[R.O. 2012 §115.010; CC 1987 §21.020]
There are created the following appointed offices for the administration of the Village:
Public Works Commissioner.
Emergency Preparedness Director.
Health and Solid Waste Commissioner.
Street and Sewer Commissioner.
Public Relations Commissioner.
Tree, Park and Recreation Commissioner.
[R.O. 2012 §115.015; CC 1987 §21.010]
The offices of the Village except the Chairman and other members of the Board of Trustees may be filled by appointment by the duly elected Chairman of the Board, subject to approval by a majority of the members of the Board of Trustees present and voting thereon at the meeting any such appointment is made, and all such appointive officers shall be appointed for the unexpired term of office and they shall proceed to qualify themselves without delay, and when fully qualified they shall begin their duties immediately, and the duties of the previous appointees, if any, shall then be terminated, and the compensation for the performance of the duties of their offices shall begin immediately.
[R.O. 2012 §115.017; CC 1987 §21.040]
Except as may be provided otherwise in this Code or other ordinance for any specific office or position or any specific class of offices or positions, the Chairman of the Board and other Village Trustees and other Village officers and employees shall receive as compensation for their services such sums as may be provided from time to time by ordinance of the Board of Trustees.
[R.O. 2012 §115.020; CC 1987 §21.030]
Each year at the first (1st) meeting of the Village Board of Trustees, which takes place after the election in April, the Board shall as its first (1st) order of business fill the Village offices.
[R.O. 2012 §115.030; Ord. No. 826 §1, 12-20-2001; Ord. No. 975 Arts. I — IV, 8-20-2009]
For organizational and management purposes, the various operations of the Village shall be divided into five (5) departments as follows:
Administrative Department. The Village hereby establishes an Administrative Department. The Administrative Department shall run all administrative duties of the Village. The Department shall consist of the Village Clerk, the Court Clerk, the Finance Officer, Administrative Assistant and such other personnel hired by the Board of Trustees pursuant to ordinance from time to time. Administrative duties include all filing and organizing of Village records, billing and collection of Village taxes and fees, issuance of applications and permits, and performing all duties associated with Municipal Court.
Office Manager. There is hereby established the position of Office Manager. Either the Village Clerk, Court Clerk or Finance Officer shall be appointed to the position. The Village Treasurer shall appoint the Office Manager with approval of the Board of Trustees. In choosing the Office Manager, the Village Treasurer shall give consideration to the work ethic of the candidates, the length of time the candidates have worked for the Village and the intangible element of leadership ability. The Office Manager has the right to assign specific duties to a specific person within the Administrative Department for purposes of accomplishing the goals of the Village as set out by the Board of Trustees for the Village of Hanley Hills.
Administrative Assistant. The Board of Trustees may appoint an Administrative Assistant to the Administrative Department. The Administrative Assistant shall perform such duties as assigned to him or her by the Office Manager. Such duties may include, but not be limited to, the following:
Answer phones and take messages;
Stamp, sort and distribute mail;
Issue Village stickers, pet tags, inspection requests, occupancy permits, applications for occupancy permits and building permits and take reservations for parks and baseball diamonds;
Fold and distribute the monthly newsletter to all residents, businesses and churches;
Post agendas and ordinances for Board meetings;
Assist on the first (1st) and third (3rd) Tuesday of each month with court administration;
Type documents as requested by the Office Manager and Village Chairman;
Service all office machines to ensure that they are in working order and properly filled with paper; and
Contact landlords and/or owners/managers to advise when proposed tenants have not applied for occupancy permits.
The compensation for the Administrative Assistant as well as the hours worked by the Administrative Assistant shall be set by the Board of the Village of Hanley Hills by motion from time to time as is necessary to pay an appropriate amount for the individual occupying the position.
Police Department. The Police Department shall consist of the law enforcement and emergency preparedness functions of the Village, including regular, part-time, and reserve Law Enforcement Officers, any Deputy Marshal, Police clerical personnel of the Police Department and the Emergency Preparedness Director. The Village Marshal (when appointed) shall be the head of the Police Department and shall supervise and be responsible for day to day management of the affairs of the department and the assignment of duties and responsibilities among the work force.
