Sections:
2.08.010 Officers of the city.
2.08.020 Approval of city manager's appointments.
2.08.030 Duties of officers.
2.08.040 General responsibilities of department heads.
2.08.050 Rules and regulations.
2.08.075 Care of city-owned property.
2.08.085 Fees and revenues.
2.08.090 Reports of department activities.
2.08.100 Holidays and other special days.
2.08.110 Office and duties of the city clerk.
2.08.120 Office and duties of the city attorney.
2.08.130 Office and duties of the city auditor.
2.08.140 Office and duties of the city manager.
2.08.145 Reserved.
2.08.150 Department of administrative services.
2.08.160 Department of human resources.
2.08.170 Police department.
2.08.180 Fire department.
2.08.185 Office of emergency services.
2.08.190 Department of public works.
2.08.200 Department of utilities.
2.08.210 Department of community services.
2.08.220 Department of planning and development services.
2.08.230 Department of libraries.
2.08.240 Department of information technology.
2.08.250 Reserved.
2.08.260 Office of transportation.
2.08.300 Books and records.
2.08.310 Oath of office.
2.08.320 Duties of the city manager, relating to health.
2.08.330 Health officer.
2.08.340 Summons.
2.08.350 Powers and duties of health officer.
2.08.360 Interference with health officer prohibited.
2.08.370 Reserved.
* Editor's Note: Prior ordinance history: Ordinance Nos. 1405, 2146, 2260, 2305, 2316, 2389, 2429, 2447, 2452, 2510, 2520, 2528, 2569, 2611, 2635, 2662, 2669, 2739, 2808, 2960, 3060, 3149, 3257, 3414, 3507, 3514, 3546, 3709, 3731, 3762, 3841, 3927, 3930, 4036, 4122.
Appointments to the following positions shall be made by the city manager with the approval of the council:
(a) Assistant city manager;
(b) Director of administrative services;
(c) Chief of police;
(d) Fire chief;
(e) Director of human resources;
(f) Director of planning and development services;
(g) Director of utilities;
(h) Director of public works - city engineer;
(i) Director of community services;
(j) Director of libraries;
(k) Director of information technology; and
(l) Director of the office of emergency services.
(Ord. 5494 § 1, 2020: Ord. 4809 § 1, 2003: Ord. 4274 § 1 (part), 1995)
Each officer shall perform all duties required of his or her office by state laws, the Charter, and ordinances of the city, and such duties not in conflict therewith as may be required either by the council or the city manager, whichever makes the appointment.
(Ord. 4274 § 1 (part), 1995)
(a) Each council-appointed officer shall be immediately responsible to the council, and the head of each other department shall be immediately responsible to the city manager, for the effective administration of his or her department and all activities assigned thereto. In the case of vacancy in office or during the absence of any department head, the city manager may designate an interim acting head or the city manager may, with the approval of the council, perform personally the functions of any department head under the city manager's control. All department heads shall have the following responsibilities:
(1) To participate as a member of the city manager's management team and to review and help develop overall approaches to city problems and priorities;
(2) To provide guidance and long-term planning for his or her own department;
(3) To formulate and recommend policies and procedures governing the operation of the department, and to administer such policies and procedures when approved and conduct such activities for the city;
(4) To work with department management personnel in interpreting policies of the city council and city manager, establishing department priorities, monitoring department performance, identifying action which will improve the department's level of performance and coordinating the department's activities with other city departments;
(5) To formulate for city manager approval plans and programs pertaining to the department's functions and to implement such approved plans and programs;
(6) To proceed as directed by law on all matters requiring official action by the department;
(7) To keep informed as to the latest practices in their particular fields and inaugurate with the approval of the city manager and council, as appropriate, such new practices as appear to be of benefit to the municipal service and to the public.
(b) All department heads and council-appointed officers shall advise and assist all other departments heads and council-appointed officers on matters within their respective provinces and will coordinate their activities and cooperate with each other on matters of mutual concern.
(c) Any department head or council-appointed officer may delegate to members of the department coming under his or her direction such duties and responsibilities as he or she deems advisable, together with proportionate authority for their fulfillment, but in no case may a department head delegate overall responsibility or any accountability.
(d) Each department and council-appointed officer head shall be responsible for the preservation of all records under his or her jurisdiction and shall provide a system of filing and indexing the same. No records, reports, correspondence, or other data relative to the business of any department shall be destroyed or removed permanently, except in accordance with a records retention program approved pursuant to state law.
(Ord. 4274 § 1 (part), 1995)
(a) The city manager may prescribe and enforce such rules and regulations as may be deemed necessary for the operation and management of all offices and departments coming under his or her control, and may recommend to the council for approval rules and regulations for the management of all offices and departments of the city.
