving and maintaining job applications, verifying references, coordinating background checks of prospective employees where applicable and recommending applicants.
c. Coordinate and administer the drug/alcohol testing procedures.
d. Provide reports and recommendations relating to the city's human resources policies, procedures and practices to the city administrator, mayor and city council. (Ord. 2249, 3-30-2009)
e. Administer benefit programs which includes communicating with employees and providing technical assistance to employees in the understanding, enrollment and procedures of city benefit programs which shall include keeping of records of participation, changes and terminations in programs. The director shall consult with the finance director-treasurer's office on employee benefit additions or changes. (Ord. 2249, 3-30-2009; amd. 2013 Code)
f. Ensure compliance with workers' compensation laws and act as a liaison for the city with compensation insurance carriers. Investigate, where necessary, job related claims and confer with necessary personnel.
g. Coordinate the city's safety and training program including injury and illness prevention. Investigate incidents and accidents, conferring with employees and supervisors on recommended actions. Ensure employees are equipped with and utilizing required safety equipment and/or apparel.
h. Coordinate, investigate and consult with supervisors, commissioners, and employees to resolve sensitive and significant personnel issues which may include discussion with the city labor attorney and union representatives. Consult and advise supervisors and commissioners in appropriate resolution of employee relations issues.
i. Assist the city administrator and city council in negotiations with city union bargaining units.
j. Perform such duties as directed or assigned by the mayor or the city administrator.
4. Compensation: The director of human resources and risk management shall receive compensation and benefits as the mayor and city council shall fix from time to time. (Ord. 2249, 3-30-2009)
A. Inventory: Each department superintendent, including the police chief and fire chief, shall make, or cause to be made by someone assigned to his department, a complete inventory of all equipment, motor vehicles, machinery and tools as well as all supplies of whatsoever nature allotted or assigned to that department. One copy of the inventory shall be kept on file by the department superintendent, one copy filed with the city clerk, and one copy filed with the commissioner in charge of the department. Such a corrected and current inventory shall be similarly filed on or before the first day of each year thereafter. (1977 Code § 2.76.020; amd. 2013 Code)
B. Equipment:
1. It shall be the responsibility of the superintendent of each department to keep all equipment in a state of good repair at all times. However, no major repair requiring a considerable outlay of city funds shall be undertaken without prior approval of the commissioner in charge of the department. (1977 Code § 2.76.030; amd. 2013 Code)
2. It shall be the responsibility of the superintendent of each department to be in position to account daily for all hand tools and equipment charged to his department. (1977 Code § 2.76.040)
C. Cooperation With Other Departments: It shall be the responsibility of each department superintendent to encourage cooperation in all things between his department and the other city departments in order that the best interests of the city and its citizens may be served. (1977 Code § 2.76.050)
D. Logbook:
1. It shall be the responsibility of the superintendent of each department to keep and maintain a logbook for the purpose of recording therein each call or complaint received by each such department.
2. It shall be the responsibility of the city clerk to have printed and to keep on hand a supply of forms for distribution to each department superintendent. The form to be used is as follows:
City of Marion
Department
Number:
Date: Time: City employee receiving call:
Name of party making call or reporting problem:
Location of problem:
Nature of problem:
Response given to call:
Date and action of follow-up taken:
Signed by superintendent of department
(1977 Code § 2.76.060)
A. The various items of city equipment shall be freely and unhesitatingly interchanged between departments as the occasion demands. If a piece of equipment required by one department is then in use by another, the department having the greatest and most pressing need for the equipment shall have priority for the use of such equipment regardless to which department the equipment is originally assigned. (1977 Code § 2.76.100)
B. If a piece of equipment assigned to one department is temporarily used by another department and, while in such temporary use, breaks down or falls into a state of disrepair, the department temporarily using the equipment will promptly have the necessary repairs made, and the cost thereof shall be charged to the department having the repairs made. (1977 Code § 2.76.110)
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