[Added 1-3-2017 by L.L.
No. 1-2017; amended 7-17-2017 by L.L. No. 18-2017; 12-11-2017 by L.L. No. 25-2017; 2-24-2020 by L.L. No. 1-2020; 6-27-2022 by L.L. No. 14-2022]
The following are designated and shall function as central management
departments:
[Added 6-27-2022 by L.L. No. 14-2022]
A.
Definitions and Word Usage.
(1)
Word Usage. When used in this section, words used in the singular
include plural and vice versa.
(2)
DEPARTMENT
DEPUTY DIRECTOR
DIRECTOR
Definitions. As used in this section, the following terms shall have
the meanings indicated below:
The Town of Amherst Department of Finance which shall perform
a major function of Town Government.
The Deputy of the Department, as assigned by the Town Board,
who shall act generally for and in the absence of the Director.
The head of the Department of Finance shall be known as the
Director of Finance.
B.
Establishment.
(1)
There is hereby established in the Town of Amherst a Department of
Finance. The principal executive officer and administrative head of
such department shall be the Director, who shall be appointed by the
Town Board for the term fixed by law at such salary as may from time
to time be fixed by said Town Board.
(2)
The Director shall be appointed on the basis of his/her administrative
experience and qualifications for the duties of such office and such
additional standards as may be required by the Town Board.
(3)
The Director shall be the head of the Department with the power and
authority to appoint and remove officers and employees under his/her
jurisdiction in accordance with the Civil Service Law, any collective
bargaining agreement, and any other applicable law, except for the
appointment and removal of the Comptroller, who shall be appointed
and removed by the Town Board only. The Town Board may appoint the
Comptroller for a term set by law and at a salary to be fixed, from
time to time, by the Town Board who shall generally act for and on
behalf of Director and who shall perform such duties may be directed
by the Director and is vested in and imposed upon that office by the
provision of this article, by New York State Law or by any other lawful
authority.
(4)
The Director shall have such powers as prescribed by law and as shall
be necessary for the proper administration of the Department consistent
with applicable provisions of law. Before entering upon the duties
of his/her office, both the Director and Comptroller shall execute
and file with the Town Clerk an official undertaking, if the same
is required by the Town Board, in such sum as prescribed by the Town
Board and in such form as approved by the Town Attorney.
C.
Organization. The Director shall have such powers as
shall be necessary for the proper administration of the Department
consistent with applicable provisions of law. Until such time as the
same may be either amended or modified, the Department shall be divided
into the following divisions:
D.
Powers and duties.
(1)
The functions, powers and duties of such divisions herein shall be
under the administration, direction and control of the Director, and
each of said divisions shall be supervised by an individual designated
by the Director except for the Division of Audit and Control which
shall be supervised by the Comptroller.
(2)
The Director, with the approval of the Town Board after a public
hearing, may establish, consolidate or abolish any divisions in said
Department. In addition, he/she may establish, consolidate or abolish
any bureau or subdivision now existing or hereafter created in any
such division. The provisions of any local law to the contrary notwithstanding,
the functions, powers and duties of such divisions shall be as follows:
A.
Division
of Audit and Control - Comptroller. This Division administers, manages,
supervises and implements all necessary and related procedures for
the auditing and verification of all charges, claims, demands and
account against the Town; audit the operations, accounts and fiscal
affairs of every department of the Town pursuant to prevailing laws,
rules or regulations, and audits all income financial transactions
of the Town to assure sufficiency and accuracy of the same. In addition,
this Division shall have the following powers and duties:
(1)
It shall maintain fiscal/financial records and prepare financial
reports as required.
(2)
It shall process, audit and approve all disbursements of Town
funds.
(3)
It shall coordinate and assist the Supervisor and Director in
the issuance of all Town indebtedness and be responsible for the investment
of all idle funds.
(4)
When so appointed by the Town Board, the Comptroller shall administer,
manage, prepare and supervise procedures and programs for evaluation
of department estimates of operating budgets of all departments and
shall prepare and submit tentative budgets to the Town Clerk who shall
then submit them to the Town Board; administer all budget funds and
appropriation accounts; and prepare and coordinate projected budgetary
forecasts for operating and capital improvement needs.
[Amended 6-27-2022 by L.L. No. 14-2022]
A.
The Human Resources Department shall:
(1)
Be responsible for coordinating the personnel activities of the Town.
(2)
Assist in the preparation, negotiation, execution and administration
of contractual agreements between the Town and employee organizations.
(3)
Provide advisory services to management and supervisory staffs of
the various Town departments regarding such matters as staffing needs,
position classification, job evaluation, disciplinary problems, training
and employee relations.
(4)
Maintain personnel roster records and employee files, classification
and salary plans and other personnel records and documents.
(5)
Assume responsibilities for the Town in regard to various personnel
fringe benefits, such as retirement, health insurance, workmen's
compensation and unemployment insurance claims.
B.
The Director of Human Resources shall serve as head of the Human
Resources Department.
[Amended 5-1-2006 by L.L.
No. 6-2006; 12-11-2017 by L.L. No. 25-2017]
A.
The Planning Department shall:
(1)
Assist in the formation of development policies and help coordinate
the total governmental planning efforts of the Town.
(2)
Provide planning services to the Planning Board, the Town Board,
the Supervisor and various departments of the Town.
(3)
Assist in the analysis and review of proposed changes in the Comprehensive Plan, Chapter 203, Zoning, and Zoning Map of proposed subdivision developments, site plan approval submissions and street abandonments.
(4)
Through the making of studies or provision of design or other technical
services, assist in overall capital improvement planning and in the
planning for particular Town or special district works or facilities.
(5)
Provide services to the Board of Appeals when requested.
(6)
Collaborate with the Comptroller in fiscal planning and programming.