The city manager shall communicate to all parties concerned the content of such rules and regulations, and in addition shall file with the city clerk a true copy, which is to be kept in a suitable record. This record shall be available for inspection in accordance with state law.
(b) The city manager may prescribe and enforce regulations for entry into or use by members of the public of any city real property, building, structure, or other facility. Such regulations may restrict or prohibit the times and duration of entry into or use by members of the public of specified city facilities. Such regulations may restrict or prohibit the entry into or use by members of the public of motor vehicles, bicycles, skateboards, roller skates, or other conveyances on specified city facilities. Such regulations may restrict or prohibit the personal conduct of any member of the public within specified city facilities. Any such regulations shall be prescribed and enforced for the purpose of providing maximum access to and use of city facilities by members of the public consistent with the public health, safety, comfort, and convenience of all other public users of the city facilities.
Any regulation prescribed by the city manager for public entry into or use of any city real property, building, structure or other facility shall become effective on the fifteenth day following notice sent to the city council; provided, however, that any regulation may be terminated or modified at any time by resolution or ordinance. It shall be unlawful for any person to disobey or fail to observe any such regulation of which such person has actual notice, however given, or constructive notice through appropriate signs or notices posted on affected city real property, building, structure, or other facility.
Any regulation prescribed by the city manager for public entry into or use of any city real property, building, structure or other facility shall be filed with the city clerk and shall be available for inspection in accordance with state law.
(Ord. 4439 § 2, 1997: Ord. 4274 § 1 (part), 1995)
Each department head and council-appointed officer shall be responsible for care and safekeeping of all city-owned property used by or in the custody of the department and shall take steps as necessary to ensure that the use or condition of said property does not incur legal liability or loss for the city or its officers and employees. The term "property" as used herein includes land, buildings, structures, vehicles, equipment, tools, furniture, supplies, money, securities, and components of the utilities system.
(Ord. 4274 § 1 (part), 1995)
Each department head and council-appointed officer shall be responsible for recommending to the department of administrative services a schedule of fees and rates to be charged for services performed by the department, and for assuring that such funds as may be collected in the operation of the department shall be deposited with the department of administrative services in accordance with policies and procedures established for the collection and deposit of municipal funds.
(Ord. 4274 § 1 (part), 1995)
Reports of the activities of each department shall be made to the city manager at such times and in such form as determined by the city manager. Unless directed otherwise by the city manager, each department shall provide periodic reports which summarize the department's performance, present position, and future plans. The department shall provide other such special reports as may be required from time to time.
(Ord. 4274 § 1 (part), 1995)
(a) Regular Holidays. The following days are declared to be holidays on which municipal business of the city shall be suspended:
Every Saturday and Sunday;
New Year's Day, January 1;
Martin Luther King Day, the third Monday in January;
Washington's Birthday, the third Monday in February;
Memorial Day, the last Monday in May;
Independence Day, July 4;
Labor Day, the first Monday in September;
Columbus Day, the second Monday in October;
Veterans Day, November 11;
Thanksgiving Day, the fourth Thursday in November, and the day following;
Christmas Day, December 25.
In the event that any of the aforementioned days, except Sunday itself, falls on Sunday, the following Monday shall be considered a holiday. In the event that any of the aforementioned days, except Saturday itself, falls on Saturday, the preceding Friday shall be considered a holiday.
(b) Other Special Days. The mayor may proclaim a day or any portion thereof as a holiday, a day of mourning, or other similar special day for the observation or commemoration of a noteworthy public event, provided that municipal business shall not be suspended on such day or portion thereof, unless the mayor's proclamation so states.
(Ord. 4274 § 1 (part), 1995)
(a) The office of the city clerk shall be under the direction of a city clerk who shall be accountable to the city council. The duties of the city clerk shall be as follows:
(1) To keep a record of the proceedings of the council and of such other bodies as the council may require;
(2) To keep all ordinances, resolutions, contracts, and agreements of the city and authenticate such records as may be necessary;
(3) To publish ordinances and other legal notices as required;
(4) To keep and maintain a record of all elections of the city and to be responsible for the conduct of elections;
(5) To keep informed on all matters pending before the council and before other bodies as the council may require;
(6) To have power to administer oaths or affirmations in connection with all matters relating to the municipality;
(7) To have authority to appoint deputies and assistants in accordance with control procedures established for that purpose and administered by the department of human resources;
(8) To provide public information regarding city council activities;
(9) To be responsible for management of the city's records and information management program;
(10) To perform such other duties as may be required by the Charter or as the council may require.
