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06/05/2012 09 YMC Amendment Chapter 1.18; Pertaining to Designation of Administrative Departments and Functions BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of June 5, 2012 ITEM TITLE: An Ordinance amending Chapter 1.18 YMC pertaining to designation of administrative departments and functions of the City of Yakima. SUBMITTED BY: Michael A. Morales, Interim City Manager CONTACT PERSON /TELEPHONE: Mark Kunkler, Senior Assistant City Attorney /576 -3552 SUMMARY EXPLANATION: Chapter 1 18 YMC designates the administrative departments and functions of the City of Yakima In conjunction with departmental reorganizations accomplished in recent years, and directed through budget discussions and decisions of the City Council, several administrative functions have been revised. The attached ordinance amends Chapter 1.18 YMC to incorporate these changes to reflect the current organization of administrative departments and functions. Resolution Ordinance X Other (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Source: Phone: APPROVED FOR SUBMITTAL: ,►� City Manager STAFF RECOMMENDATION: Adopt Ordinance. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download Ordinance - Administration Ch. 1.18.YMC 5 -11 -2012 YMC 1.18 Administrative Departments - legislative format - amended May 18, 2012 YMC Chapter 1.18 Administrative Departments (clean copy) amended May 18, 2012 ORDINANCE NO. 2012 - AN ORDINANCE relating to administrative departments of the City of Yakima; amending Chapter 1.18 of the Yakima Municipal Code, incorporating reorganization of administrative departments in conformity with existing budgeted positions. WHEREAS, the City Council has previously adopted ordinances designating administrative departments and functions of the City of Yakima, all as codified at Chapter 1.18 of the Yakima Municipal Code (YMC); and WHEREAS, the City Council finds and determines that such chapter should be amended to clarify existing administrative functions and departments; and WHEREAS, the City Council finds and determines that Chapter 1.18 YMC should be amended as shown and set forth in Exhibit "A" attached hereto and by this reference incorporated herein, and that such amendment is in the best interest of residents of the City of Yakima and will promote the general health, safety and welfare; now, .therefore BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. Chapter 1.18 of the Yakima Municipal Code is hereby amended to read as set forth in Exhibit "A" attached hereto and incorporated herein. Section 2. This ordinance shall be in full force and effect 30 days after its passage, approval, and publication as provided by law and by the City Charter. PASSED BY THE CITY COUNCIL, signed and approved this 5 day of June, 2012. ATTEST: Micah Cawley, Mayor City Clerk Publication Date: Effective Date: Chapter 1.18 ADMINISTRATIVE DEPARTMENTS* Sections: , _ 1.18.005 Administrative organization — General provisions. 1.18.010 City manager Powers and duties. 1.18.015 A:cistant city manager— Powers a•nd d t es. City Manager — Administration of specified divisions. 1.18.017 Legal department. 1.18.030 Police department. 1.18.040 Fire department. 1.18.050 Department of public works. 1.18.060 Community and economic development. 1.18.080 Department of finance and budget. 1.18.200 Creation of other departments. * General authority —See Charter Art. II. 1.18.005 Administrative organization — General provisions. A. The city government administrative functions shall be performed by departments administered by department .. heads who shall be responsible to the city manager for the direction and control of their respective departments. The'city manager, assistant city manager adminictrative executive secretary, heads of departments, divisions and offices identified by this chapter, lieutenants in the police department, deputy fire chief, battalion chiefs in the fire department, city prosecutor attorney and assistant city attorneys, comprise the management group of the city government. B. The administration of the city government shall be divided into departments as follows and with the following described general functions: 1. City Manager. Provides executive policy guidance and administrative oversight in the effective discharge of city council policy and Charter and ordinance provisions. • 23. Legal. Provides legal services including the defense and prosecution of civil lawsuits, drafting of legal documents and providing legal advice to the city management and city council; prosecutes traffic offenses and other criminal violations. 34 Police Provides protection of persons and property from criminal acts. 1 • 4a Fire. Provides protection of persons and property from Toss caused by fires. 56. Public Works. Responsible for street maintenance and refuse collection, for equipment maintenance and garage operation for the city bus transit system, for constructing, maintaining and operating city park, cemetery and recreation facilities and programs, for traffic engineering, and performs such other functions as may be directed by the city manager. 67. Community and Economic Development. Responsible for a housing rehabilitation program, enforcement and administration of utility shut -off and turn -on services, animal control, building, fire and construction codes and for comprehensive physical and environmental planning and to direct proper urban and economic growth and development; responsible for all city civil and sanitary engineering services; responsible for operation of the water treatment plant and wastewater treatment plant, along with sewer maintenance operations: acts as liaison with the Convention Center and Capitol Theatre, and performs such other functions as may be directed by the city manager. cervices; responsible for operation of the water tr atmcnt plant and wastewater tr atmcnt plant, by the city manager. 8& Finance and Budget. Responsible for providing financial planning, budgeting, investments, fiscal management, and utility customer services and for such other functions as may be directed by the city manager. 1.18.010 City manager — Powers and duties. The city manager shall be the chief executive officer and the head of the administrative branch of the city government. He shall be responsible to the council for the proper administration of all administrative affairs of the city and to that end he shall have power and shall be required to: 1. Plan, direct and coordinate the administrative functions of the city and administer and execute the laws and ordinances of the city; 2. Appoint and, when necessary for the good of the service, remove all administrative officers and employees of the city, all in compliance with civil service rules, regulations and laws, he may authorize the head of the department or office to appoint and remove subordinates in such department or office, 3. Prepare the budget annually and submit it to the council and be responsible for its administration after adoption, 4. Prepare and submit to the council at the end of the fiscal year a complete year -end financial report of the city for the preceding year; 2 5. Keep the council advised of the financial condition of future needs of the city and make such recommendations as may seem to him desirable, 6. Administer all finance and fiscal matters of -the city and countersign warrants and approve claim vouchers and authorize travel for administrative personnel; 7. Perform such other duties as may be prescribed by this chapter or required of him by the council, not inconsistent with the Charter; 8. Prepare and submit to the council such reports as may be required by that body or he may deem it advisable to submit; 9. Transfer between items within any class in the budget, and notwithstanding the provisions of any statute to the contrary, the budgetary transfers herein authorized may be made as between any offices, departments, divisions, services, institutions, etc., or any combination thereof within the city's organizational structure, which operate from the appropriations of the same fund; provided, however, that no salary shall be increased above the amount provided therefor in the budget and compensation plan. 10. Whenever the city manager is unable to personally perform the duties of his office due to disability or absence from the city, the city manager may appoint a city employee to serve as acting city manager, who shall °supervise and be responsible for the effective management and administration of city affairs and other wise shall be empowered with all the powers of the city manager, except the power to appoint and remove heads or city departments and divisions, provided, however, that whenever the city manager's absence or disability appears to the city council to be of continuing duration, the city council may, in its discretion, appoint a city employee or other qualified person to perform the duties of interim city manager. 