Article V Departments and Divisions [1]

Serve as Clerk to the City Council and perform all duties for the Council as it may require. The City Clerk shall authenticate, by their signature, and be responsible for the filing, indexing and safekeeping of all proceedings of the Council, which shall be open to public inspection.

Appoint a Deputy City Clerk, to act as the City Clerk's agent, and as many assistant clerks as necessary, within budgetary approval.

Make all arrangements for elections and keep and maintain election records and have custody of all property used in connection with elections.

Issue to every person appointed to any office by the City Council or by the City Administrator a certificate of such appointment and administer oath of such office.

Publish all legal notices, unless otherwise completed by another department.

File and preserve all contracts, security bonds, oaths of office and other documents not required to be filed elsewhere.

Issue all licenses authorized by the municipal officers or the Council and collect the fee requires thereof as provided by state law or City ordinance. (Cross reference: Chapter 132 License and Registration; Chapter 219 Victualers License)

(8)

Obtain and maintain all statistics relating to births, marriages and deaths, as required by law.

(9)

Be custodian of the City Seal.

(10)

Perform all duties and exercise all power incumbent upon or vested in City Clerks, generally, which are not inconsistent with the City Charter.

(11)

Maintain a public information service, to furnish information concerning City government, relative to the public service.

All requests for information shall be complied with promptly and courteously, provided that the required information is available in the office of the City Clerk. Otherwise, the City Clerk shall refer an individual applicant to the property agency of the City for such information as is required, and such agency shall supply the same as quickly as reasonably possible, consistent with the extent or type of information requested.

(b)

Nothing herein shall be construed to require the City Clerk to supply or to request any other department to supply the type of information which either state law or the public interest requires to be kept confidential, nor shall any information be prepared or supplied when the cost of so doing would result in increased expense to the City; provided, however, that the estimated cost shall be supplied at the expense of the applicant, subject to final adjustment on the basis of actual cost, or at an agreed-upon charge paid by the applicant, in advance, to the City Clerk or the department undertaking such extra expense. (See also: Title 1, Chapter 13: Public Records and Proceedings of State Statutes).

(12)

Account for all public money received by the City Clerk, in such manner as the Director of Finance may prescribe.

(13)

Issue all state licenses and collect the fees required so to issue and maintain records of the same.

General assistance division.

The General Assistance Division is within the City Clerk's Department, and the head of this division is the General Assistance Administrator.

§ 4-16 Code Enforcement and Building Inspection Department.

The General Assistance Administrator fulfills the ordinance requirements of Chapter 112 General Assistance. (Please refer to Chapter 112 for a full list of ordinance requirements).

The Code Enforcement and Building Inspection Director shall serve as head of the Code Enforcement and Building Inspection Department. The Code Enforcement and Building Inspection Director shall be assisted by a Plumbing and Electrical Inspector, who will be appointed by the City Administrator and in accordance with state statutory provisions. In addition, these Inspectors will coordinate their work with the Fire Chief to assure that all safety regulations are being complied with. The Code Enforcement and Building Inspection Department may inspect existing buildings to ensure their continued safety. (See also: Charter Section 5.03 Necessary Departments, Offices, or Agencies).

Duties. The duties of the Code Enforcement and Building Inspection Department shall be as follows:

Code enforcement and building inspection director.

The Code Enforcement and Building Inspection Director shall be responsible for the issuing of permits to build, alter, move or erect all buildings, signs or structures, to install equipment or to occupy a structure. The Code Enforcement and Building Inspection Director shall also be responsible for overseeing duties performed by the other officers and inspectors in their department. The Code Enforcement and Building Inspection Director shall perform related duties at the direction of the Deputy City Administrator of Community Development.

Duties of the electrical inspector.

The Electrical Inspector shall be responsible for the issuance of all electrical permits and shall report to the Code Enforcement and Building Inspection Director.

Duties of the plumbing inspector.

The Plumbing Inspector shall be responsible for the issuance of all plumbing permits and shall report to the Code Enforcement and Building Inspection Director.

§ 4-18 Economic Development Department.

