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City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
DEPARTMENT ORGANIZATION
Policy Number Effective Date Last Revision Page No.
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Section 1.0: Purpose
This Administrative Department Organizational policy is established in accordance
with the provisions of Section C419:33 of the Lebanon City Charter, amended
March 8, 1977. This policy outlines the operation of the municipal government,
exclusive of the School District, Library and Lebanon Housing Authority. It shall be
applied and interpreted to further the spirit and intent of the Council/Manager form
of government in general and as specifically created by the Charter.
Section 2.0: Scope
All department directors.
Section 3.0: Definitions
Section 4.0: Policy Detail
The administrative service of the City shall consist of the following departments,
and the department directors shall be known as follows:
Airport (Airport Director)
City Clerk (City Clerk)
City Manager (City Manager)
Finance (Finance Director)
Fire (Fire Chief/Emergency Management Director)
Human Resources (Human Resources Director)
Human Services (Human Services Director)
Cyber Services (Cyber Services Director)
Planning & Development (Planning & Development Director)
Police (Chief of Police)
Public Works (Public Works Director)
Recreation, Arts and Parks (Director of Recreation, Arts & Parks)
Section 5.0: Procedures
5.1 Powers and Duties of Department Directors
A. Each department director shall be responsible for the efficient operation of
his/her department. He/she shall perform all the duties and exercise all the
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
DEPARTMENT ORGANIZATION
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powers conferred upon his/her office by applicable laws, the Charter and City
Code.
B. Each department director shall cooperate with all other departments. Such
cooperation shall include, but is not limited to, the sharing of services, labor,
materials and equipment to achieve the goals and objectives of the City.
C. Department directors may, with the approval of the City Manager, establish
such departmental divisions and subunits as may be deemed desirable in the
interest of economy and efficiency, and in accordance with sound
administrative principles and practices.
D. Department directors may prescribe departmental policies, rules and
regulations, subject to the approval of the City Manager, not inconsistent
with law, the City Charter and rules and regulations of the City Council for
the administration of their various departments, the conduct of their
employees, and the proper performance of the department’s business.
E. Department directors shall designate, in writing, a person to act in their place
when they are either absent, sick or on vacation. A copy of the notification,
together with the emergency telephone numbers, shall be filed in the City
Manager’s Office.
F. Department directors shall be responsible for the oversight of all personnel,
facilities and equipment assigned to their respective departments.
G. Departments are responsible for preparing, maintaining and preserving all
records required by law or by City policies, rules, regulations and provisions
of the City Charter or Code.
H. Department directors shall be responsible for the preparation and submission
of that portion of the City municipal budget which relates to their respective
department budget and for operating their department in compliance with
the approved budget.
5.2 Appointment, Removal and Compensation of Department Directors
A. All department directors shall be appointed by the City Manager for
indefinite terms on the basis of merit and fitness to perform these duties.
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
DEPARTMENT ORGANIZATION
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The City Manager may remove department heads under such terms and
conditions as deemed appropriate by the City Manager and in accordance
with the provisions of the City Charter and Code.
B. The compensation of all department directors shall be fixed by the wage
classification plan of the City.
5.3 Subordinate Positions
A. Department directors may establish subordinate positions and make
appointments and removals, as may be necessary, within the limitations
of the appropriations provided and subject to the provisions of the City
Charter, the personnel rules and regulations and only when such authority
is specifically delegated by the City Manager.
B. All employees shall be under the immediate supervision of their respective
department directors or division managers. The compensation of all
supervisory positions shall be fixed by the wage classification plan of the
City.
5.4 Departments
A. Airport – The Airport Department shall operate and maintain the
Lebanon Municipal Airport facilities to meet the aviation transportation
needs of the City and its role in the economic vitality of the City. The
Airport Department shall operate under the applicable provisions of the
Federal Aviation Administration, the Transportation Security Agency and
the New Hampshire Department of Transportation, in addition to City
policies, rules, regulations, Code and Charter.
B. City Clerk – The department administered by the City Clerk shall be
responsible for all applicable duties mandated by state law, the Charter or
City Code. These include, but are not limited to, the following:
1. The collection and maintenance of official City records and vital
statistics; preparation and maintenance of records of the City Council.
2. The administration of any licenses or permits delegated to that office
by the operation of law.
