A. 
Generally. All agencies, except the office of the City Clerk, are under the jurisdiction of the Mayor and are described in this part of the Administrative Code. The description of agencies delineates the mission and functions of each agency and broadly highlights their authorities and responsibilities.
B. 
Coordination of operations. The Mayor coordinates administration, finance, operations and public safety activities by meeting regularly to discuss and coordinate activities to mitigate duplication of services where possible. The Mayor develops action programs, evaluates program completion, and reviews management, financial, personnel, and legal issues. Significant attention is paid towards coordination of work programs, so as to ensure minimal work disruption and efficient service delivery. The delivery of services to the public requires coordination and cooperation among the various divisions, departments and programs within the City. Departmental managers identify those areas of concern where the various agencies can assist each other in the accomplishment of their mission.
C. 
Multiple-member body coordination.
(1) 
It is an administrative obligation for the departmental liaison to a multiple-member body to regularly and accurately represent to management multiple-member body activities, policies and decisions, so as to ensure efficient implementation of said body's activities.
(2) 
It is further an administrative obligation to assist multiple-member bodies in the pursuit of their missions and responsibilities. Administrative personnel ensure that multiple-member bodies receive objective, timely, professional and accurate information upon request, in order to better assist multiple-member bodies in their activities.
(3) 
The Mayor ensures proper staff support to multiple-member bodies. The Mayor may discuss with the chair of any multiple-member body the level and quality of administrative support provided, upon the multiple-member body chair's request. Multiple-member body chairs are encouraged to communicate with the Mayor, as necessary, in this and other matters.
[Amended 8-21-2017 by Ord. No. 2018-4]
D. 
City Council coordination.
(1) 
City departments provide professional support to the elective organization of the City primarily through the Mayor and the School Superintendent.
(2) 
Coordination of reports to the City Council occurs through the Mayor. All agencies under the jurisdiction of the Mayor ensure that the City Council receives objective, timely, professional and accurate information upon request, in order to better assist the City Council in its legislative and policy decisionmaking process.
(3) 
In order to ensure that the coordination of reports to the City Council is effective, the Mayor assumes responsibility for the information transmittal. The procedure for transmittal of reports from an agency to the City Council is for information to route through the Mayor. The procedure for transmittal of report or service requests from the City Council to an agency is for such requests to route through the Mayor.
(4) 
Coordination of report or service requests involving the School Committee and School Superintendent from any municipal agency is similarly transmitted through the Mayor.
(5) 
Nothing in this section shall be construed to deny to members of the City Council direct access to information that is readily available and provided by agencies to members of the general public in the pursuit of their civic responsibilities or private business, nor shall staff members be discouraged from providing such information through formal or informal means.
E. 
Annual reports. All agencies shall prepare an annual report of their activities and submit it to the Mayor on or before the fourth Friday in September. The annual report shall describe fiscal year activities for the year ending each June 30. Where required by state, regional and/or federal regulations, certain agencies may be required to submit copies of their annual reports to appropriate state, regional and/or federal agencies. The Mayor shall provide for a standard reporting format.
A. 
Established. There shall be an office of the City Clerk under the supervision of a City Clerk elected by the City Council. The City Clerk is Clerk to the City Council and also serves as a member of the Board of Registrars of Voters and provides supervision to the Elections Administrator.
B. 
Authorities and responsibilities.
(1) 
The City Clerk is the keeper of vital statistics of the City and of ancient and public records. The City Clerk records and preserves original birth, marriage, and death records and is responsible for the maintenance, disposition, and preservation of municipal archival records. The City Clerk is the custodian of the City Seal and the official records of the City.
(2) 
The City Clerk administers the oath of office to elected and appointed officers, notifies the Mayor within 30 days of the expiration of a term of office of all officers appointed by the Mayor, and furnishes copies of the Open Meeting and Conflict of Interest Laws[1] to elected and appointed officers.
[1]
Editor's Note: See MGL c. 30A, §§ 18 to 25, and MGL c. 268A, respectively.
(3) 
The City Clerk posts meeting notices for agencies of the City and other governmental bodies.