1.18.015 Assisi Coity manager Powcrc and-dut'ies Administration of specified divisions. • such officcr. duties of city manager. 3 Al. The assistant city manager shall direct primary divisions, supervised by division managers, or as otherwise designated, as follows 1. Human Resources . Under the supervision of the human resources manager, this office shall: a. Prepare and maintain a classification plan based on duties and responsibilities of positions in the municipal competitive service; b. Administer procedures for the appointment, promotion, discipline and separation of employees, including recruitment, testing, counseling and selection services for all departments and offices; c.. Establish and maintain a personnel record system; d. Administer all rules and regulations pertaining to civil service, and provide staff assistance to the civil service commissions; e. Develop and administer a safety and training program for all employees, except public safety personnel; f. Participate with the assistant city manager Serve as chief labor negotiator in the negotiations of collective bargaining agreements; g. Provide office support services for employee benefit and pension plans, including police and fire pension systems; hg. Perform such other services as may be required by law or by the a °cistant city manager. 2. Office of City Clerk and Records. Under the supervision of the city clerk, this office shall a. Receive, on behalf of the city council, all petitions, claims, filings for office and similar official communications; b. Maintain a journal of council proceedings, record, index and file ordinances and resolutions and post notices and make publications as required by law; c. Maintain all council records, books, papers, contracts, bonds and other valuable documents of the city unless provided for by other applicable laws, d. Perform such other services as may be required by law or by the assistant city manager; 4 ef. Administer the telephone and information services for City Hall. 3. Office of Purchasing. Under the supervision of the purchasing agent manager, this office shall. a. Purchase all supplies, materials and services for the city, except the service of specialists, upon properly executed requisitions; b. Store all supplies and materials not delivered to the various departments; c. Supervise the disposal of surplus property; d. Conduct management, operations and productivity analyses and perform such other services as may be required by the assistant city manager. 4. Office of Information Systems. Under the supervision of the information systems manager, this office shall: a. Analyze and make recommendations for automation of information systems within the various offices and departments; b. Design, program and maintain information systems for approved applications; c. Analyze, design and implement record retrieval systems for approved applications; d. Administer a records management program providing for the inventory, retention and disposal of city records; e. Administer duplication services, f.. In cooperation with the fire department provide public safety communication services to the police and fire departments and other public agencies as directed by the city. q. Provide electronic maintenance and repair services to city departments and other public agencies as directed by the city manager. h. Perform such other services as maybe required by the city manager. 4. Water Irrigation Division. Undcr the supervision of the water and irrigation seper-intonclen t, this division shall. a Maintain and operate all domestic water lines, pumps, distribution systems, water meters, service lines and appurtenances, and water tr atmcnt plant; 5 to the city water system; c. Install and maintain firc hydrants, d. Maintain maps and records of water systems, e. Operate, maintain and improve thc irrigation water system, including all lines, pumps, f. Perform such other services as may be required by law or by thc assistant city manager. superintendent, this division shall: a. Maintain and operate all sewer lines, pumps, collection systems and appurtenances of the domestic sewer system; b. Maintain storm drains; c. Maintain and operatc thc wastewate -tr atmcnt plant and industrial waste tr atment system; manager. 56. Community Relations Division. Under the supervision of the community relations manager, this division shall: a. Coordinate public information and /or community relations projects and programs throughout all city divisions and departments in order to create clear understanding of and community participation in public policy development and implementation; b. Plan, coordinate and implement informational activities for city staff, elected officials, students, community members, special groups and others; c. Make arrangements for news conferences, meetings, appearances and speaking engagements for city staff, elected officials and others as directed; d. Develop, negotiate, administer and monitor telecommunications franchises and contracts granted and entered into by the city; e. Develop and administer city telecommunications policies and regulations; 6 f. Coordinate and administer the provision of community and government access television services; g. . Perform such other duties as may be directed by the afistant city manager. 6. Building Superintendent. Under the supervision of the city manager, the building superintendent shall be responsible for building maintenance for city hall and the Richard A. Zais Law and Justice Center. 7. Administrative Functions — Municipal Court. The city manager, or his designee, shall be responsible for the administration of services provided by the city on behalf. of the municipal court. 1.18.017 Legal department. Under the general supervision of the city attorney, the following divisions shall perform the functions and duties generally described as follows: 1. The civil division, under the direction of the city attorney, shall a. Advise and assist in the preparation of, and prepare in final form, all ordinances, orders and regulations, b. Prepare and pass on the legality and correctness and form of all contracts, bonds and other legal instruments to which the city is a party; c. Advise the council, the city manager, all department heads and other administrative officials and all boards and commissions regarding legal matters, d. Represent the city as attorney in all legal proceedings in which the city is a party; e. Recommend settlement or compromise of claims or suits at law or equity to which the city may be a party involving property rights or money claims, f. Preserve in its office copies of all opinions rendered by the department; g Attend all meetings of the city council and, upon direction of the city manager, any meeting of any city government committee or advisory board of the council; h. Perform such other legal duties as may be required by the City Charter, ordinance, the council, or the city manager. 2. The prosecution division, under the direction of the senior assistant city attorney, shall a. Be responsible for all prosecutions under ordinances of the city; 7 b. Advise the police department, and other law enforcement departments.of the city, concerning enforcement of city penal codes; c. Perform such other duties as may be directed by the city attorney. 3. The city attorney may hire assistant city attorneys or engage special legal counsel, all as authorized from time to time by the city manager, as deemed appropriate by the volume of legal work assigned to the legal department. 