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
DEPARTMENT ORGANIZATION
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3. Oversee and manage elections within the City and in accordance with
applicable provisions of State law and the Charter.
4. Serve as the central collection of revenues for the City to include water
and sewer payments.
5. Perform the function of Tax Collector and all related duties in
accordance with applicable State Statutes.
6. Serve as the staff coordinating entity of the municipal records
committee.
C. City Manager – The City Manager shall be the chief executive officer of
the City, with all the powers and duties inherent in that position in
accordance with the Charter and applicable provisions of the Code.
1. The City Manager’s Office shall be the primary public information
coordinating entity of the City.
2. The City Manager’s Office shall serve as the administrator of the Tax
Increment Finance Districts (TIF) as assigned by City Code and defined
by applicable State Statutes.
3. Serve as the staff coordinating entity for the following Boards and
Commissions:
a. City Council
b. TIF Advisory Boards
c. School/City Joint Task Force
4. Has the authority to apply for and accept donations, as well as grants
on behalf of the City.
D. Planning & Development – The Planning & Development Department shall
be responsible for the following functions:
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
DEPARTMENT ORGANIZATION
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1. All land use regulatory functions required by state law including but
not limited to RSA Chapters 672-677, City Codes and regulations,
including zoning, subdivision review and site plan review.
2. Development and maintenance of the City’s Master Plan and related
documents to include the Capital Improvements Plan.
3. The department shall be responsible for the complete administration of
any municipal programs involving the receipt and expenditure of funds
generated by the federal government for community or economic
development purposes.
4. The department shall be responsible for all matters related to
adoption, application and enforcement of the State Building Code, as
adopted by the City.
5. The department shall be responsible for providing all public health
services, inspections and enforcement required by state law regarding
RSA Chapters 147 and 141-C or City Code.
6. Management, maintenance and care of the City’s trail and
conservation areas as designated by the City Manager.
7. Manage and operate the City’s Geographical Information Systems
(GIS).
8. The department shall serve as the City’s Economic Development
Department as designated by the City Manager.
9. Serve as the staff coordinating entity to the following Boards and
Commissions:
1. Planning Board
2. Zoning Board of Adjustment
3. Conservation Commission
4. Pedestrian & Bicyclist Advisory Committee
5. Economic Development Commission
6. Class VI Roads Committee
7. Heritage Commission
City of Lebanon
New Hampshire
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DEPARTMENT ORGANIZATION
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8. Class VI Roads Advisory Committee
E. Cyber Services - The Cyber Services Department shall be responsible for
acquisition, maintenance and coordination of all computer hardware,
software, phones and related information technology for all elements of the
municipal government, including the Departments, except that the
Departments shall retain those cyber service functions which by law or
practice are unique and specific to the particular department. The
department has primary responsibility for the security of the City’s cyber
systems. Cyber Services shall provide support to the City for all technology
needs except areas which by law or practice are unique and specific to the
particular department. The following areas Cyber Services are responsible
for:
1. Cyber Technology governance to include policy creation and periodic
reviews.
2. Cyber Security measures in place to mitigate the risk of a data breach.
3. Monitoring of cyber systems to ensure proper performance and
security.
4. Acquisition and maintenance of all computer hardware, software,
phones and related information technology.
5. Administration of cyber systems.
F. Finance – The Department of Finance shall be responsible for the provision
of all accounting, water/sewer billing, audit and budget services of the City,
and other related duties as may be assigned from time to time by the City
Manager or allocated by the City budget. The department shall serve the
following functions:
1. Staff coordinating entity for the Trustees of the Trust Funds.
The department is responsible for the property assessing function and shall
maintain the inventory of all properties in the City and their values for the
purpose of the assessment of property taxes. The department is also
responsible for the following functions:
1. Manage the Payment in Lieu of Taxes (PILOT) agreements the City has
with the owners of property that are eligible.
City of Lebanon
New Hampshire
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DEPARTMENT ORGANIZATION
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2. Manage the property tax exemption, deferment and abatement
processes.
3. Serve as the staff coordinating entity to the Board of Assessors.
G. Fire – The department shall be responsible for the protection of persons and
property from fire, hazardous materials and natural/manmade disasters. This
function shall be carried out by preventing, responding to and recovering
from these hazards.