Finance Department. The Finance Department shall be responsible for the preparation and implementation of the Village budget, the investment and safeguarding of Village funds, payment of financial obligations of the Village, preparation for and cooperation in audits of Village financial affairs, and the preparation of such periodic reports as may be required. The Financial Department shall consist of the Village Treasurer and Budget Officer. The Village Treasurer shall be the head of the Finance Department.
Public Works Department. The Public Works Department shall consist of the street maintenance, public property maintenance, public works, and public improvements functions of the Village, including the Street Department and such additional employees as may be employed in that department from time to time. The Public Works Director shall be head of the Public Works Department.
Zoning and Building Department. The Zoning and Building Department shall consist of the zoning administration and enforcement, building and construction permitting, Health Code enforcement, and Building, Electrical, and Housing Code enforcement functions of the Village, including the Building Commissioner, the Building Inspector and Code Enforcement Officer of the Village. The Building Commissioner shall be head of the Zoning and Building Department.
The duties of such officers in addition to those prescribed by law shall be those customarily performed by such others in like municipalities in Missouri and such as are from time to time fixed and prescribed by this Board.
[R.O. 2012 §115.040; Ord. No. 901 Art. 1, 8-19-2004; Ord. No. 905 Art. 1, 10-21-2004]
For purposes of this Section, the term "expenses" shall refer only to expenses actually and necessarily incurred in the performance of the official business of the Village. The term "employee" shall include all persons employed by the Village and all elected and appointed officials.
Any employee incurring any expense not in excess of one hundred dollars ($100.00) as defined in this Section and seeking reimbursement of same may submit to the Village Clerk a voucher certified as being true and correct. The Village Clerk shall review such expense vouchers and shall authorize reimbursement to the employee of only those expenses properly incurred.
The Village Clerk may authorize the advance payment of projected expenses when the projected expenses to be incurred would pose a financial burden on the employee. If such an advance is authorized, within ten (10) days after such expenses are actually incurred the employee shall submit to the Village Clerk a voucher for the expenses actually and necessarily incurred and any balance of the advance remaining after expenditure.
Each member of the Board of Trustees shall receive the sum of forty-five dollars ($45.00) per month for reimbursement of expenses incurred by said members in the performance of their duties. This amount shall be in addition to and separate from any compensation received by the members.
[R.O. 2012 §115.050; Ord. No. 649 §§1 — 2, 8-19-1999; Ord. No. 850 §1, 10-17-2002]
Selection. The Board of Trustees shall select some qualified individual to serve as Village Clerk, who shall serve at the pleasure of the Board of Trustees. The Village Clerk shall receive such compensation as may be fixed by ordinance from time to time.
Duties. The Village Clerk shall have the following duties:
To have charge and custody of the Seal, ordinances and other records, papers and documents entrusted to his/her care and keeping by the Board of Trustees;
To attend to such correspondence as may be required;
To keep the journal of the proceedings of the Board of Trustees and to enter therein the "yeas" and "nays" of the members of each bill presented for passage as an ordinance;
To furnish each Trustee with a copy of the minutes of the preceding meeting within four (4) working days after each meeting;
To attest each ordinance passed by subscribing his/her name on the face thereof;
To issue and attest all warrants ordered by the Board;
To act as head of the Administrative Department of the Village; and
In general, to perform such other duties as may be prescribed by law or ordinance or as directed by the Board of Trustees.
A copy of each ordinance enacted by the Village of Hanley Hills shall be kept in the office of the Village Clerk preserved in looseleaf form or in such other form as the Village Clerk may consider most expedient. It shall be the express duty of the Village Clerk, or someone authorized by said Clerk, to insert in their designated places all amendments and all ordinances or resolutions which indicate the intention of the Board of Trustees to make the same part of the Code of Ordinances for the Village of Hanley Hills, when the same have been printed or reprinted in page form and to extract from such Code all provisions which from time to time may be repealed by the Board of Trustees.