1.18.030 Police department. A. Under the direction of the chief of police, or the deputy chief of police who shall have the full authority to act as the chief of police in the absence or incapacity of the chief of police or the chief of police's designation of such authority, this department shall: 1. Provide for the protection of persons and property and prevent crimes, 2. Detect and apprehend offenders and suspected persons, 3. Enforce all ordinances and statutes relating to law enforcement and traffic control, 4. Preserve peace and order in the city; 5. Perform such other duties as may be required. B. This department shall be organized into primary divisions, as determined by the chief of police and supervised by police captains and lieutenants who report to the chief of police and deputy chief of police when so delegated, as follows: 1. The patrol division shall be responsible for uniform field personnel and operational patrol functions, traffic control and enforcement of the city's traffic ordinances pertaining to nonmoving traffic violations, concurrently with the police department. Parking checkers employed in this office are vested with authority to enforce such ordinances by placing notices on illegally parked vehicles, as prescribed by applicable ordinances, and by signing formal complaints for the issuance of warrants by the court for violations of such ordinances. 2. The detective division shall be responsible for the investigative functions of the police department, the bureau of records and the youth bureau. 3. The administrative services division shall be responsible for administrative services, communications and complaints, and training functions. 4. The correction services division shall be responsible for incarceration of prisoners within the city's jail facilities. 8 54. Additional divisions may be established, or existing divisions consolidated, at the discretion of the chief of police subject to budget authorization. 1. Provide communication services to the police and fire departments and other public agencies as directed by the city. 1.18.040 Fire department. A. Under the general direction of the fire chief, the fire department shall. 1. Provide for the protection of persons and property and the elimination of fire hazards, except to the extent that administration and enforcement of the Uniform Fire Code and other fire prevention and safety codes are assigned by this chapter to the office of code administration, 2. Perform such other duties as may be required by law and by the city manager. B The fire department shall consist of three primary divisions, supervised by the deputy chief of operations and logistics, the deputy chief of planning and finance, and battalion chiefs responsible to the fire chief as follows 1. The operations division, which shall be responsible for a. Responding to all alarms and preventing and extinguishing fires, b. Protecting lives and property against loss from fire, c. Providing basic life support services within emergency medical services systems, d. Responding to and mitigating hazardous material emergency incidents, e. Maintaining all property and equipment charged to the fire department, f. Performing such other duties as may be assigned by the fire chief. 2. The training division, which shall be responsible for: a. Training, education and safety of all department personnel, 9 b. Public education, c. Coordination of emergency medical services training, d. Performing such other training duties as may be assigned by the fire chief. 3. The support services division, which shall be responsible for a. Repair and maintenance of city communications, fire alarms, and related systems, b. Repair and maintenance of all department equipment, physical plants, and structures, cd. Fire investigations, de. Performing such other duties as may be assigned by the fire chief. 4. Within the fire department, the deputy chief of planning and finance shall be responsible for: a. Emergency response. b Strategic planning. c. Development of fire department policies. d. Accreditation, survey and rating issues. e. Preparing an annual budget. f. Information and communications systems. g. Purchasing of equipment and materials. h. Internal affairs investigations. i. Liaison with other city departments and divisions. j. Safety and risk management. k. Apparatus, equipment and vehicle maintenance oversight. I. Performing such other duties as may be assigned by the fire - chief. 5. Within the fire department, the deputy chief of operations and logistics shall be responsible for: 10 a. Emergency response. b. Emergency medical service. c. Local emergency planning committee representation. d. Emergency operations center representation. e. Fire investigation. f. Training and oversight of fire department personnel. g Hazardous materials response and reporting. h. Technical rescue operations. i. Research, recommendation and selection of fire department equipment. j. Oversight of facility maintenance and operations. k. Quartermaster duties. I. Performing such other duties as may be assigned by the fire chief. C. Public Safety Communications Division. Under the joint direction of the police chief and the fire chief, and the supervision of the public safety communications information systems manager, this division shall: 1. Provide communication services to the police and fire departments and other public agencies as directed by the city. 2. Provide electronic maintenance and repair services to city departments and other public agencies as directed by the city. 1.18.050 Department of public works. Under the general direction of the director of public works, the following offices and divisions shall perform the responsibilities and duties generally described as follows. 1. Street and Traffic Engineering Division. Under the supervision of the street and traffic operations manager, this division shall: a. Maintain, repair, and clean city streets, alleys, bridges and catch basins, and remove snow from the city streets, b. Maintain and repair sidewalks, 11 c. Maintain street rights -of -way such as removing weeds, pruning or removal of unwanted trees, d. Make traffic studies and recommendations, e. Investigate complaints and prepare reports on requests for parking, speed control, signing, striping, signal and lighting installations, f. Supervise installation of parking meters, signing and striping of city streets, installation and regulation of traffic signals, and the installation of street lights; g. Supervise abatement of vision hazards, placement of trees, utility poles, and landscaping in the public right -of -way; h. Prepare and maintain a pavement management system for the city; i. Perform such other duties as may be directed by law or by the director of public works. 2. Garage and Equipment Maintenance Division Under the supervision of the fleet manager, the garage shall a. Service, maintain, and repair city vehicles and equipment; b. Maintain vehicle maintenance and operation cost records, administer the equipment replacement fund and recommend rental rates; c. Prepare specifications for new and replacement vehicles and equipment; d. Perform such other services as may be required by law or by the director of public works. 3. Transit Division. Under the supervision of the transit manager, this division shall. a. Operate and maintain a public bus transportation system; b. Perform such other duties as may be required by law or by the director of public works. 4. Parks and Recreation Division. Under the supervision of the parks and recreation manager, this division shall plan and implement parks and recreation programs and maintain and operate public facilities for use and enjoyment of the public. Specifically, this division shall. a. Operate city swimming pools and aquatics programs; b. Conduct recreational programs and coordinate athletic events in the public parks and playgrounds; 12 c. Operate the senior citizens center and its programs; d. Maintain all city parks, and the Naches Avenue Boulevard and central business district street trees; e. Maintain and operate Tahoma Cemetery; keep a correct record of all interments in the cemetery; and collect and remit to the city finance director all money due the city from the sale of cemetery lots and other sales and services for which a fee is charged; f. Operate and maintain Fisher Golf Course; g. Maintain city -owned swimming pools and appurtenant aquatic facilities;. h. Perform such other services as may be required by law or by the director of public works. 5. Refuse and Recycling Division. Under the supervision of the refuse and recycling manager, this division shall: a. Collect and dispose of refuse for residential sections of the city; b. Perform such other services as may be required by law or by the director of public works. 1.18.060 Community and economic development. Under the direction of the director of community and economic development the following offices and divisions shall perform the responsibilities and duties generally described as follows. 