(4) 
The City Clerk is the custodian of Planning Board records; the rules, regulations, and minutes of multiple-member bodies; and books, reports, and laws received from the commonwealth, and under the Zoning Act[2] the City Clerk receives copies of decisions and notices of appeal.
[2]
Editor's Note: See MGL c. 40A.
(5) 
The City Clerk keeps the legislative record of the City Council and notifies the Auditor and Treasurer/Collector of City Council votes authorizing appropriations and assessments.
(6) 
The City Clerk issues such licenses and permits as may be provided by law, including those for marriage, raffles, bazaars, businesses and dogs.
(7) 
The City Clerk records state and federal tax liens and Uniform Commercial Code filings.
(8) 
The City Clerk receives notice of claims and transmits these claims to the Law Department.
A. 
General provisions.
(1) 
Established. There shall be a Community Services Division under the supervision of a Director of Community Services. The Community Services Division shall ensure that programs and services delivered by the departments within are coordinated and responsive. There shall be the following departments within the Community Services Division: Council on Aging, Public Library, Recreation, and Veterans' Services.
[Amended 8-21-2017 by Ord. No. 2018-4]
(2) 
Authorities and responsibilities. The Community Services Division and the departments included therein ensure that Melrose residents have access to programs and services. To these ends the Division seeks to collaborate with residents, other City departments and local, state and federal agencies in developing appropriate programs and services.
B. 
Council on Aging Department.
(1) 
Established. There shall be a Council on Aging Department within the Community Services Division under the supervision of a Council on Aging Director.
(2) 
Authorities and responsibilities. The Council on Aging Department operates a senior center to provide services and for the enjoyment of all elders within the City. The Department is responsible for outreach to elders in the community, in particular to hard-to-reach elders, including those with limited English speaking abilities or with mobility impairments. The Department develops health, cultural and recreational programs and will manage the operations of the center. The Department provides administrative support to the Council on Aging and receives advisory information regarding program service delivery.
C. 
Public Library Department.
(1) 
Established. There shall be a Public Library Department within the Community Services Division under the supervision of a Library Director.
(2) 
Authorities and responsibilities. The library provides for the free circulation of books and information technology and videotapes and for the maintenance of Melrose memorabilia for the community and may receive and hold gifts, bequests and devises for its use. The library makes available public meeting space.
D. 
Recreation Department.
(1) 
Established. There shall be a Recreation Department within the Community Services Division under the supervision of a Recreation Director.
[Amended 8-21-2017 by Ord. No. 2018-4]
(2) 
Authorities and responsibilities. The Department is responsible for the establishment, coordination and/or implementation of community sports programs for all boys and girls as well as adults, including working with the City's youth leagues; the planning and coordination of cultural events, including celebrations of the 4th of July, Memorial Day, December holidays, and any festivals or public events; and the supervision and coordination of programmatic activities within the municipal parks. The Department(s) stimulates community interest and participation in the area of recreation, offering diverse programs that promote and foster healthy lifestyles, encourage family involvement and expand community partnerships.
E. 
Veterans' Services Department.
(1) 
Established. There shall be a Veterans' Services Department within the Community Services Division under the supervision of a Veterans' Agent.
(2) 
Authorities and responsibilities. The Veterans' Services Department provides aid and assistance to veterans and/or their dependents, secures appropriate benefits for this service group, and provides outreach, counseling, medical, employment, and other support services.
A. 
Established. There shall be an Emergency Management Department under the supervision of an Emergency Management Director.
B. 
Authorities and responsibilities. The Emergency Management Department provides planning, resources, communications and recovery services in support of emergencies in the City, adjacent communities, and the commonwealth. The Department functions as the emergency preparedness department consistent with Chapter 639 of the Acts of 1950 and is responsible for coordinating and planning all disaster emergency functions and services within the City amongst all municipal and nonmunicipal agencies and departments. The Department updates and exercises a plan of pre-emergency actions known as the Comprehensive Emergency Management Plan and the Superfund Amendment and Reauthorization Act of 1980 Title III Plan, mitigates emergencies, assists in responses to hazardous materials incidents, and administers cost recovery and other reimbursement programs.
A. 
General provisions.