(Ord. 5494 § 2 (part), 2020: Ord. 4274 § 1 (part), 1995)
(a) The office of the city attorney shall be under the direction of a city attorney who shall be accountable to the city council. The duties of the city attorney shall be as follows:
(1) To advise the council, the city manager, boards, commissions and all officers and departments of the city on all matters of law;
(2) To draft, or assist in the drafting of, all ordinances, resolutions, agreements, and contracts to be made or entered into by the city, and approve the form of such instruments;
(3) To prosecute all violators of city ordinances and to represent the city in all actions at law;
(4) To have authority to appoint deputies and assistants in accordance with control procedures for that purpose and administered by the department of human resources; provided, that the appointment of the chief assistant city attorney shall be approved by at least a majority of the council;
(5) To defend any officer or employee of the city in any action arising out of the performance of the official duties of such officer or employee;
(6) To perform such other duties as may be required by the Charter or as the council may require.
(Ord. 5494 § 2 (part), 2020: Ord. 5427 § 1, 2018: Ord. 4274 § 1 (part), 1995)
(a) The office of the city auditor shall be under the direction of a city auditor who shall be accountable to the city council. The duties of the city auditor shall be as follows:
(1) Be knowledgeable in conducting performance audits under Government Auditing Standards, as established by the Comptroller General of the United States; public administration; public policy; and public financial and fiscal practices;
(2) Be a licensed certified public accountant (CPA) or certified internal auditor (CIA);
(3) Establish an organizational structure appropriate to carrying out the responsibilities and functions of this section; and
(4) Set and maintain a tone for ethical behavior, establish a positive ethical environment for the office of the city auditor, and conduct audit work in accordance with the principles of integrity, objectivity, confidentiality, and competency.
(b) The mission of the office of the city auditor is to promote honest, efficient, effective, economical, and fully accountable and transparent city government. To fulfill this mission, the office of the city auditor shall conduct performance audits and perform nonaudit services of any city department, program, service, or activity as approved by the city council. The purpose of these audits is to provide the city council, city management, the residents of Palo Alto, and other stakeholders with independent and objective analysis as to whether management is using its financial, physical, and informational resources effectively, efficiently, economically, ethically, and equitably, and in compliance with laws, regulations, contract and grant requirements, and city policies and procedures. Audits shall be conducted and nonaudit services provided in accordance with Government Auditing Standards, as established by the Comptroller General of the United States, Governmental Accountability Office.
(c) In addition to the aforementioned responsibilities, the office of the city auditor shall:
(1) Select and recommend to the city council for approval an independent certified public accounting firm to conduct the city’s annual external financial audit and coordinate the annual external financial audit with the approved firm.
(2) Perform other functions consistent with the provisions of this section.
(d) At the beginning of each fiscal year, the city auditor shall prepare an annual audit plan for city council approval. The plan will be issued on the office of the city auditor website, with written notification to the city council, and be placed on the appropriate committee agenda. The plan shall identify the preliminary objectives of each audit to be performed, reflecting the purpose of the engagement and a preliminary description of the areas that may be addressed. The city auditor will review the plan and consult with the city manager prior to submitting it to the appropriate committee of the city council for approval. The city manager may identify areas where the city will benefit from performance audits or a nonaudit service. The city auditor may review the plan with and seek the advice of the city attorney prior to submitting it to the appropriate committee of the city council for approval. The annual audit plan may be amended during the fiscal year with approval of the city council.
(e) The office of the city auditor shall prepare quarterly reports describing the status and progress towards completing the audits. The reports will be issued on the office of the city auditor website, with written notification to the city council, and be placed on the appropriate committee agenda.
(f) The city auditor shall prepare a written report of the results of each audit conducted and will be responsible for retaining a copy as a permanent record. The reports shall meet the reporting requirements specified in the Government Auditing Standards and the views of the city manager.
(1) Within two weeks after receiving the final draft report, the city manager, or his or her designee, will prepare an official written response to the findings and recommendations contained within the report and provide the response to the office of the city auditor. The city auditor and city manager may agree to an extension of the two-week time frame if requested by the city manager. If a response is not received within the established time frame, the office of the city auditor will issue the audit report without management’s response.
(2) The office of the city auditor shall also provide a copy of the draft report to the city attorney for review and comment, including legal advice relating to disclosure of information contained in the report; and to other appropriate officials as determined by the city auditor.
(g) Audit reports and other work products of the office of the city auditor will be placed on the agenda of the city council or appropriate city council committee consistent with the following general guidelines:
(1) Information items and items that will be discussed in a study session will be placed on the council agenda.
(2) Audit reports and other audit work products will be placed on the finance committee agenda when the subject matter focuses primarily on enterprise fund departments, functions, or activities, or is concerned primarily with financial matters.
(3) All other audit reports and audit work products will be placed on the policy and services committee agenda.