It shall be unlawful for any person to change or alter by additions or deletions any part or portion of such Code, or to insert or delegate pages or portions thereof, or to alter or tamper with such Code in any manner whatsoever which will cause the law of the Village of Hanley Hills to be misrepresented thereby.
[R.O. 2012 §115.060; CC 1987 §§21.220 (5,6), 21.230]
Selection. The Board of Trustees shall select some qualified individual to serve as Village Treasurer, who shall serve at the pleasure of the Board of Trustees. The Village Treasurer shall receive such compensation as may be fixed by ordinance from time to time.
Duties. It shall be the duty of the Village Treasurer to collect, receive and safely keep all monies, warrants, bonds and other property belonging to the Village and entrusted to his/her care, and to deliver the same to any successor in office; to act as head of the Village Finance Department; to pay over all monies, bonds and property of the Village only on warrant ordered by the Board of Trustees, signed by the Chairman, issued and attested by the Village Clerk and having the Seal of the Village affixed thereto; to keep in proper books a full, accurate and complete account of all monies or the other property received and disbursed by the Treasurer in his/her official capacity, showing the date of each transaction, the persons from whom received or to whom paid and on what account so received and disbursed; to issue receipts to every person making payment of money to the Village and file a duplicate of same with the Village Clerk; to make written report to the Board of Trustees at each monthly meeting or whenever required, showing the amount on hand and the items of receipts and disbursements since the previous report; to make annual report in writing showing receipts and expenditures for the previous year and the specific amount on hand; to prepare any other reports as may be required by State or Federal law or by regulations promulgated by any State or Federal agencies where applicable; prepare and present to the Board of Trustees at the first (1st) regular meeting of the Board of Trustees each year a three (3) year comparison report of receipts and expenditures of the Village over the previous three (3) years; in addition, a one (1) year plan containing projections for receipts and expenditures of the Village for the coming fiscal year to the Board of Trustees at their first (1st) regular meeting in April; and to give bond to the Village of Hanley Hills in the amount agreed upon and in the manner approved by the Board, the cost of which if any, to be paid by the Village.
Audit. From time to time as the Board of Trustees may direct, the Treasurer shall deliver all books, records, accounts and other materials necessary for an audit of the Village's finances to a person or persons designated by the Board of Trustees to conduct an audit.
[R.O. 2012 §115.070; Ord. No. 826 §§1 — 2, 12-20-2001]
Selection. The Board of Trustees shall select some qualified individual to serve as Finance Officer, who shall serve at the pleasure of the Board of Trustees. The Finance Officer shall receive such compensation as may be fixed by ordinance from time to time.
Duties Of Finance Officer. It shall be the duty of the Finance Officer to collect and enforce the payment of all taxes lawfully assessed in the manner and under the same rules and regulations as may be provided by law for collection and enforcement of the payment of State and County taxes and to annually make out and return, under oath, to the Board of Trustees a list of delinquent taxes remaining due and uncollected on the first (1st) day of January of each year to be known as the delinquent list, the amount of which as approved by the Board of Trustees, after examination and a finding that such taxes are property returned as delinquent, shall be credited on the account of the Finance Officer; and the Board of Trustees shall cause said delinquent list or a certified copy thereof to be placed in the hands of the County Collector for collection as other delinquent taxes are collected, and take his/her receipt therefor.
Duties — Assessment Of Property. The Finance Officer shall have charge of procuring a lawful and proper assessment of property within the Village for purposes of providing revenue for Village purposes.
Pay Over To Treasurer. The Finance Officer shall pay over the taxes collected to the Village Treasurer at the times and in the manner provided by law for the payment of County taxes to the County Treasurer and shall make the same statements and settlements for such taxes with the Board of Trustees and at the same time as may be provided by law for statements and settlements with the County Court for County taxes, and all taxes shall bear the same rate of interest, and the same penalties shall attach to the non-payment of such taxes when due, as may be provided by law in the case of County taxes, and the same shall be a lien on the property described in such tax bill.
Special Taxes. It shall be the duty of the Finance Officer to collect and enforce the payment of any special taxes, fees, dues, licenses and other obligations owing to the Village which may be levied by the Board of Trustees, or which he/she may be directed to collect by the Board of Trustees from time to time.