All inspectors shall also be responsible for the enforcement of building, zoning, or other related ordinances and shall enforce these ordinances according to provisions of city ordinance. (Cross reference: Chapters 1, 71, 73, 87, 106, 135, 147, 163, 168, 173, 179, 180, 188, and 230 of City ordinances).

§ 4-17 Communications Department.

The Communications Director is the head of the Communications Department.

The Communications Department is responsible for working with all city departments on internal and external communications, to provide timely and effective information to residents and news media about ongoing city programs, policies, and projects. The Communications Department shall be responsible for managing Saco's Government Access television channel, as well as the city's digital presence across various channels, such as but not limited to the City website and City social media accounts. (Cross reference: Chapter 78 Cable Television).

The head of the Economic Development Department is the Economic Development Director, who shall report to the Deputy City Administrator of Community Development. The Economic Development Department shall encourage, promote, establish, solicit, and provide for commercial development, expansion, and growth within the City of Saco, within Saco's industrial and business parks, within the downtown, and on other lands within the City that may be privately owned but which are particularly adaptable to commercial uses.

The economic development department shall:

Encourage and promote the development and expansion of existing commercial uses within the City.

Gather, correlate and preserve statistics, surveys, and other data relating to land classifications and uses, buildings, labor statistics, and other related matters.

Perform such other functions as may be required for economic development purposes in coordination with the Deputy City Administrator of Community Development.

§ 4-19 Facilities Department.

The head of the Facilities Department is the Facilities Director. Other Facilities personnel shall be appointed by the City Administrator after receiving recommendation by the Facilities Director.

The Facilities Director shall be responsible for the maintenance of all city and school publicly owned facilities throughout the City of Saco. The Facilities Director shall also be responsible for the budgeting and capital improvement plan for municipal and school public facilities in collaboration with the Finance Department, Saco Schools, and City Administration. The Facilities Director shall collaborate and coordinate with all City and school department heads to ensure the best practices of municipal management for all school and City public buildings. The Department shall also, under the administrative direction of City Administration, supervise the maintenance of all City-owned property not under the direction of another City department.

The Facilities Department shall keep an accurate accounting of the work performed for the City Schools and shall coordinate with the Finance Department to appropriately invoice the Saco School Department for the services rendered by the Facilities Department.

§ 4-20 Finance Department.

There shall be a Department of Finance, the head of which shall be the Finance Director (See also: Charter Section 5.03 Necessary Departments, Offices, or Agencies).

Responsibilities of the Finance Department:

The Finance Department shall be responsible, under City Administration, for financial planning, budget reporting, and control.

The Finance Department will provide all required documentation to the outside audit firm in order to complete an annual independent audit of the City financials.

Purchasing and accounting. The Finance Director shall be responsible for the proper preaudit and recording of all financial transactions. The Finance Director shall keep informed and maintain records as to the sources of supply for all classes of purchases, prices trends or other related matters and shall perform such additional duties as prescribed.

Treasury. The Finance Director will be responsible to safeguard the City's cash resources, to invest said resources in a responsible manner in compliance with all applicable regulations, and to issue debt as prescribed by local, state, and federal regulations. (See also: Charter Section 5.03 Necessary Departments, Offices, or Agencies).

Insurance. The Finance Director shall audit and provide for the safe storage of all policies of insurance placed on City property.

The Finance Director shall maintain records and prepare reports concerning all city funds.

Division of tax collection.

There shall be a Division of Tax Collection in the Finance Department, the head of which shall be the Tax Collector. The Tax Collector is a public officer, and the Tax Collector's authority comes from state statutory provisions, and the Tax Collector cannot be controlled by the City in the execution of their authority. The City cannot, by vote, increase, diminish or vary the duties imposed on the Collector by statute. The Tax Collector shall compute, issue and collect all excise fees on motor vehicles owned and operated by the residents of Saco and turn these fees over to the Treasurer at least monthly. (See also: Charter Section 5.03 Necessary Departments, Offices, or Agencies).

§ 4-21 Fire Department.

The head of the Fire Department is the Fire Chief (See also: Charter Section 5.03 Necessary Departments, Offices, or Agencies. Cross reference: Chapter 102).