1. Planning Division. Under the supervision of the planning manager, this office shall: a. Conduct studies and research relative to the development and redevelopment of the city of Yakima and its environs, b. Conduct studies and research relative to the amendment of and additions to the general plan of the city, and relative to zoning, rezoning.and subdivision of property; c. Administer policies and procedures relative to annexations to the city, growth management, and the extension of city utilities to serve property outside the city; d. Provide all staff assistance and counsel, secretarial.and clerical services required by the city planning commission; e. Perform such other duties as may be directed by the director of community and economic development. 13 2. Code Administration Division. Under the supervision of the code administration manager, this office shall. a. Enforce all laws, rules and regulations relative to zoning, housing, building, fire prevention, life safety, construction codes and litter control; b. Provide staff assistance and counsel to the community review board, board of adjustment, building code board of appeals, board of plumbing examiners, mechanical code examining board and the housing advisory and appeals board, c. Supervise animal control officers in the enforcement of laws and ordinances relating to dogs and other animals; d. Perform such other duties as may be directed by the director of community and economic development. 1. Codc Administration and Planning Divisiea. Undcr thc supervision of thc code city of Yakima and its environs, b. Conduct studies and res arch relative to thc amendment of and additions to the the city planning commission, prevention, Iifc safety, constr _ •_ • _ _ _ - _ _ • - -e• e; • e - • - • - -- - - - -- - - -- -- -- - -. •- - -- -, - -- - - cede examining board and thc housing advisory and app als board; b. Supervise animal control officers in thc enforcement of laws and ordinances relating to dogs and other animals, 14 cconomic dcvelopment. 32. Office of Neighborhood Development Services. Under the supervision of the community . development block grant manager, this office shall* a. Conduct studies and research and administer programs relative to housing neighborhood rehabilitation and environment, and community development and redevelopment; b. Provide staff assistance and counsel required by various housing and neighborhood conservation- related committees and groups; c. Administer community development block grants; d. Perform such other duties as may be directed by the director of community and economic development. 4a Convention Center and Capitol Theatre Liaison. Under the supervision of the department director, this function shall. a. Be responsible for city staff support and advice to the Convention Center board and the Capitol Theatre board, and act as liaison between those boards and the city government. 5. Water — Irrigation Division. Under the supervision of the water and irrigation superintendent, this division shall. a. Maintain and operate all domestic water lines, pumps, distribution systems, water meters, service lines and appurtenances, and water treatment plant; b. Review plans of all new water lines and extensions of lines which are to be connected to the city water system; c. Install and maintain fire hydrants; d. Maintain maps and records of water systems, e. Operate, maintain and improve the irrigation water system, including all lines, pumps, reservoirs, canals and ditches, f. Turn on and off services and investigate service problems; 15 q. Perform such other services as may be required by law or by the director of community . and economic development. 6. Wastewater Treatment Division. Under the supervision of the wastewater treatment superintendent, this division shall: a. Maintain and operate all sewer lines, pumps, collection systems and appurtenances of the domestic sewer system, b. Maintain storm drains; c. Maintain and operate the wastewater treatment plant and industrial waste treatment system; d. Turn on and off services and investigate service problems, e. Perform such other services as may be required by law or by the director of community and economic development. 74. Office of Utilities and Engineering Engineering. Under the supervision of the city engineer director of community and cconomic development, this office shall perform the sanitary and civil engineering for the city, including the following specific functions a. Provide for the preparation of all estimates, plans and specifications for all types of public construction projects, b Provide surveying and inspection services and maintain suitable files and records of all official maps, plats, surveys and construction projects, c. Prepare legal descriptions and arrange for the acquisition of all street rights -of -way by dedication, purchase or condemnation, d. Negotiate with property owners and prepare cost estimates and assessment rolls for all local improvement district projects, e. Administer construction contracts and authorize progress payments on public improvement projects, f. Coordinate with other departments and provide survey and cost data needed in planning projects and applying for federal grants, g Prepare and review geometric designs of city streets and intersections; 16 h. Perform such other services as may be required by law or by the director of community and economic development. Utilities and Engineering Division. Utilities. Under the supervision of the director of community and economic development, this office shall: a. Supervise the Water- Irrigation Division and Wastewater Treatment Division for turn on and off services and investigate service problems b. Service, maintain and repair parking meters, c. Enforce the provisions of the city's traffic ordinances pertaining to nonmoving traffic violations, concurrently with the police department. Parking checkers employed in this office are vested with authority to enforce such ordinances by placing notices on illegally parked vehicles, as prescribed by applicable ordinances, and by signing formal complaints for the issuance of warrants by the court for violations of such ordinances; d. Service, maintain and repair parking meters: e. Perform such other services as may be required by law or the director of community and economic development. 8. Animal Control Officer. A. In order to enforce laws and ordinances relating to dogs and other animals, the position of animal control officer is created. The animal control officer shall be under the direction of the director of community and economic development and supervision of the code administration manager. B. The animal control officer shall enforce all ordinances pertaining to the regulation, control and licensing of dogs and other animals in the city, concurrently with the police department. For that purpose, the animal control officer and assistants are vested with authority to impound animals when required or authorized to do so by applicable city ordinances, to issue notices to persons who they have reason to believe have violated such ordinances, to sign formal complaints for the issuance of warrants by the court for violations of such ordinances, to cooperate with the health officer exercising jurisdiction in the city regarding the investigation of dog bites and the quarantine of dogs for rabies examinations, and with authority to otherwise perform duties imposed by this section and other ordinances of the city. 17 1.18.080 Department of finance and budget. • Under The Department of Finance and Budget, under the general direction of the director of finance and budget, shall perform - - e _ e _ • - - • - _ - -- the responsibilities and duties generally described as follows: chall. a. Compile estimates for the annual budget; b. Maintain a general accounting system for the city government and exercise budgetary control over all expenditures by offices and departments; c. Perform internal audits of all city financial affairs, d Prepare a monthly report of the fiscal activities of all funds for the preceding month and such other reports as may be required by the city manager; e. Determine the structure and operational characteristics of all accounting systems used in the city government; f. Maintain control and a running inventory of all fixed assets of the city; g. Maintain a uniform utility accounting system for the water and sewer utilities as required by state law; a n el- laudgvr shall: ha. Be responsible for the receipt, custody and disbursement of all city funds, all local improvement district funds, and other trust funds, keeping accurate accounts of all collections and disbursements for each fund, ib. Be the custodian of all city investments and bank collateral, investing idle funds as may be prudent and lawful; js. Prepare and submit all financial statements and reports required by law; 18 kd. Prescribe the times at and manner in which monies received by the several offices and departments of the city shall be paid into the treasury or deposited in a bank; le. Make deposits of city funds in banks in the manner prescribed by law; mf. Purchase and sell bonds for the benefit of local improvement district funds and the local improvement district guaranty fund; ng. Maintain and supervise a risk management program covering city buildings, equipment and personnel; o#. Maintain an office for the purpose of receiving all money paid as bail for nonmoving traffic violation citations; pi. Perform such other services as may be required by law or by the director of finance and budget. 