Bond. The Finance Officer, before entering on the duties of that office, shall give bond payable to the Village of Hanley Hills in the manner approved by the Board of Trustees, conditioned that the Finance Officer will faithfully perform the duties of office according to law; the cost of which, if any, to be paid by the Village.
The Finance Officer shall also serve as the Accounting Clerk, performing all duties assigned by the Office Manager and Treasurer of the Village.
[R.O. 2012 §115.080]
Selection. The Board of Trustees shall select some qualified individual to serve as Public Works Commissioner who shall serve at the pleasure of the Board of Trustees. The Public Works Commissioner shall receive such compensation as may be fixed by ordinance from time to time.
Duties. It shall be the duty of the Public Works Commissioner to direct, supervise and be in charge of work and equipment, subject to the Board of Trustees given in references to opening, maintaining, cleaning and repairing of all streets, roads, alleys, sewers, drains, bridges, sidewalks, parkways, trees, lawns and public places in the Village of Hanley Hills. The Commissioner shall make inspections and see that the streets, alleys, sewers, drains, bridges, sidewalks, parkways, trees, lawns and public places are maintained and kept in good condition and free from obstructions and defects which might impair their free and open use by the public or result in injury to persons or property. The Public Works Commissioner shall be head of the Public Works Department and as directed through the Board of Trustees or as required by the ordinances provide, erect and maintain all street signs and traffic signs and markings.
Powers. The Public Works Commissioner shall have power in emergencies to employ help in the performance of any of his/her duties until the next regular meeting of the Board of Trustees and shall certify to the Board the wages agreed to be paid such employees for such approval and payment.
Attend Meetings. The Public Works Commissioner shall attend regular meetings of the Board of Trustees unless excused by the Chairman of the Board and shall also attend other meetings when requested to do so. He/she shall monthly or as requested report in writing to the Board of Trustees setting out the receipt and disbursements for the Road Department for the preceding period. He/she shall report on the work of his/her department and any needed work to be done with his/her recommendation thereon. He/she shall report and recommend the employment or dismissal of employees of his/her department and with reference to the wages of salaries to be paid as may be authorized by the Board of Trustees.
Subject To Direction Of Board. The Public Works Commissioner shall perform such other duties as may be required by law or ordinance as directed by the Chairman and Board of Trustees and shall see that the directions of the Chairman and Board and all ordinances relative to streets, sewers, alleys, bridges, drains, parkways, trees, lawns and public places are obeyed and enforced.
[R.O. 2012 §115.090; CC 1987 §21.410(3,4)]
Selection And Qualifications. The Board of Trustees shall select some qualified individual to serve as Village Attorney who shall serve at the pleasure of the Board of Trustees. The Village Attorney shall receive such compensation as may be fixed by ordinance from time to time. The Village Attorney shall be a lawyer licensed to practice in the courts of the State of Missouri.
Duties. The Village Attorney shall, when requested, attend the meetings of the Board of Trustees, advise the various Village officers, committees and boards upon legal questions pertaining to their respective duties for the Village, draw ordinances, deeds, releases, assessments, contracts, bonds and other documents relating to municipal affairs, represent the Village in all litigation in the Courts and before the Public Service Commission.
The Village Attorney shall receive as compensation for services rendered by him/her such sum as may be agreed upon by and between the Board of Trustees and the Village Attorney, which sum shall be included in each annual budget.
The Village Attorney shall be compensated for legal services which he/she may be required to perform on behalf of the Village in the prosecution or defense of cases in any court other than the Municipal Court of the Village, in research of special problems not usually and ordinarily encountered, for the drafting of ordinances requested to be prepared by the Board of Trustees, and for all other matters by reasonable fees based upon the time involved in performance of such duties.
[R.O. 2012 §115.100; CC 1987 §21.240]
The Commissioner of Health and Solid Waste shall have general supervision of such matters as may be determined from time to time by the Board of Trustees of this Village to be and pertain to the health and welfare of the inhabitants of this Village; and he/she shall promote, investigate and advise the Board of Trustees in all matters relating to the health and solid waste of the inhabitants of this Village.