The Fire Chief is responsible for the overall leadership, direction, and administration of the Fire Department and its personnel, facilities, operations, and programs. The Fire Chief's responsibilities include but are not limited to:

Fire prevention, fire suppression, and emergency response operations within the City.

Protection of life, property, and the environment from fire, hazardous materials, and other emergency incidents.

Oversight of the maintenance and readiness of the Fire Department apparatus, equipment, and facilities.

Administration of training programs, safety standards, and operational protocols for department personnel.

Conducting or directing required inspections for any premise seeking a permit of license requiring fire certification and issuing reports or recommendations to the City Clerk accordingly.

Enforcement of applicable federal, state, and local fire-related laws, codes, and ordinances.

Administration of testing, hiring processes, and personnel recommendations for employment to City Administration.

(8)

Coordination with mutual aid partners, regional agencies, and other emergency services to ensure an effective and unified response to large-scale or complex incidents.

Appointments. The number of regular firefighters shall be determined by the City Council. The City Administrator shall appoint firefighters based on recommendations by the Fire Chief. Call firefighters shall have the same legal authority as career firefighters but shall respond only when required by the Fire Chief. Their duties shall be performed under the supervision and direction of the Fire Chief.

Emergency management division. There shall be an Emergency Management Division, the head of which shall be the Fire Chief. The Emergency Management Division shall:

Lead and coordinate the City's all-hazards emergency preparedness, response, recovery, and mitigation efforts.

Serve as the primary liaison to the York County Emergency Management Agency (YCEMA), the State of Maine Emergency Management Agency (MEMA), and adjacent municipalities for emergency planning and mutual aid.

Establish and maintain the City's Emergency Operations Plan (EOP) and ensure compliance with state and federal emergency management regulations.

Organize and train City personnel and volunteers to respond effectively to natural or man-made disasters.

Develop and conduct public education initiatives to improve community resilience and preparedness.

§ 4-23 Information Technology Department.

Conduct or participate in drills, exercises, and after-action reviews to ensure operational readiness.

Harbor master division. It shall be the duty of the Harbor Master to enforce Chapter 118 of the Saco City Code and oversee the safe use of Saco's coastal waters, harbors, and public marine infrastructure. The Harbormaster serves as the principal authority responsible for mooring management, pier and float oversight, parking area, and ensuring compliance with municipal, state, and federal marine regulations. The Harbormaster shall report to the Fire Chief.

§ 4-22 Human Resources Department.

The head of the Human Resources Department is the Human Resources Director.

The Human Resources Department is responsible for hiring, recruiting, and assisting with retention of personnel. The Human Resources Department will promote a healthy, safe, and productive work environment that prioritizes training and best policy practices. The Human Resources Department will assist all departments with all personnel matters throughout the City of Saco.

The head of the Information Technology Department (IT) is the Information Technology Director.

The Information Technology Department is responsible for the technology and data needs of the City of Saco. The Department is also responsible for the digital security and training for digital security protocols and procedures. The IT Department equips all municipal offices with the technology needs, licensing, software, and other technological requirements necessary to operate in today's business environment. The IT Department also recommends solutions to foster greater work productivity and communications for municipal government operations.

§ 4-24 Legal Division.

There shall be a City Solicitor who shall be appointed by the City Administrator and confirmed by the City Council. The City Solicitor shall serve at the will of both the Mayor and the City Council. The City Solicitor shall represent the City in all legal proceedings and shall perform any other duties prescribed by ordinance and law. The City Council shall have the right to employ or retain special attorneys, if it deems it to be in the best interests of the City.

The city solicitor shall.

Serve as Chief Legal Advisory to the Mayor and City Council, City Administration, and all City department heads, boards, agencies, committees and commissions.

Prosecute or defend, as the case may be, all suits in which the City may be a party in interest; and shall do all and every professional act incident to the office which may be required of them by the City government or by any joint or special committee thereof or any order or ordinance of the City Council.

Render professional advice to the officers of the City government who may require legal opinion on any subject touching the duties of their respective offices.

Draft all instruments which may be required of the Legal Division by any ordinance or by the Mayor, City Council, City Administrator or any other City official and which, by law, custom or agreement, are to be drawn at the expense of the City.