(h) The city auditor will prepare and issue an annual report on the status of recommendations made in completed audits. The report will reflect the status as reported by the city manager or his or her designee. The report will be issued on the office of the city auditor website, with written notification to the city council, in the first quarter of the fiscal year and be placed on the appropriate committee agenda. Further follow-up audits will be conducted as determined and recommended by the city auditor and approved by the city council.
(i) (1) Unless prohibited by law, the office of the city auditor will have unrestricted access to all sources of information, property, and personnel relevant to 1) the performance of a council-approved audit or 2) the identification of potential risks when developing the annual audit plan. Department management and staff will not intentionally withhold, hide, or destroy any information or property that may be potential evidence in a planned or ongoing audit. Nothing in this section shall authorize the office of the city auditor to have access to documents, records, and information related to the office of any elected official.
(2) The office of the city auditor will handle documents and information received with the same prudence exercised by those normally accountable for them and consistent with appropriate policies and regulations and the ethical principles cited in the Government Auditing Standards.
(j) To the extent possible, the office of the city auditor will accommodate an area’s daily operations in scheduling and conducting audits.
(Ord. 5494 § 2 (part), 2020: Ord. 5281 § 2, 2014; Ord. 4601 § 1, 1999: Ord. 4274 § 1 (part), 1995)
(a) The office of the city manager shall be under the direction of a city manager who shall be accountable to the city council. The duties of the city manager shall be as follows:
(1) To have the duties as set forth in the Charter;
(2) To approve expenditures, policies, and procedures for the departments coming under control of the city manager;
(3) To sign for the city-approved contracts, agreement, and leases which do not require the signature of the mayor;
(4) To recommend the sale or lease of material, equipment, property, and real estate of the city to the council;
(5) To negotiate contracts and leases as authorized by the council;
(6) To establish a schedule of fees and rates for all types of services performed by departments under his or her control, except for those which the city council authorizes;
(7) To recommend changes to the basic organization plan of departments under the control of the city manager, and to enforce changes approved by the council;
(8) To have the authority to appoint deputies and assistants in accordance with control procedures established for that purpose and administered by the department of human resources; provided, that the appointment of the assistant city manager shall be approved by the council in accordance with the City Charter;
(9) Notwithstanding Section 2.08.040, to have the authority to delegate to the assistant city manager the direct reporting responsibility over any department head under the control of the city manager;
(10) To provide economic resources planning services for the city, as needed; and
(11) To perform such duties as may be required by the Charter or as the council may require.
(Ord. 5494 § 2 (part), 2020: Ord. 4274 § 1 (part), 1995)
(a) The department of administrative services shall be under the control of a director of administrative services who shall be accountable to the city manager to carry out the duties of this department. The duties of the department of administrative services shall be as follows:
(1) Provide administrative support for the finance committee of the city council;
(2) Management and preparation of the city's budget reports in coordination with the city manager and in accordance with the requirements set forth in the Municipal Code and City Charter, includes analysis and review of citywide revenue and expenses and departmental budget requests;
(3) Provide analytical resources for studies on organization, staffing utilization, management and procedures for the city, in order to provide cost-effective municipal services;
(4) To participate in intermediate and long-range financial planning strategies and to develop and recommend methods for financing city programs and projects;
(5) Manage production of the city's annual financial reports, general-purpose financial statements, and comprehensive annual financial report in accordance with city ordinances, legal requirements and generally accepted accounting principles:
(A) generate appropriate financial reports as required by county, state and federal agencies;
(B) coordinate financial audit activities with appropriate parties (internal and external).
(6) Administer the procurement of supplies, materials and equipment and contracts for general services for the city. Control emergency purchasing in accordance with approved procedures when centralized procurement is impracticable;
(7) Manage and complete the accounts payable and payroll processes;
(8) Operate and maintain the warehouse and storage facilities of the city;
(9) Administer the city's responsibilities regarding surplus property;
(10) Provide centralized mail and messenger services and printing and other duplicating services for all city departments;
(11) Administer the investment of city funds and banking agreements in accordance with city policy and state law;
(12) Administer and manage the issuance of debt by the city or financing authority entities as may be formed by the city from time to time;
(13) Administer and enforce all ordinances and regulations of the city relating to the imposition and collection of city taxes and other miscellaneous accounts receivables, to provide revenue collections services and to collect delinquent receivables;
(14) Administer and supervise real property such as secure easement titles and leases, negotiate for the purchase or disposition of real property on behalf of the city, and manage all property owned by the city and leased to other persons or agencies;
(15) Perform or cause to be performed all duties required by this code or other law of the director of finance, tax administrator, manager of purchasing, supervisor of revenue collections, chief financial officer, city treasurer and city controller;
(16) To perform such other duties as may be required.