(1) 
Established. There shall be a Finance Division under the supervision of a Chief Financial Officer. The Chief Financial Officer may serve as the City Auditor or the Treasurer/Collector, but not both. The Chief Financial Officer may also serve as the chief procurement officer. There shall be the following departments within the Finance Division: Assessing, Auditing, Information Technology, Parking Clerk and Treasury/Collecting.
(2) 
Authorities and responsibilities. The Finance Division assists the Mayor with the coordination and administration of the activities of the Assessing, Auditing, Information Technology, Parking Clerk and Treasury/Collecting Departments. The Finance Division is responsible for ensuring that financial and internal support is provided to all departments, providing the general public with departmental information, and improving accessibility to local government and its services.
B. 
Assessing Department.
(1) 
Established. There shall be an Assessing Department within the Finance Division under the supervision of a Director of Assessing.
(2) 
Authorities and responsibilities. The Assessing Department creates and maintains a database that includes property characteristics and ownership information for every parcel within the City. This information forms the basis for the Department to apportion the tax levy fairly and equitably among all the taxpaying accounts. In addition, the Department administers motor vehicle excise tax, acts on statutory exemptions, and considers grievances regarding property values.
C. 
Auditing Department.
(1) 
Established. There shall be an Auditing Department within the Finance Division under the supervision of a City Auditor.
(2) 
Authorities and responsibilities.
(a) 
The Auditing Department produces monthly financial reports of revenues and expenditures. The Department examines the books and accounts of all City agencies entrusted with the receipt, custody or expenditure of funds and all original bills and vouchers on which funds have been or may be paid from the City treasury. The City Auditor verifies the cash balance of the City treasury by actual count of the cash and review of the bank reconciliations and sets out in his or her annual report the facts so found.
(b) 
The City Auditor audits annually the accounts of the trustees of any property where the principal or income, in whole or in part, is bequeathed or given in trust for the benefit of the City and examines and estimates the funds, securities, and property held by such trustees.
(c) 
The Department examines all bills, drafts, orders and payrolls and, if found correct, draws a warrant upon the treasury for their payment. The Department disallows or refuses to approve for payment any claim found to be fraudulent, unlawful or excessive. The Department maintains a complete set of books and the accounts are kept, so far as practicable, in conformity with the classifications and forms prescribed by law. The Department has custody of all contracts of the City.
(d) 
The Department, at the close of the calendar year, compiles statements in tabulated form, showing the amounts appropriated and the amounts expended and encumbered from each appropriation during the preceding fiscal year, the amounts appropriated for the current fiscal year and the amounts expended and encumbered from such appropriations during the first six months of such year, the amounts estimated to be expended from such appropriations during the second six months of such year and the estimates for the next ensuing fiscal year, and furnishes a copy thereof to the Mayor.
(e) 
The City Auditor participates in the development of the annual operating budget, the capital improvements program, and long-term financial forecasts.
D. 
Information Technology Department.
(1) 
Established. There shall be an Information Technology Department within the Finance Division under the supervision of a Director of Information Technology.
(2) 
Authorities and responsibilities. The Department is responsible for several major functional areas: systems development and planning, systems modification and enhancement, operations, central services, and management and administration of the hardware and software for the geographic information system in cooperation with the Departments of Planning and Development and Public Works. The Department provides computer hardware acquisition and maintenance support, software acquisition, development and enhancement to all departments. It further is responsible for computer supplies management, binding, printing, plotting and scanning services, as well as desktop publishing and data communications. The Department is responsible for developing a program for computer training and, most significantly, for processing of all municipal software programs on the host computer system and the City's local area network(s). The Department is the central depository for all electronic information and associated systems maintained and utilized by the City.
E. 
Office of the Parking Clerk.
(1) 
Established. There shall be an office of the Parking Clerk within the Finance Division under the supervision of a Parking Clerk.
(2) 
Authorities and responsibilities. The office of the Parking Clerk shall supervise and coordinate the processing of parking violations. The Parking Clerk shall have the authority, subject to the approval the Mayor, to hire or designate such personnel and organize such divisions as the Parking Clerk may deem necessary or contract, by competitive bidding, for such services subject to appropriation to carry out the provisions of this section. The Parking Clerk, acting as a hearing officer, shall have the authority to hold hearings to adjudicate disputes arising from the issuance of parking violations. Said hearing shall be informal, the rules of evidence shall not apply and the decision of the hearing officer shall be final subject to judicial review.