3. Office of Utility Business. Under the supervision of the utility business manager, this office shall. a. Receive all customer applications for utility services; b. Collect and maintain data for billing and collection of all customer utility accounts; ed. Maintain an office, in conjunction with the Department of Finance and Budget, for the purpose of receiving all money paid as bail for nonmoving traffic violation citations; c. Enforcc thc provisions of thc city's traffic ordinances pertaining to nonmoving traffic office arc vested with authority to enforce such ordinances by placing notices on illegally f. Service, maintain and repair parking meters, g. Supervise animal control officers in thc enforcement of laws and ordinances relating to d ens and other a i s , d#. Perform such other services as may be required by law or the director of finance and budget. 19 this office shall: a Analyze and make recommendations for automation of information systems within the various offices and departments; - c. Analyze, design and implement record retrieval systems for approved applications, disposal of city rccords; A. In ordcr to cnforcc laws and ordinances relating to dogs and other animals, thc position of animal and planning manager. B. The animal control officer shall enforce all ordinances pertaining to thc regulation, control and 1.18.200 Creation of other departments. With the approval of the city council, other departments, divisions or offices may be created by the city manager, and existing departments, divisions or offices may be reorganized or dissolved, as the needs of the city require. (Ord. 2570 § 15, 1981: Ord. 7 § 20, 1959). 20 Chapter 1.18 ADMINISTRATIVE DEPARTMENTS* . Sections. 1.18.005 Administrative organization — General provisions. 1.18.010 City manager — Powers and duties. 1.18.015 City Manager — Administration of specified divisions. 1.18.017 Legal department. 1.18.030 Police department. 1.18.040 Fire department. 1.18.050 Department of public works. 1.18.060 Community and economic development. 1.18.080 Department of finance and budget. 1.18.200 Creation of other departments. * General authority —See Charter Art. II. 1.18.005 Administrative organization — General provisions. A. The city government administrative functions shall be performed by departments administered by department heads who shall be responsible to the city manager for the direction and control of their respective departments. The city manager, executive secretary, heads of departments, divisions and offices identified by this chapter, lieutenants in the police department, deputy fire chief, battalion chiefs in the fire department, city attorney and assistant city attorneys, comprise the management group of the city government. B. The administration of the city government shall be divided into departments as follows and with the following described general functions. 1. City Manager. Provides executive policy guidance and administrative oversight in the effective discharge of city council policy and Charter and ordinance provisions. 2. Legal. Provides legal services including the defense and prosecution of civil lawsuits, drafting of legal documents and providing legal advice to the city management and city council; prosecutes traffic offenses and other criminal violations. 3. .Police. Provides protection of persons and property from criminal acts. 4. Fire. Provides protection of persons and property from Toss caused by fires. 5. Public Works. Responsible for street maintenance and refuse collection, for equipment maintenance and garage operation for the city bus transit system, for constructing, maintaining 1 and operating city park, cemetery and recreation facilities and programs, for traffic engineering; and performs such other functions as may be directed by the city manager. 6. Community and Economic Development. Responsible for a housing rehabilitation program, enforcement and administration of utility shut -off and turn -on services, animal control, building, fire and construction codes and for comprehensive physical and environmental planning and to direct proper urban and economic growth and development; responsible for all city civil and sanitary engineering services, responsible for operation of the water treatment plant and wastewater treatment plant, along with sewer maintenance operations, acts as liaison with the Convention Center and Capitol Theatre, and performs such other functions as may be directed by the city manager. 7. Finance and Budget. Responsible for providing financial planning, budgeting, investments, fiscal management, utility customer services and for such other functions as may be directed by the city manager. 1.18.010 City manager — Powers and duties. The city manager shall be the chief executive officer and the head of the administrative branch of the city government. He shall be responsible to the council for the proper administration of all administrative affairs of the city and to that end he shall have power and shall be required to 1. Plan, direct and coordinate the administrative functions of the city and administer and execute the laws and ordinances of the city; 2. Appoint and, when necessary for the good of the service, remove all administrative officers and employees of the city, all in compliance with civil service rules, regulations and laws; he may authorize the head of the department or office to appoint and remove subordinates in such department or office; 3 Prepare the budget annually and submit it to the council and be responsible for its administration after adoption; 4 Prepare and submit to the council at the end of the fiscal year a complete year -end financial report of the city for the preceding year; 5. Keep the council advised of the financial condition of future needs of the city and make such recommendations as may seem to him desirable; 6. Administer all finance and fiscal matters of the city and countersign warrants and approve claim vouchers and authorize travel for administrative personnel; 7. Perform such other duties as may be prescribed by this chapter or required of him by the council, not inconsistent with the Charter; 2 8. Prepare and submit to the council such reports as may be required by that body or he may deem it advisable to submit; - 9. Transfer between items within any class in the budget, and notwithstanding the provisions of any statute to the contrary, the budgetary transfers herein authorized may be made as between any offices, departments, .divisions, services, institutions, etc., or any combination thereof within the city's organizational structure, which operate from the appropriations of the same fund; provided, however, that no salary shall be increased above the amount provided therefor in the budget and compensation plan. 10. Whenever the city manager is unable to personally perform the duties of his office due to disability or absence from the city, the city manager may appoint a city employee to serve as acting city manager, who shall supervise and be responsible for the effective management and administration of city affairs and other wise shall be empowered with all the powers of the city manager, except the power to appoint and remove heads or city departments and divisions, provided, however, that whenever the city manager's absence or disability appears to the city council to be of continuing duration, the city council may, in its discretion, appoint a city employee or other qualified person to perform the duties of interim city manager. 