Perform such additional duties as may be presented by the City Council. Nothing herein shall preclude the City Council from hiring alternate counsel as it may choose.

§ 4-25 Parks and Recreation Department.

Account for and pay over to the City Treasurer all moneys received by them for costs in any prosecution or defense wherein the City is or may be interested.

Compensation. The City Solicitor shall receive for their legal services such compensation as the City Council may determine.

Annual report. The City Solicitor shall annually, before the close of the municipal year, make a report, in writing, to the City Council concerning the unfinished business within the Legal Division.

The head of the Department of Parks and Recreation is the Director of Parks & Recreation.

The Director of Parks & Recreation shall be responsible for the maintenance of the City's parks, recreation facilities, and responsible for the functions of the Tree Warden (Cross reference: Chapter 204 Trees).

The Director of Parks & recreation shall be responsible for operations at the waterfront such as lifeguards at city beaches: Bay View and Kinney Shores.

The Director of Parks & Recreation shall be responsible for the maintenance of the City's parks and recreation facilities, and shall be responsible for the administrative work in planning and directing the municipal recreation program to meet the City's needs. (Cross reference: Chapter 204 Trees).

§ 4-26 Planning Department.

The City Planner will oversee the Planning Department, and this department will also include planning positions necessary to support the operations of the Department.

The Planning Department shall be responsible for all provisions of City ordinances that specify the Planning Department and City Planner as the reviewing authority, and shall report to the Deputy City Administrator of Community Development. The Planning Department shall serve as the staff liaisons to the Planning Board, Historic Preservation Commission, and other committees, boards, and commissions as assigned. The Planning Department shall collaborate with the Code Enforcement & Building Inspection Department to follow up on compliance monitoring and tracking for various development approvals. The Planning Department shall work with City Administration in all matters that are within the scope of development and redevelopment, facilities planning or open space conservation. The Planning Department shall supply City Administration and other departments with statistical and graphic information pertinent to growth information for the City. (Cross reference: Chapters 179, 180, 186, 188, 204, and 230).

§ 4-27 Police Department.

There shall be a Police Department, the head of which shall be the Chief of Police (See also: Charter Section 5.03 Necessary Departments, Offices, or Agencies).

The number of regular police officers shall be determined by the City Council. Special police officers shall have all the powers vested in the regular City police officers. The special police officers shall, however, serve only when and as specifically required by the Police Chief whenever called upon, as the City Administrator may determine. No special police officer shall be on duty as a special police officer at any time or place without being ordered to do so by the Police Chief.

The Police Chief may, in their judgment, provide additional services for the convenience and safety of the public that are not otherwise required by law, ordinance or statute. These services may include providing officers to maintain order at public or private establishments (known as an "outside assignment"); directing traffic for utility work occurring within or along the public ways ("outside assignment"); or providing noncriminal fingerprinting services for individuals required to provide fingerprints for employment or other reasons. The City Council will establish these types of fees after a public hearing.

The Police Chief shall be the commanding officer of the Police force. The Police Chief shall:

Be responsible for the enforcement of law and order.

Direct the police work of the City.

Arrange for the attendance of one or more police officers at every fire, to preserve order and to prevent theft and destruction of property, at the request of the Fire Chief.

Maintain a parking enforcement program with a Parking Enforcement Officer.

Cause to be observed and reported to the Director of Public Works defects and repairs required in streets and sidewalks.

Be responsible for the maintenance and care of all property used by the Police Department.

Be responsible for posting certain notices of election, as requested by the City Clerk.

(8)

Investigate or cause to be investigated the cause and circumstances of any accident for which the City may be liable, instruct all police officers to report to them such accidents and notify the City Administrator promptly of all such accidents. Whenever the attention of any police officer shall, in any manner, have been called to any accident for which the City may be liable, it shall be the duty of such police officer forthwith to communicate such facts and information as he/she may have to the Police Chief.

(9)

Investigate promptly all applicants for any license or permit when application requires certification by the Police Chief and either deliver promptly to the City Clerk a certificate approving such license or permit or promptly advise, in writing, the City Clerk of their refusal to so certify.