F. 
Treasury/Collecting Department.
(1) 
Established. There shall be a Treasury/Collecting Department within the Finance Division under the supervision of the Treasurer/Collector.
(2) 
Authorities and responsibilities. The Treasury/Collecting Department collects and enforces the collection of committed taxes. The Department receives all money belonging to the City and expends and accounts for it according to the ordinances of the City or its authorized officers. The Treasurer/Collector is the negotiating officer for all municipal borrowing and arranges the terms of the borrowing. The Treasurer/Collector establishes and maintains an efficient cash management system reflecting the breakdown of all receipts, disbursements and cash balances. The Treasurer/Collector invests funds to ensure maximum yield on investments while maintaining adequate availability of cash. The Treasurer/Collector maintains all tax title accounts, prepares and maintains all collector's deeds, conducts sales of land of low value, and prepares documents required to petition for foreclosure. The Treasurer/Collector is responsible for the closing and reconciliation of all books and accounts in the Treasury/Collecting Department and for the preparation of related reports. The Treasurer/Collector is the custodian of the funds of the contributory retirement system.
[Amended 5-18-2009 by Ord. No. 09-176]
A. 
Established. There shall be a Fire Department under the supervision of a Fire Chief.
B. 
Authorities and responsibilities. The Fire Department takes all necessary steps for the extinguishment of fires and the mitigation of hazardous incidents within the City, including the utilization of all necessary personnel and equipment thereof, the destruction of any building or structure and the removal of any obstruction for the purpose of checking or extinguishing fires or hazardous incidents. The Department establishes the location, relocation or removal of all public fire alarm boxes. The Department's fire alarm maintenance lineman shall be responsible for the municipal fire alarm system. The Department assists in the reestablishment of order in the event of civil disturbance, disaster or riot or any other declared emergency. The Department maintains a record of all fires that occur within the City requiring the services of the Department. The Department carries out the terms and provisions of all fire service agreements entered into with other governmental units. The Department investigates the causes of all fires and provides written reports of all suspected arson, inspects all buildings and structures as provided for by the State Fire Code, and provides for the issuance and renewal of certificates of occupancy.
A. 
Established. There shall be a Human Resources Department under the supervision of a Human Resources Director.
B. 
Authorities and responsibilities. The Human Resources Department administers the classification and compensation plans, collective bargaining agreements and personnel policies. The Department provides advice and assistance to the Mayor and departmental managers on personnel matters, including position classification and compensation levels, employee relations, employee grievances and disciplinary action. The Department develops and administers recruitment, pre-employment physical and psychological examinations and employment processing programs designed to attract the best qualified person to positions in the City's workforce. It plans, develops, supervises, and conducts training, education, employee assistance and career information programs. The Department develops, establishes, and coordinates uniform personnel practices and procedures, including centralized personnel records, standardization of forms and records, position descriptions and compensation standards. It furnishes information relative to civil service and provides assistance to departments relative to civil service matters. The Department investigates, authenticates, processes and resolves workers' compensation and active and retired police officer and firefighter indemnification claims. The Department develops, establishes, and coordinates affirmative action and equal employment opportunity programs designed to reflect the diversity of the City's population in the workforce, ensures the City's compliance with the Fair Labor Standards Act, designs and administers the group health and life insurance programs, and manages the unemployment insurance program.
[Amended 5-18-2009 by Ord. No. 09-176; 8-21-2017 by Ord. No. 2018-4[1]]
A. 
Established. There shall be an Inspectional Services Department, under the supervision of a Director of Inspectional Services, who shall serve as the Building Commissioner and zoning enforcement officer, consisting of building, electrical, plumbing and gas and sealer of weights and measures.
B. 
Authorities and responsibilities.
(1) 
The Inspectional Services Department provides a variety of services relating to public safety, environmental and quality of life concerns of the City residents. The Department has eight areas of responsibility: building, plan review, zoning, plumbing, electrical, gas, public safety and sealer of weights and measures. The Department reviews plans, issues permits, conducts inspections, enforces zoning ordinances and investigates and abates complaints. All permits issued, inspections made and enforcement conducted by the Department shall be in accordance with all governing provisions of the Massachusetts General Laws and the Code of Massachusetts Regulations, which provide the Inspectional Services Department with its authority.