1.18.015 City manager— Administration of specified divisions. A.. The city manager shall direct primary divisions, supervised by division managers, or as otherwise designated, as follows 1. Human Resources. Under the supervision of the human resources manager, this office shall a. Prepare and maintain a classification plan based on duties and responsibilities of positions in the municipal competitive service, b. Administer procedures for the appointment, promotion, discipline and separation of employees, including recruitment, testing, counseling and selection services for all departments and offices, c. Establish and maintain a personnel record system, d. Administer all rules and regulations pertaining to civil service, and provide staff assistance to the civil service commissions; e. Develop and administer a safety and training program for all employees, except public safety personnel; f. Serve as chief labor negotiator in the negotiations of collective bargaining agreements; 3 g. Provide office support services for employee benefit and pension plans, including police and fire pension systems; h. Perform such other services as may be required by law or by the city manager. 2. Office of City Clerk and Records. Under the supervision of the city clerk, this office shall: a. Receive, on behalf of the city council, all petitions, claims, filings for office and similar official communications, and administer disclosure of public records pursuant to the Public Records Act and applicable law. b. Maintain a journal of council proceedings, record, index and file ordinances and resolutions and post notices and make publications as required by law; c. Maintain all council records, books, papers, contracts, bonds and other valuable documents of the city unless provided for by other applicable laws, d. Perform such other services as may be required by law or by the city manager; e. Administer the telephone and information services for City Hall. 3. Office of Purchasing. Under the supervision of the purchasing manager, this office shall. a. Purchase all supplies, materials and services for the city, except the service of specialists, upon properly executed requisitions, b. Store all supplies and materials not delivered to the various departments, c. Supervise the disposal of surplus property; d. Conduct management, operations and productivity analyses and perform such other services as may be required by the city manager. 4. Office of Information Systems. Under the supervision of the information systems manager, this office shall a. Analyze and make recommendations for automation of information systems within the various offices and departments, b. Design, program and maintain information systems for approved applications; c. Analyze, design and implement record retrieval systems for approved applications, d. Administer a records management program providing for the inventory, retention and disposal of city records; 4 e. Administer duplication services; f.. In cooperation with the fire department provide public safety communication services to the police and fire departments and other public agencies as directed by the city. g. Provide electronic maintenance and repair services to city departments and other public agencies as directed by the city manager. h. Perform such other services as may be required by the city manager. 5. Community Relations Division. Under the supervision of the community relations manager, this division shall. a. Coordinate public information and /or community relations projects and programs throughout all city divisions and departments in order to create clear understanding of and community participation in public policy development and implementation, b. Plan, coordinate and implement informational activities for city staff, elected officials, students, community members, special groups and others; c. Make arrangements for news conferences, meetings, appearances and speaking engagements for city staff, elected officials and others as directed, d. Develop, negotiate, administer and monitor telecommunications franchises and contracts granted and entered into by the city; e. Develop and administer city telecommunications policies and regulations, f. Coordinate and administer the provision of community and government access television services; g Perform such other duties as may be directed by the city manager 6. Building Superintendent. Under the supervision' of the city manager, the building superintendent shall be responsible for building maintenance for city hall and the Richard A. Zais Law and Justice Center. 7. Administrative Functions — Municipal Court. The city manager, or his designee, shall be responsible for the administration of services provided by the city on behalf of the municipal court. 1.18.017 Legal department. Under the general supervision of the city attorney, the following divisions shall perform the functions and duties generally described as follows: 5 1. The civil division, under the direction of the city attorney, shall: a. Advise and assist in the preparation of, and prepare in final form, all ordinances, orders and regulations; b. Prepare and pass on the legality and correctness and form of all contracts, bonds and other legal instruments to which the city is a party; c. Advise the council, the city manager, all department heads and other administrative officials and all boards and commissions regarding legal matters; d. Represent the city as attorney in all legal proceedings in which the city is a party; e. Recommend settlement or compromise of claims or suits at law or equity to which the city may be a party involving property rights or money claims; f Preserve in its office copies of all opinions rendered by the department; g. Attend all meetings of the city council and, upon direction of the city manager, any meeting of any city government committee or advisory board of the council, h Perform such other legal duties as may be required by the City Charter, ordinance, the council, or the city manager 2. The prosecution division, under the direction of the senior assistant city attorney, shall. a. Be responsible for all prosecutions under ordinances of the city; b. Advise the police department, and other law enforcement departments of the city, concerning enforcement of city penal codes, c. Perform such other duties as may be directed by the city attorney. 3. The city attorney may hire assistant city attorneys or engage special legal counsel, all as authorized from time to time by the city manager, as deemed appropriate by the volume of legal work assigned to the legal department. 1.18.030 Police department. A. Under the direction of the chief of police, or the deputy chief of police who shall have the full authority to act as the chief of police in the absence or incapacity of the chief of police or the chief of police's designation of such authority, this department shall: 1 Provide for the protection of persons and property and prevent crimes, 2. Detect and apprehend offenders and suspected persons, 6 3. Enforce all ordinances and statutes relating to law enforcement and traffic control, 4. Preserve peace and order in the city; 5. Perform such other duties as may be required. B. This department shall be organized into primary divisions, as determined by the chief of police and supervised by police captains and lieutenants who report to the chief of police and deputy chief of police when so delegated, as follows: 1. The patrol division shall be responsible for uniform field personnel and operational patrol functions, traffic control and enforcement of the city's traffic ordinances pertaining to nonmoving traffic violations, concurrently with the police department. Parking checkers employed in this office are vested with authority to enforce such ordinances by placing notices on illegally parked vehicles, as prescribed by applicable ordinances, and by signing formal complaints for the issuance of warrants by the court for violations of such ordinances.. 2. The detective division shall be responsible for the investigative functions of the police department, the bureau of records and the youth bureau. 3. The administrative services division shall be responsible for administrative services, communications and complaints, and training functions. 