(7)
Subject to direction by the Supervisor, serve as liaison with state,
regional, county or other governmental agencies concerned with planning,
development or environmental protection.
B.
The Planning Director shall serve as head of the Planning Department.
[Added 1-3-2017 by L.L.
No. 1-2017[1]; amended 7-17-2017 by L.L. No. 18-2017; 6-27-2022 by L.L. No. 14-2022]
A.
The Division of Contract Compliance and Administration shall be part
of the Finance Department and shall have the following duties and
functions:
(1)
Advise all successful bidders for the purchase contract which was
initiated by the Department of Contract Compliance and Administration
that they have been awarded the bid and obtaining written contract
for said successful bidder;
(2)
Approve all pending contracts for compliance with General Municipal
Law §§ 103, 104, as part of the contract routing process;
(3)
Comply with all rules, regulations, statutes and ordinances that
have been or may be established for said purchases;
(4)
Maintain and establish the Town's procurement policy and assure
compliance therewith;
(5)
Maintain and establish the Town's contract administration policy
and assure compliance therewith;
(6)
Oversee, train and supervise the purchasing of all materials, supplies,
equipment and any purchasing contracts for the Town;
(7)
Oversee, train and educate the staff of all Town departments how
to inspect and coordinate the inspection of all deliveries of purchases
to ensure quality, quantity and conformity to contract;
(8)
Confer with Department Heads and their representatives on the purchasing
needs of their area of responsibility;
(9)
Confer with Department Heads and their representatives on the need
for contracts and assist in administering them;
(10)
Direct the bidding procedures and ensure legal compliance;
(11)
Direct the RFP process and assure legal compliance;
(12)
Train the staff of all Town departments on the bidding and RFP process;
(13)
Review bids and quotes and awards contracts of sale to vendors after
approved by the Town Board;
(14)
Administer all contracts after approval by the Town Board with the
assistance of the originating Department Head;
(15)
Analyze purchasing procedures and work systems to determine opportunities
for cost reduction and increased effectiveness and efficiencies to
ensure compliance with GML §§ 103 and 104;
(16)
Design procurement policies for acquisition of items which are routinely
ordered;
(17)
Subject to development of a complete centralized procurement and
contract management system; assist in establishing and maintaining
computer based records for inventory control and pricing. This will
require the relevant departments/individuals to cooperate with properly
inputting or transferring the data needed into a designated centralized
database where the data can be captured and used to create reports.
The relevant departments/individuals will be charged with continuously
updating the data stored therein;
(18)
Prepare a variety of records and reports related to work as requested;
(19)
Formulate and/or oversee procedures for dispensing of surplus, obsolete
or unused materials, supplies, and equipment after the relevant department
has complied with Town's Disposition Policy;
(20)
Perform such other duties and functions associated with the management
of contracts where the Town of Amherst is a signatory.
B.
The Finance Director shall serve as head of the Division of Contract
Compliance and Administration, unless the Deputy Director is appointed
with the approval of the Town Board, and shall serve as set forth
by law at a salary to be fixed by the Town Board. Until a Deputy Director
is appointed, the Finance Director or his/her designee shall perform
the duties and powers set forth above.
[Added 2-24-2020 by L.L.
No. 1-2020]
The Department of Economic Development shall be established
under this Chapter in the following manner:
A.
Department Established; Appointment, Salary and Qualifications.
There shall be in the Town of Amherst a Department of Economic
Development. The executive officer of such Department shall be the
Director of Economic Development, who shall be appointed by the Town
Board for the term fixed by the Town Board at such salary as may,
from time to time, be fixed by the said Town Board. The Director of
Economic Development shall be appointed on the basis of his/her administrative
experience and qualifications for the duties of such office. The Director
should administer, develop, manage, implement and promote individual
and business programs serving the interest and welfare of the residents
of the Town of Amherst.
B.
Organization of Department.
The Department of Economic Development with such other and further
divisions as may, from time to time, hereafter be deemed necessary
and be established by the Town Board. Each shall be supervised by
the Director of Economic Development.
C.
General Powers and Duties.
The Department of Economic Development shall have the following
powers and duties, to be exercised under the general supervision of
the Director:
(1)
Lead Town staff and its agents, as well as the business community,
in promoting business growth and other economic development interests
within the community. Specific focus to be given to priority development
and redevelopment areas, as defined by the Town Comprehensive Plan.
(2)
Research and maintain employment, real estate, market and other data
to provide the Town and public with an annual economic report to inform
decision making which will be posted on the Department webpage.
(3)
Assist the Town Planning Department as assigned in the development
of short and long-term plans, as well as the gathering of information
and preparation of studies, reports, and recommendations to achieve
such goals.
(4)
Assist the Planning Department and Amherst Industrial Development
Agency to maintain and draft updates to economic development text
and policies in the Town's Comprehensive Plan.
(5)
Assist the Executive office and Finance office in the central management
of projects and grants where individual Departments are working together
to achieve a common goal.
(6)
Assist the Executive office, Attorney's office, and Planning Department
in decision making regarding real estate transactions where the Town
is either the purchaser or seller of property as necessary.
(7)
Maintain a Town-wide database of State, Federal, and other relevant
funding sources received by the Town.
(8)
Review and provide comments on economic/market analyses submitted
with land use and planning applications to Town boards as requested.
(9)
Collaborate with appropriate agencies to develop and implement an
economic development "tool box" of policies and incentives to encourage
economic (re)development, including marketing and branding strategies.
(10)
Collaborate with other Departments to increase efficiencies
in Town development practices and support special projects that bolster
the property-tax base of the Town.
(11)
Serve as Town staff liaison to relevant regional and local Economic
Development non-profits and agencies as deemed necessary by the Director,
a list of which will be maintained on the Department webpage.