[R.O. 2012 §115.102; CC 1987 §21.255]
The Public Relations Commissioner in conjunction with the Chairman shall have supervision over and be responsible for all statements and information emanating from the Village directed to or requested by any of the news publishing media except for routine formal notices of public hearings. The Public Relations Commissioner, together with the Chairman of the Board, shall represent the Village at meetings of organizations in which the Village is interested and, when necessary, shall so represent the Village in lieu of the Chairman when the Chairman is unable to be present; and, in addition, shall make recommendations from time to time to the Board of Trustees with respect to the continuing improvement of the relationships of the Village with the surrounding communities and with organizations in which the Village is or should be interested. The Public Relations Commissioner shall supervise the publication and distribution of newsletters.
[R.O. 2012 §115.103; CC 1987 §§21.260 — 21.265]
Duties. It shall be the duty of the Streets and Sewers Commissioner to inspect the streets, sewers and public rights-of-ways in the Village and to report to the Board of Trustees and recommend maintenance or repair work and he/she shall have the authority to declare a snow emergency in the absence of the Public Works Commissioner.
No person shall break or dig into the surface of any street or public walkway or attempt to break, dig or repair any street, public sewer or public walkway in the Village without first obtaining a written permit from the Streets and Sewers Commissioner. Any person who fails to secure a written permit from the Commissioner and who shall do any of the enumerated acts shall be subject to a fine of one hundred dollars ($100.00) or imprisonment for one (1) year, or both fine and imprisonment.
The costs of the permit to break, dig or repair any street, public sewer or public walkway shall be one dollar ($1.00) for each job.
[R.O. 2012 §115.104; CC 1987 §§21.270 — 21.275]
Duties. The Park Commissioner shall issue permits for all of Village park areas, recommend the purchase of materials, supplies, tools and equipment and the hiring of necessary labor, subject to approval by the Board of Trustees as to the purchase of said articles and the hiring of said labor.
Chairman Of Park Board. The Tree, Park and Recreation Commissioner of the Village of Hanley Hills shall be the Chairman of the Park Board. He/she shall inspect all trees over which the Village has jurisdiction and recommend removal and replacement and care thereof.
[R.O. 2012 §115.105; CC 1987 §21.280]
The Police Commissioner, through the Chief of Police, shall exercise general supervision over the Police Department, and he/she may issue such directives to the Chief of Police as he/she may deem necessary or prudent for the proper enforcement of State law and Village ordinances within the Village or for the establishment of such measures as may be appropriate for the training of members of the Police Department and the efficient operation of such department.
The Police Commissioner shall maintain a liaison with the heads of neighboring Police organizations for the purpose of cooperation of Police forces within the community.
The Police Commissioner shall recommend to the Chairman of the Board of Trustees from time to time such ordinances, resolutions or other actions relating to the Police Department as he/she may deem proper, including but not limited to appropriations and expenditures for Police purposes and recommendations for appointments, promotions, suspensions and dismissal of Police Department personnel, and he/she shall screen and evaluate all applicants for positions in the Police Department.
The Police Commissioner shall have such other powers and perform such other duties as may be provided for him/her by this Code or other ordinances and resolutions of the Board of Trustees.
[R.O. 2012 §115.106; CC 1987 §21.290]
The Building Commissioner shall advise the Board of the condition of the buildings located within the Village limits and make recommendations for their proper care and upkeep. The Commissioner shall issue all building permits and shall supervise all repairs, maintenance and construction within the Village.
The Commissioner has the responsibility for the reinforcement of and is authorized and directed to enforce all of the provisions of the ordinances of the Village of Hanley Hills now in force or hereafter adopted relating to zoning, subdivision regulations, minimum housing regulations, occupancy permits and/or Building Codes.
[R.O. 2012 §115.110]
May Combine Offices. The Board of Trustees may, if they find it convenient to do so, appoint the same person to more than one (1) Village office.
Compensation Of Combined Office. In the event of the same person holding two (2) or more offices as above outlined the total compensation for the performance of his/her duties in such offices shall be as approved by the Board of Trustees.