4 The correction services division shall be responsible for incarceration of prisoners within the city's jail facilities. 5. Additional divisions may be established, or existing divisions consolidated, at the discretion of the chief of police subject to budget authorization. 1.18.040 Fire department. A. Under the general direction of the fire chief, the fire department shall. 1. Provide for the protection of persons and property and the elimination of fire hazards, except to the extent that administration and enforcement of the Uniform Fire Code and other fire prevention and safety codes are assigned by this chapter to the office of code administration; 2. Perform such other duties as may be required by law and by the city manager. B. The fire department shall consist of three primary divisions, supervised by the deputy chief of operations and logistics, the deputy chief of planning and finance, and battalion chiefs responsible to the fire chief as follows. - 1. The operations division, which shall be responsible for 7 a. Responding to all alarms and preventing and extinguishing fires, b. Protecting lives and property against Toss from fire, c. Providing basic life support services within emergency medical services systems, d. Responding to and mitigating hazardous material emergency incidents, e. Maintaining all property and equipment charged to the fire department, f. Performing such other duties as may be assigned by the fire chief. 2. The training division, which shall be responsible for: a. Training, education and safety of all department personnel, b. Public education, - c. Coordination of emergency medical services training, d. Performing such other training duties as may be assigned by the fire chief. 3 The support services division, which shall be responsible for a. Repair and maintenance of city communications, fire alarms, and related systems, b. Repair and maintenance of all department equipment, physical plants, and structures, c. Fire investigations, d. Performing such other duties as may be assigned by the fire chief. 4. Within the fire department, the deputy chief of planning and finance shall be responsible for: a. Emergency response. b. Strategic planning. c. Development of fire department policies. d. Accreditation, survey and rating issues. e. Preparing an annual budget. f. Information and communications systems. 8 g. Purchasing of equipment and materials. h. Internal affairs investigations. i. Liaison with other city departments and divisions. j. Safety and risk management. k. Apparatus, equipment and vehicle maintenance oversight. I. Performing such other duties as may be assigned by the fire chief. 5. Within the fire department, the deputy chief of operations and logistics shall be responsible for: a.. Emergency response. b. Emergency medical service. c. Local emergency planning committee representation. d. Emergency operations center representation. e. Fire investigation. f. Training and oversight of fire department personnel. g. Hazardous materials response and reporting. h. Technical rescue operations. i. Research, recommendation and selection of fire department equipment. j. Oversight of facility maintenance and operations. k. Quartermaster duties. I. Performing such other duties as may be assigned by the fire chief. C. Public Safety Communications Division. Under the direction of the fire chief, and the supervision of the information systems manager, this division shall: 1. Provide communication services to the police and fire departments and other public agencies as directed by the city. 9 2. Provide electronic maintenance and repair services to city departments and other public agencies as directed by the city 1.18.050 Department of public works. Under the general direction of the director of public works, the following offices and divisions shall perform the responsibilities and duties generally described as follows: 1. Street and Traffic Engineering Division. Under the supervision of the street and traffic operations manager, this division shall a. Maintain, repair, and clean city streets, alleys, bridges and catch basins, and remove snow from the city streets; b. Maintain and repair sidewalks; c. Maintain street rights -of -way such as removing weeds, pruning or removal of unwanted trees; d. Make traffic studies and recommendations; e. Investigate complaints and prepare reports on requests for parking, speed control, signing, striping, signal and lighting installations; f Supervise installation of parking meters, signing and striping of city streets, installation and regulation of traffic signals, and the installation of street lights, g. Supervise abatement of vision hazards, placement of trees, utility poles, and landscaping in the public right -of -way; h. Prepare and maintain a pavement management system for the city; i. Perform such other duties as may be directed by law or by the director of public works. 2. Garage and Equipment Maintenance Division. Under the supervision of the fleet manager, the garage shall. a. Service, maintain, and repair city vehicles and equipment; b. Maintain vehicle maintenance and operation cost records, administer the equipment replacement fund and recommend rental rates, c. Prepare specifications for new and replacement vehicles and equipment; d. Perform such other services as may be required by law or by the director of public works. 10 - 3. Transit Division. Under the supervision of the transit manager, this division shall. a. Operate and maintain a public bus transportation system, b. Perform such other duties as may be required by law or by the director of public works. 4. Parks and Recreation Division. Under the supervision of the parks and recreation manager, this division shall plan and implement parks and recreation programs and maintain and operate public facilities for use and enjoyment of the public. Specifically, this division shall. a. Operate city swimming pools and aquatics programs; b Conduct recreational programs and coordinate athletic events in the public parks and playgrounds; c. Operate the senior citizens center and its programs; d Maintain all city parks, and the Naches Avenue Boulevard and central business district street trees, e. Maintain and operate Tahoma Cemetery; keep a correct record of all interments in the cemetery; and collect and remit to the city finance director all money due the city from the sale of cemetery lots and other sales and services for which a fee is charged, f. Operate and maintain Fisher Golf Course; g. Maintain city -owned swimming pools and appurtenant aquatic facilities, h. Perform such other services as may be required by law or by the director of public works. 5. Refuse and Recycling Division Under the supervision of the refuse and recycling manager, this division shall: a. Collect and dispose of refuse for residential sections of the city; b. Perform such other services as may be required by law or by the director of public works. 1.18.060 Community and economic development. Under the direction of the director of community and economic development the following offices and divisions shall perform the responsibilities and duties generally described as follows: 1. Planning Division. Under the supervision of the planning manager, this office shall* 11 a. Conduct studies and research relative to the development and redevelopment of the city of Yakima and its environs, b. - Conduct studies and research relative to the amendment of and additions to the general plan of the city, and relative to zoning, rezoning and subdivision of property; c. Administer policies and procedures relative to annexations to the city, growth management, and the extension of city utilities to serve property outside the city; d. Provide all staff assistance and counsel, secretarial and clerical services required by the city planning commission, e. Perform such other duties as may be directed by the director of community and economic development. 2. Code Administration Division. Under the supervision of the code administration manager, this office shall: a. Enforce all laws, rules and regulations relative to zoning, housing, building, fire prevention, life safety, construction codes and litter control; b. Provide staff assistance and counsel to the community review board, board of adjustment, building code board of appeals, board of plumbing examiners, mechanical code examining board and the housing advisory and appeals board, c. Supervise animal control officers in the enforcement of laws and ordinances relating to dogs and other animals; d. Perform such other duties as may be directed by the director of community and economic development. 