(2) 
The Department regulates the sale of commodities by weight or measure, inspecting and testing weighing and measuring devices; the operation and use of electronic retail checkout systems; and the method of sale of commodities and the labeling of prepackaged commodities. The Department abates nuisances declared by the City Council.
[1]
Editor's Note: This ordinance also provided that throughout the City Code references to the "Department of Inspection Services" were amended to "Inspectional Services Department" and references to the "Director of Inspection Services" were amended to "Director of Inspectional Services."
A. 
Established. There shall be a Law Department under the supervision of a City Solicitor.
B. 
Authorities and responsibilities. The City Solicitor serves as legal counsel to the City Council, School Committee, Mayor, and to all agencies and multiple-member bodies of the City. The City Solicitor examines all titles to property purchased by the City and drafts such bonds, deeds, contracts and other legal instruments of whatever nature as may be required by Charter, ordinance or this Administrative Code for the orderly administration of the affairs of the City. He or she attends meetings of the City Council as necessary and at the request of the President of the City Council advises the City Council on questions of law relating to the subject matters before the City Council and on the legality of any votes, motions, or other actions proposed to be taken by the City Council. He or she provides legal advice and renders written opinions to the Mayor and all elected or appointed City officers, departments and multiple-member bodies on matters pertaining to the functions of their respective offices or on questions of law relating to matters within their authority. The City Solicitor, or his or her designee, prosecutes all legal actions brought on behalf of the City or any officer or agency acting in its capacity as such; defends all actions brought against the City or any officer or agency acting in its capacity as such in any court or other tribunal; and appears as legal counsel for the City in any other actions which may involve the rights and interests of the City or any officer or agency thereof. He or she advises the Mayor on the advisability of resolving or settling claims or suits brought against the City. The City Solicitor may settle such claims or suits if in his or her opinion they can be settled advantageously to the interests of the City.
A. 
Established. There shall be a Planning and Community Development Department under the supervision of a Director of Planning and Community Development. The Planning Board, the Historic District Commission, the Board of Appeals, the Conservation Commission, the Industrial Development Financing Authority and the Melrose Redevelopment Authority are consolidated under the administrative control of the Director of Planning and Community Development. This consolidated department shall not act as nor be construed as including the local housing authority organized under MGL c. 121B, § 3. All books, papers, documents, equipment, building facilities, land and other property, both real and personal, which are or have been in the custody and control of the Planning Board, the Board of Appeals, the Conservation Commission, the Industrial Development Financing Authority and the Melrose Redevelopment Authority shall forthwith be transferred by said agencies to the Planning and Community Development Department. All monies and assets including grants and reimbursements from whatever source of the Planning Board, the Board of Appeals, the Conservation Commission, the Industrial Development Financing Authority and the Melrose Redevelopment Authority are hereby credited to the account of the Planning and Community Development Department. All contracts in force shall be continued in force by such Department until they otherwise expire or are cancelled. Any judicial proceeding in which the Planning Board, the Board of Appeals, the Conservation Commission, the Industrial Development Financing Authority or the Melrose Redevelopment Authority is a party shall not be affected, but the Planning and Community Development Department shall stand in place of said agencies.
B. 
Authorities and responsibilities.
(1) 
The Planning and Community Development Department is organized so that it provides services in the following areas: housing planning and development, which includes all housing programs and community development program applications and administration; economic planning and development, which includes industrial, commercial and retail activities; capital facilities planning and development, which includes transportation, parks and open space and public facilities planning, program and project implementation; planning and coordination, which includes the comprehensive planning process, including functional, geographic and capital improvement planning; land use review and controls such as zoning, site plan and design review process; and other administrative and technical services.