(Ord. 5494 § 2 (part), 2020: Ord. 5274 § 3, 2014; Ord. 4274 § 1 (part), 1995)
(a) The department of human resources shall be under the supervision of a director of human resources who shall be accountable to the city manager. The duties of the office of human resources shall be as follows:
(1) To be responsible for the management and administration of the personnel program in accordance with rules and regulations established in the merit system;
(2) To administer control procedures for the recruitment, employment and promotion of personnel of the city;
(3) To follow such personnel procedures and practices as may be approved by the city manager;
(4) To advise and assist the city manager in the preparation of wage scales for recommendation to the council;
(5) To prepare and maintain such job and position classifications and specifications as may be required;
(6) To keep and maintain complete personnel records;
(7) To coordinate such employee safety programs as may be directed by the city manager;
(8) To coordinate and administer the worker's compensation program;
(9) To coordinate and administer such employee-in-service training programs as may be directed by the city manager;
(10) To perform all duties defined in the merit system and such other duties as may be required;
(11) To establish procedures for the operation of the city's insurance program and to keep the city manager advised as to the status of the program;
(12) As directed by the city manager, to represent the city in meet-and-confer negotiations with recognized employee groups and administer resulting agreements;
(13) To perform or cause to be performed all duties required by this code or other law of the loss control officer and risk manager;
(14) To perform such other duties as may be required.
(Ord. 5494 § 2 (part), 2020: Ord. 4274 § 1 (part), 1995)
(a) The police department shall be under the direction of a chief of police who shall be accountable to the city manager. The duties of the police department shall be as follows:
(1) To be responsible for the preservation of the public peace and order, the prevention and detection of crime, the apprehension of criminal suspects, the protection of persons and property, and the enforcement of law;
(2) To enforce all traffic regulations, and to consult as necessary with the transportation department on matters concerning traffic engineering;
(3) To coordinate the use of the regional Silicon Valley Regional Communications System by all city departments, to maintain back-up radio capabilities, and to provide radio dispatching service for all city departments requiring such service;
(4) To ensure that unclaimed property received by the police department is sold at a public auction pursuant to the provisions of this code;
(5) To administer the police department's parking enforcement program;
(6) To enforce all city ordinances and state laws relating to the care, control, impounding and rescue of all animals; and to perform or cause to be performed all duties required by this code of animal control officers; and
(7) To perform such other duties as may be required.
(b) For organizational purposes, the police department shall consist of the following divisions: administration, field services, investigative services, and technical services.
(Ord. 5494 § 2 (part), 2020: Ord. 4274 § 1 (part), 1995)
(a) The fire department shall be under the control of a fire chief who shall be accountable to the city manager to carry out the duties of this department. The duties of the fire department shall be as follows:
(1) To be responsible for the prevention of fires, the protection of life and property against fires, and the removal of fire hazards and preparation of emergency plans;
(2) To be responsible for the rendering of emergency medical services for which the department is equipped, including emergency medical transportation services;
(3) To inspect business and other premises for fire hazards, and to enforce the fire prevention code and to conduct educational fire prevention and risk reduction programs;
(4) To protect the environment from the adverse effects of hazardous materials and to coordinate and administer programs to minimize problems associated with the use and disposal of hazardous materials;
(5) To serve as an information resource for the public, other city departments, industry and the media concerning the areas described in this section;
(6) To perform or cause to be performed all duties required by this code or other law of the fire marshal;
(7) To perform such other duties as may be required.
(Ord. 5494 § 2 (part), 2020: Ord. 4274 § 1 (part), 1995)
(a) The office of emergency services shall be under the direction of the director of the office of emergency services, who shall be accountable to the city manager. The duties of the office of emergency services shall be as defined in Section 2.12.050.