3. Office of Neighborhood Development Services. Under the supervision of the community development block grant manager, this office shall a. Conduct studies and research and administer programs relative to housing neighborhood rehabilitation and environment, and community development and redevelopment; b Provide staff assistance and counsel required by various housing and neighborhood conservation- related committees and groups, c. Administer community development block grants; 12 - ._ d. Perform such other duties as may be directed by the director of community and economic development. 4. Convention Center and Capitol Theatre Liaison. Under the supervision of the department director, this function shall: a. Be responsible for city staff support and advice to the Convention Center board and the Capitol Theatre board, and act as liaison between those boards and the city government. 5. Water — Irrigation Division. Under the supervision of the water and irrigation superintendent, this division shall: a. Maintain and operate all domestic water lines, pumps, distribution systems, water meters, service lines and appurtenances, and water treatment plant; b. Review plans of all new water lines and extensions of lines which are to be connected to the city water system; c. Install and maintain fire hydrants; d. Maintain maps and records of water systems; e. Operate, maintain and improve the irrigation water system, including all lines, pumps, reservoirs, canals and ditches; f. Turn on and off services and investigate service problems, g. Perform such other services as may be required by law or by the director of community and economic development. 6. Wastewater Treatment Division. Under the supervision of the wastewater treatment superintendent, this division shall: a. Maintain and operate all sewer lines, pumps, collection systems and appurtenances of the domestic sewer system, b. Maintain storm drains, c. Maintain and operate the wastewater treatment plant and industrial waste treatment system; d. Turn on and off services and investigate service problems, 13 e. Perform such other services as may be required by law or by the director of community and economic development. 7. Utilities and Engineering Division. Engineering. Under the supervision of the city engineer, this office shall perform the sanitary and civil engineering for the city, including the following specific functions. a. Provide for the preparation of all estimates, plans and specifications for all types of public construction projects; b. Provide surveying and inspection services and maintain suitable files and records of all official maps, plats, surveys and construction projects; c. Prepare legal descriptions and arrange for the acquisition of all street rights -of -way by dedication, purchase or condemnation, d. Negotiate with property owners and prepare cost estimates and assessment rolls for all local improvement district projects; e. Administer construction contracts and authorize progress payments on public improvement projects; f. Coordinate with other departments and provide survey and cost data needed in planning projects and applying for federal grants, g. Prepare and review geometric designs of city streets and intersections, h. Perform such other services as may be required by law or by the director of community and economic development. Utilities and Engineering Division Utilities. Under the supervision of the director of community and economic development, this office shall a. Supervise the Water- Irrigation Division and Wastewater Treatment Division for turn on and off services and investigate service problems; b. Service, maintain and repair parking meters, c. Enforce the provisions of the city's traffic ordinances pertaining to nonmoving traffic violations, concurrently with the police department. Parking checkers employed in this office are vested with authority to enforce such ordinances by placing notices on illegally parked vehicles, as prescribed by applicable ordinances, and by signing formal complaints for the issuance of warrants by the court for violations of such ordinances; 14 d. Service, maintain. and repair parking meters; e. Perform such other services as may be required by law or the director of community and economic development. 8. Animal Control Officer. A. In order to enforce laws and ordinances relating to dogs and other animals, the position of animal control officer is created. The animal control officer shall be under the direction of the director of community and economic development and supervision of the code administration manager. B. The animal control officer shall enforce all ordinances pertaining to the regulation, control and licensing of dogs and other animals in the city, concurrently with the police department. For that purpose, the animal control officer and assistants are vested with authority to impound animals when required or authorized to do so by applicable city ordinances, to issue notices to persons who they have reason to believe have violated such ordinances, to sign formal complaints for the issuance of warrants by the court for violations of such ordinances, to cooperate with the health officer exercising jurisdiction in the city regarding the investigation of dog bites and the quarantine of dogs for rabies examinations, and with authority to otherwise perform duties imposed by this section and other ordinances of the city. 1.18.080 Department of finance and budget. The Department of Finance and Budget, under the general direction of the director of finance and budget, shall perform the responsibilities and duties generally described as follows. 1. Financial Services. under the supervision of the financial services manager, this office shall. a. Compile estimates for the annual budget; b. Maintain a general accounting system for the city government and exercise budgetary control over all expenditures by offices and departments, c. Perform internal audits of all city financial affairs, d. Prepare a monthly report of the fiscal activities of all funds for the preceding month and such other reports as may be required by the city manager; e. Determine the structure and operational characteristics of all accounting systems used in the city government; f. Maintain control and a running inventory of all fixed assets of the city; 15 g. Maintain a uniform utility accounting system for the water and sewer utilities as required by state law; h. Be responsible for the receipt, custody and disbursement of all city funds, all local improvement district funds, and other trust funds, keeping accurate accounts of all collections and disbursements for each fund, i. Be the custodian of all city investments and bank collateral, investing idle funds as may be prudent and lawful; j. Prepare and submit all financial statements and reports required by law; k. Prescribe the times at and manner in which monies received by the several offices and departments of the city shall be paid into the treasury or deposited in a bank; I. Make deposits of city funds in banks in the manner prescribed by law; m. Purchase and sell bonds for the benefit of local improvement district funds and the local improvement district guaranty fund; n. Maintain and supervise a risk management program covering city buildings, equipment and personnel; o. Maintain an office for the purpose of receiving all money paid as bail for nonmoving traffic violation citations, p. Perform such other services as may be required by law or by the director of finance and budget. 2. Office of Utility Customer Services under the supervision of the utility customer services manager, this office shall a. Receive all customer applications for utility services, b. Collect and maintain data for billing and collection of all customer utility accounts, c. Maintain an office, conjunction with the Department of Finance and Budget, for the purpose of receiving all money paid as bail for nonmoving traffic violation citations; d. Perform such other services as may be required by law or the director of finance and budget. 16 1.18.200 Creation of other departments. With the approval of the city council, other departments, divisions or offices may be created by the city manager, and existing departments, divisions or offices may be reorganized or dissolved, as the needs of the city require. 17