(10)

The Chief of Police is authorized to represent the City in District Court in the prosecution of alleged violations of those ordinances which the Police Department is empowered to enforce, if he is duly certified in accordance with 25 M.R.S.A. § 2803, Subsection 3A.4. The Chief of Police may designate any officer under their command to perform this prosecutorial function, if that officer is certified under 25 M.R.S.A. § 2803, Subsection 3A.

(11)

Animal Control Officer. The Police Chief shall designate one or more persons to be titled "Animal Control Officer," whose duties shall be to enforce state laws and local ordinances concerning the care, use, treatment, selling, licensing, and impoundment of domesticated animals within Saco.

§ 4-28 Public Health Division.

There shall be a Division of Public Health, the head of which shall be the Health Administrator.

The Health Administrator shall have charge and control of all functions involved in protecting and preserving the public health, with the exception of supervising contract administration for health services, which shall be the responsibility of the City Administrator or their appointed deputy. The Health Administrator shall have all powers provided by state law or City ordinance relative thereto. Among other powers, the Health Administrator shall exercise the function of:

Communicable disease control, which shall include the power of quarantine and detention and the adoption of such other measures as will prevent the spreading or aid in the prevention of communicable diseases.

Sanitation, which shall include inspection of the preparation, manufacture, storage and sale of all articles and commodities intended for human consumption and the regulation of all matters pertaining to the sanitary condition affecting the public health.

Nursing, which shall consist of the inspection of the operation of all private or public infant, preschool and school hygiene programs, and their direct operation, if and when so authorized by ordinance.

The prompt inspection of any premises for which a license has been applied and which requires certification by the Health Administrator. The Health Administrator shall deliver to the City Clerk promptly a certificate to the effect that the health laws are complied with and the proper sanitary conditions exist or promptly advise, in writing, the City Clerk of the refusal to so certify.

Complaints. The Health Administrator shall receive and investigate all complaints made by any of the inhabitants of Saco concerning nuisances dangerous to life and health which are known or believed by the Health Administrator to exist and, personally or by appointed agents, inspect and examine the same. All owners and occupants shall permit such sanitary examination. The Health Administrator shall have the power and duty to order the suppression and removal of nuisances and conditions detrimental to life and health which exist within the limits of the City.

§ 4-29 Public Works Department.

The head of this Department shall be the Public Works Director. The number of employees shall be determined by the City Council and each employee shall be appointed by the City Administrator, after hearing recommendations from the Public Works Director.

The Public Works Director shall:

Be responsible for the administration and professional work in the supervision of the City's public works and collection systems operation, except treatment plants and pumping stations.

Be responsible for directing all phases of municipal public works, except treatment plants and pumping stations, including landfills, sewers and drains, streets, motor vehicle maintenance and garbage and refuse collection and disposal, transfer station and recycling collection and disposal and snowplowing and removal.

Be responsible for a disciplined, efficient, and effective approach to billing and collections of all funds due to the department from all sources.

Be responsible for researching and implementation of improvements to the operation of the Department in the Director's charge.

Be responsible for the formulation of policies and coordinate activities in accordance with general policies established by the City Council and City Administrator.

§ 4-30 Water Resource Recovery Department (WRRD).

Be responsible for the supervision of various maintenance and construction employees.

There shall be a Water Resource Recovery Department. The head of this department shall be the Water Resource Recovery Director. The number of employees shall be determined by the City Council, and each employee shall be appointed by the City Administrator, after hearing recommendations from the Director.

The Water Resource Recovery Director shall:

Be responsible for the administration, operation and maintenance of publicly owned sewage treatment, pumping stations, and indirect oversight of the collection conveyance systems located in the City of Saco.

Be responsible for the financial oversight and management of the enterprise fund and associated funds for the Water Resource Recovery Department.

Exercise direct authority over all City-owned plant functions and personnel in accordance with approved policies and procedures.

Inspect City-owned plants regularly, analyze and evaluate operation and maintenance functions and initiate or recommend new or improved practices.

Recommend best practices updates, policies, and procedures and ordinance updates as necessary to reflect best management practices for wastewater treatment operations.

Develop plans and procedures to ensure efficient plant operations. Recommend plant improvements and additions, while coordinating data and proposing the review or approval of operation reports and budget requests.