(Ord. 5494 § 2 (part), 2020)
(a) The department of public works shall be under the direction of the director of public works-city engineer, who shall be accountable to the city manager. The duties of the department of public works shall be as follows:
(1) To be responsible for the planning, design, construction, maintenance, repair and improvement of all city facilities and property owned or operated by the city, including the approval of plans and designs for such improvements within the meaning of California Government Code section 830.6, except as otherwise provided in this code;
(2) To assist with the preparation of the capital improvement program and assist the city manager, as directed, in reviewing capital project budget requests;
(3) To provide engineering services as required including development and implementation of capital improvement program projects;
(4) To provide permitting and inspection services relating to private construction of public facilities and private construction affecting city property;
(5) To schedule repairs and preventative maintenance to ensure that the streets and sidewalks are maintained in a safe, and structurally sound, and sanitary manner, and to maintain all markings for traffic control painted or placed upon the streets or curbs;
(6) To maintain trees, parking lots, paved bicycle paths, and underpasses in a safe and aesthetic manner; and to maintain trees adjacent to electric power lines in order to minimize electrical outages caused by tree limbs;
(7) To coordinate the needs of the city departments in their requirements for motorized equipment, to operate the city garage, actively supervise a preventative maintenance program, keep the operating records of all motorized equipment used or operated by the city, monitor the use of pool cars, and maintain fuel sites at city facilities;
(8) To be responsible for the management, regulation, operation, system rehabilitation, and capital improvements of the storm water management enterprise, and to coordinate related activities with interested municipalities or special districts;
(9) To be responsible for refuse collection, source reduction, recycling, street sweeping, and long-term resource recovery and disposal activities of the refuse enterprise;
(10) To be responsible for the operation and capital improvements of the regional water quality control plant, on behalf of the city and its partner agencies within the regional service area; the permitting and enforcement of regulations with respect to industrial discharges into the sewer system; and the development of programs and treatment methods to ensure the maximum feasible compliance with regulations protecting the San Francisco Bay and environment;
(11) To be responsible for the general aviation operation and management of the Palo Alto municipal airport, the adoption and enforcement of general aviation rules and regulations applicable to parties doing general aviation-related business at the airport, and the management and control of all general aviation and non-general aviation-related leases, licenses, permits, easements and other contracts and authorizations issued to or in connection with parties doing business at the airport;
(12) To perform such other duties as may be required.
(Ord. 5494 § 2 (part), 2020: Ord. 5260 § 3, 2014; Ord. 4274 § 1 (part), 1995)
(a) The department of utilities shall be organized and administered under the direction of a director of utilities who shall be accountable to the city manager. The duties of the department of utilities shall be as follows:
(1) To plan, direct and coordinate the operations of the city's utilities department;
(2) To coordinate the forecasting of the city's long-range utility needs and develop financial plans to ensure that the city's utilities rate, reserve and revenue levels will be able to meet customer service, operating and financial requirements;
(3) To provide administrative support to the utilities advisory commission on matters relating to the department;
(4) To generate appropriate reports as may be required by county, state and federal agencies or by law;
(5) To operate a responsive customer service center, to manage customer service utilities billing, inquiries and complaints and to provide a fast and courteous response to each customer's request for utility service;
(6) To establish rates to offset operating costs of all city utility operations designated as utilities enterprise funds and to provide a fair and reasonable rate of return on the city's capital improvement investment in those utilities designated as utilities enterprise funds;
(7) To provide technical or other efficiency services to enable residential, commercial and industrial utilities customers to reduce their operating costs, improve the quality of the environment and maintain a high level of customer satisfaction;
(8) To forecast and plan the acquisition and disposition of sufficient least-cost resource supplies to meet existing and future supply requirements in an environmentally acceptable manner;
(9) To negotiate for the purchase and sale of water, gas and electricity and contract with water, gas and electric power producers, suppliers and marketers for resource supply at the best available price or cost;
(10) To recommend capital construction and improvements of all utility systems, and to administer such programs when approved;
(11) To inspect all construction work done by or for the utilities and require compliance with all contracts made in connection therewith;
(12) To prepare or cause to be prepared all utility maps of the utilities, and to keep and to maintain such records as are necessary for the fulfillment of this function;
(13) To provide operations, maintenance, and construction necessary to ensure the safe, efficient and reliable delivery of electric, water, gas and wastewater collection services to all customers;
(14) To provide operations, maintenance, and construction necessary to ensure the proper operation of the city's traffic signal, street lighting and communication systems;
(15) To perform or cause to be performed all duties required by this code or other law of the director of utilities and the department of utilities; and
(16) To perform such other duties as may be required.
(b) For organizational purposes, the department of utilities shall consist of the following divisions: administration; customer support services; resource management; engineering; and operations.
(Ord. 5494 § 2 (part), 2020: Ord. 4906 § 1, 2006: Ord. 4813 § 1, 2004: Ord. 4624 § 1, 2000: Ord. 4274 § 1 (part), 1995)
(a) The department of community services shall be under the control of a director of community services who shall be accountable to the city manager to carry out the duties of this department. The duties of the department of community services shall be as follows:
(1) To develop and provide programs for increased knowledge, artistic expression, physical activity, social service assistance, youth and teen leadership, and enjoyment of the outdoors, either directly or in cooperation with the resources of the community;
(2) To manage the use, scheduling, and operation of municipal parks; playgrounds; open space preserves; swimming pools; community centers; camps; athletic centers, courts and fields; golf course; theaters; cultural centers; museums; interpretative centers; and activities connected therewith in a safe manner;
(3) To maintain landscaped areas, including district and neighborhood parks, mini-parks, athletic fields, and other city facilities in a safe and aesthetic manner; and to maintain open space preserves in a manner that is safe and protective of the natural environment;
(4) To plan, monitor, and commission public art associated with municipal and private development projects;
(5) To prepare and recommend annual operating and capital improvement budgets; monitor expenditures and revenues; review and exercise final approval authority over all department expenditures; and review and analyze fee structure and fee collection;
(6) To provide staff advisory and technical assistance to the human relations commission, the public art commission, the parks and recreation commission and such similar groups that may be created or established;
(7) To perform or cause to be performed all duties required by this code or other law of the community services department; and
(8) To perform such other duties as may be required.