(2) 
The Planning and Community Development Department activities include but are not limited to the following: conduct studies of the resources, possibilities and needs of the City and its relationship with other municipalities in the metropolitan region; collect data and create a database for the City and relevant components; provide analysis and interpretation of data and studies; initiate and propose policies, goals and objectives for the physical, economic, social and environmental needs of the City; prepare economic development policies, strategies and plans for the City; develop economic initiatives and proposals and implement specific economic development projects and programs; manage the planning, design, and construction of capital facilities and community and economic development projects, either independently or in cooperation with other agencies as appropriate; review and analyze proposals for housing, transportation, parking and traffic circulation, parks and open space, historic preservation, environmental resources, public facilities, industrial, commercial and retail development and related matters to assist the Mayor, City Council, multiple-member bodies, and other agencies in the making of any recommendations or rendering of any approvals which they may be required to make concerning such matters; provide site plan review and design review services for public and private projects for the City and for all projects which seek City permits or approvals; act as administrative and technical advisor and render clerical support to the Planning Board, the Board of Appeals and the Conservation Commission and provide technical support to the Traffic and Parking Commission; and prepare applications for grants and provide grant administration for those received.
A. 
Established. There shall be a Police Department under the direction of a Chief of Police.
B. 
Authorities and responsibilities. The Police Department is responsible for the protection of life and property, the preservation of peace, order and safety, the safeguarding of constitutional guarantees, the prevention of crime and the detection and arrest of offenders. The Department investigates incidents and is empowered to enforce laws and ordinances. The Chief of Police issues licenses and permits for firearms and gunsmiths and makes recommendation to the Mayor on individuals to be appointed as constables and special police officers.
A. 
Established. There shall be a Public Health Department under the supervision of a Director of Public Health.
B. 
Authorities and responsibilities. The Public Health Department administers and enforces rules and regulations of the Board of Health, local ordinances, and state laws and regulations relating to public health. The Department investigates and controls the causes of diseases affecting the public health and provides for the detection, reporting, prevention and control of any diseases or health hazard considered dangerous or important, or which may affect the public health. The Department establishes and maintains reasonable health programs as necessary or desirable for the promotion or protection of the public health and the control of disease as necessary to ameliorate the risk factors associated with the causes of injury, sickness, death and disability within the City. If resources are available, the Public Health Department conducts periodic assessments in order to identify prevalent health needs and recurrent health problems of the community. The Department operates programs including but not limited to school nurses, substance abuse prevention, emergency preparedness and canine control. The Public Health Department prepares, publishes and disseminates such information as may be necessary to inform and advise the public concerning the health and wellness of the population, specific hazards and risk factors that may adversely affect the health and wellness of the population, and specific activities that individuals and institutions can engage in to promote and protect the health and wellness of the population. The Department makes inspections and issues permits, licenses, and certificates and promulgates and enforces reasonable rules and regulations and provides for appeals and variances as required under the State Sanitary Code, the State Environmental Code and the various state codes and City ordinances concerning food purity and quality, housing quality, trash disposal and dumpsters, and other areas of environmental quality. The Department works cooperatively with other City departments as well as local, regional, and state agencies to achieve its mission.
A. 
Established. There shall be a Department of Public Works under the supervision of a Director of Public Works who may also serve as the City Engineer.
B. 
Authorities and responsibilities. The Department of Public Works designs and administers the design and construction of public works projects, including buildings, roads, bridges, drainage culverts, sidewalks, bike paths, drainage, and traffic control devices, including traffic signals, pavement markings and signs; provides technical support to other City departments and agencies; provides routine and special survey services in support of City projects; maintains record plans, drawings, reports, field books, easements, maps and documents; and prepares and updates Assessors' maps. The Department provides for the maintenance and repair of roads, sidewalks, and drainage structures; sweeping of roads and parking lots; installation and maintenance of traffic markings; snow and ice control; and maintenance and repair of vehicles and equipment. The Department manages solid waste programs including trash disposal, recycling and yard waste. The Department maintains City buildings (excluding schools and the Mount Hood Memorial Park and Golf Course) and provides for the maintenance of the Wyoming Cemetery, parks and open spaces through its own forces or through the management of private contractors; maintenance and field preparation of recreation areas; planting, care and maintenance of flower beds, trees, and ornamental shrubs along City-maintained ways, active and passive parks, recreation areas and conservation lands; and servicing of trash containers located throughout the City. The Department manages the wastewater collection system, including operation and maintenance of pumping stations and gravity mains, maintenance of an accounts receivable and billing system for water and sewer use and trash fee billing.