(Ord. 5494 § 2 (part), 2020: Ord. 5095 § 1, 2010: Ord. 5015 § 1, 2008: Ord. 4854 § 1, 2004: Ord. 4809 § 2, 2003: Ord. 4708 § 1, 2001: Ord. 4274 § 1 (part), 1995)
(a) The department of planning and development services shall be under the control of a director of planning and development services who shall be accountable to the city manager to carry out the duties of this department. The duties of the department of planning and development services shall be as follows:
(1) Maintain, update and oversee implementation of the city's comprehensive plan;
(2) Prepare land use studies and analysis supporting policy recommendations to the city council;
(3) Review and process development applications in accordance with applicable local, state and federal regulations or rulings, including all functions designated by law to the building official;
(4) Provide technical assistance and support to the planning and transportation commission, architectural review board and historic resources board;
(5) Prepare and submit annual reports related to land use planning and the building industry as required by council direction, local ordinance, state and federal laws;
(6) Identify staff to serve as and to implement the responsibilities of the ADA coordinator as required by the Americans with Disabilities Act;
(7) Enforce the provisions of the municipal code related to land use planning and zoning, building regulations and other provisions as directed by the city manager;
(8) Maintain records related land use planning and development, demographic and census information; support administrative functions; prepare balanced budgets; and foster an environment that promotes staff growth and professional development to advance department responsibilities and program objectives;
(9) Perform or cause to be performed all duties required by this code or other law of the building official, chief building official, building inspector, zoning administrator, director of planning, and director of planning and development services; and,
(10) To perform other such duties as may be required.
(Ord. 5494 § 2 (part), § 3, 2020: Ord. 4274 § 1 (part), 1995)
(a) The department of libraries shall be organized and administered under the control of a director of libraries who shall be accountable to the city manager to carry out the duties of the department. The duties of the department of libraries shall be as follows:
(1) To manage, operate, direct, and control a continuing municipal library system providing access to informational services for the residents of Palo Alto;
(2) To generate appropriate reports as may be required by county, state, and federal agencies or by law;
(3) To review and approve adult, teen, and children's service programs and activities;
(4) To review and approve technical services activities specified in library collection development policy;
(5) To recommend and monitor annual operating and capital improvement budgets, reviewing and exercising final approval authority over all library expenditures; establish and monitor inventory control systems for all library furnishings and material; and review and analyze fee structure and fee collection;
(6) To perform or cause to be performed all duties required by this code or other law of the director of libraries and the department of libraries; and
(7) To perform such other duties as may be required.
(Ord. 5498 § 2, 2020: Ord. 5494 § 2 (part), 2020: Ord. 4809 § 3, 2003)
(a) The department of information technology shall be organized and administered under the direction of a director of information technology who shall be accountable to the city manager to carry out the duties of this department. The duties of the department of information technology shall be as follows:
(1) To provide leadership to the city council, city manager and directors on alignment of technology with city initiatives, policy and strategic objectives;
(2) To direct and manage interdepartmental technology governance, planning and coordination activities to accomplish specific city-wide objectives;
(3) To make presentations and prepare reports and plans;
(4) To coordinate with the city manager, directors and business managers to address problems and capitalize upon opportunities as they arise;
(5) To develop and implement organizational policies and procedures regarding appropriate usage of technology within the organization;
(6) To initiate and develop internal and external partnerships to leverage city technology investments;
(7) To develop and present funding strategies to support technology investments;
(8) To provide direct oversight and direction on mission critical city-wide technology;
(9) To negotiate and review complex proposals and contracts for purchase of information technology (IT) products and services, and to develop partnership agreements;
(10) To establish and maintain a working environment conducive to positive morale, individual style, quality, creativity, and teamwork;
(11) To serve as a member of leadership team, and addresses city-wide policy, management and strategic issues, including information security and other cyber risks;
(12) To formulate, recommend and administer policies and procedures governing the operation of the information technology (IT) department. Establish long-range goals and implementation plans for services provided by the IT department;
(13) To plan, develop and direct a comprehensive long-term strategic plan for automated systems needs for the City of Palo Alto, including centralized computer applications, personal computers, and telecommunications functions;
(14) To oversee automated systems within the city, including prioritizing requests for applications development or enhancement, hardware and software standards, equipment acquisition and replacement;
(15) To coordinate technical staff placed within individual city departments;
(16) To position the city to effectively respond to the rapidly changing technological environment;
(17) To be responsible for planning, preparing and administering the information technology department budget, including operating and capital budgets;
(18) To be responsible for the future direction of the information technology department, ensuring the coordination of the department's effort with the needs of the organization;
(19) To manage projects to include oversight of funding allocations, oversight and coordination of resources;
(20) To perform such other duties as may be required.
(Ord. 5494 § 2 (part), 2020: Ord. 5131 § 1, 2011)
(a) The office of transportation shall be under the direction of the chief transportation official who shall be accountable to the city manager. The duties of the office of transportation shall be as follows:
(1) To be responsible for the functions of transportation planning, traffic engineering, parking management, and transit planning for the city;
(2) To perform other such duties as may be required.
(Ord. 5494 § 2 (part), 2020)
All public records of the city shall be available at all times during office hours, and any person may inspect the same, provided, such person shall specify the record desired, and such record shall not be taken from the office. Copies of all public records shall be provided in accordance with state law.
(Ord. 4274 § 1 (part), 1995)
(a) Each council member of the city, all officers appointed by the council and all officers of the police department and other designated employees as may be required, shall take and file with the city clerk or the clerk's deputy the constitutional oath of office before entering upon the duties thereof.
(b) The oath may be administered by the city clerk, and is as follows:
I, _____, do swear (or affirm) that I will support the Constitution of the United States, the Constitution of the State of California, and the Charter of the City of Palo Alto, and that I will faithfully discharge the duties of the office of _________ according to the best of my ability.
(c) Such oath of office shall be subscribed by all persons making it, as herein provided.
(Ord. 4274 § 1 (part), 1995)
The city manager shall have charge of the public health of the city, and for this purpose shall establish all rules and regulations necessary to preserve the health of the city, and shall exercise the powers and perform the duties of boards of health of cities as prescribed by the laws of the state of California. The city manager with the approval of the council may extend the health service of the city to contiguous territory so located that in order to preserve the public health of the city it is necessary to so extend it. A charge for such service shall be made and fixed by the council, and shall be collected and paid to the city under rules and contracts made and established by the council for that purpose.
(Ord. 4274 § 1 (part), 1995)
The city manager, with the approval of the council, shall appoint a health officer who shall be a person suitably trained or experienced in public health administration. The city council may contract with the county of Santa Clara, pursuant to the provisions of Sections 480, et seq. of the Health and Safety Code, for the performance by health officers or other employees of the county of any or all functions relating to the enforcement in the city of all ordinances relating to public health and sanitation, and the making of all inspections and the performance of all functions in connection therewith.
Whenever the term "health officer" is used in this code, without limitation, it shall mean and include city health officer and any other duly authorized health officer, or the qualified representative or deputies of the health officer.
(Ord. 4274 § 1 (part), 1995)
The city manager and the health officer shall have the power to cite and summon any person to appear before either of them, and such person so summoned shall be required to appear and testify to any and all facts in his or her possession in regard to any violation of any law, ordinance or regulation pertaining to public health or sanitation. Such person so cited and summoned may be required to testify under oath administered by the city clerk.
(Ord. 4274 § 1 (part), 1995)
(a) The powers and duties of the health officer shall be as follows:
(1) To have general power to inspect, examine, isolate, quarantine, placard and disinfect persons, places and things within the city;
(2) To have authority and power, and be permitted, in the course of duty, to enter into and upon, and to inspect any and all lands, places, vehicles, buildings and structures, and the contents thereof, within the city;
(3) To have power to examine, or cause to be examined by a licensed physician designated by him or her for such examination, any person within the city known or reasonably suspected to be afflicted with any communicable disease. Provided, however, that in lieu of said examination such person may as an alternative be placed in quarantine, the release from which shall be conditioned upon evidence, by physical and laboratory examinations, that the disease no longer exists;
(4) To have any power and duties conferred or placed upon the health officer by state law;
(6) To perform such other duties as may be required by the city manager or the city council.
(Ord. 4274 § 1 (part), 1995)
No person shall refuse, resist or attempt to resist the entrance of a health officer into any railway car, vehicle, building, room, lot or other place, or portion thereof, in the performance of duty, or resist, hinder or interfere with the health officer in the performance of any examination, or refuse to obey any lawful order of a health officer made in the performance of duty within the power conferred upon the health officer by this code or by any law of the city or law of the state.
(Ord. 4274 § 1 (part), 1995)