The department shall provide emergency medical services and other
designated medical services for the City as authorized and licensed by
applicable State Statutes and administrative code.
The department is responsible for rescue services not directly related to the
fire or EMS function.
The department is responsible for the emergency management functions and
responsibilities mandated or authorized by State, Local or Federal law,
including RSA 21-P:39-45 and other regulations as determined by the
Emergency Management Director. The Emergency Management function shall
consist of the Emergency Management Director and staff as assigned from
other departments on an as needed basis and such other officials as may be
appointed by the City Manager.
H. Human Resources – The Human Resources Department shall be
responsible for the development and administration of all programs and
policies relating to the employment of the individuals who perform the work
of the City. This responsibility shall extend to the departments with respect
to those human resource functions common to all departments. The
departments shall retain those human resource functions which by law or
practice are unique and specific to the particular department and/or as
prescribed by the City Manager. The department shall carry out the following
functions:
1. Serve as the staff coordinating entity for the Joint Loss Management
Committee.
City of Lebanon
New Hampshire
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2. Manage the negotiation and grievance processes with the City’s
collective bargaining units.
3. Propose changes to the City’s personnel policies to the City Manager.
4. Manage the personnel files of all City employees.
5. Manage and maintain the wage classification system.
6. Serve as the primary resource to the departments regarding ADA
issues and equal employment compliance.
I. Human Services - The Human Services Department shall be responsible for
providing all welfare services mandated by the State of New Hampshire in
RSA Chapter 165 or otherwise provided by the City.
1. Serve as the staff coordinating entity of the Fair Hearings Officer(s).
2. Liaison and coordinate efforts with the social service agencies funded
by the City, as well as cooperating other not-for-profit, for profit,
municipal, school, county, state and federal entities.
J. Police - The Police Department is responsible for providing law enforcement
services to the community. The primary functions are as follows:
1. Prevention and response to crime. The department shall enforce the
applicable statutes in the NH Criminal Code and implement strategies
to reduce crime and the fear of crime in the City.
2. Ensure the orderly and safe flow of traffic within the City by enforcing
the NH Motor Vehicle Code and related statutes.
3. Enforcement of applicable City Code provisions to include parking
regulations. Issue permits and enforce the provisions of City 117 and
other applicable codes in general.
City of Lebanon
New Hampshire
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DEPARTMENT ORGANIZATION
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4. Enforcement of provisions applicable to animal control, alcohol,
tobacco products, drugs and others as defined by state statute or City
Code.
5. Provide emergency communications services for the police department
as well as the fire department and DPW.
K. Public Works - The Public Works Department shall be organized in divisions
to carry out the following functions:
ADMINISTRATION
1. Engineering - The division is responsible for the engineering tasks for
City projects to include roadways, facilities, stormwater, water, sewer
and drainage systems.
2. Energy Programs - The division is responsible for managing the
procurement program for the City’s energy needs. The division shall
serve as the staff coordinating entity for the Lebanon Energy Advisory
Committee.
3. Facilities Maintenance - The division is responsible for the maintenance
of City facilities as designated by the City Manager:
a. City Hall
b. GAR Building
c. DPW Administration Building
4. Administrative Support - The division is responsible for management of
the department’s budget, personnel and procurement process.
WASTEWATER DIVISION
5. Sewer Collection-The division is responsible for operating and
maintaining the City’s sewer collection system.
6. Wastewater Treatment- The division is responsible for ensuring the
wastewater collected by the City is adequately treated and discharged
into the Connecticut River meets at least the minimum standards set
City of Lebanon
New Hampshire
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DEPARTMENT ORGANIZATION
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by the NH Dept. of Environmental Services and the US Environmental
Protection Agency. The department shall be responsible for providing
a means for the disposal of septic waste generated within the City.
WATER DIVISION
7. Water Distribution- The division is responsible for operating and
maintaining the City’s water distribution system and fire hydrants.
8. Water Treatment- The division is responsible for ensuring the City as
an adequate supply of potable water and that the water quality meets
at least the minimum standards set by the NH Dept. of Environmental
Services and the US Environmental Protection Agency.
OPERATIONS AND MAINTENANCE DIVISION
9. Vehicle Maintenance- The division is responsible for the maintenance
of the City’s vehicles and equipment as designated by the City
Manager.
10.Roadway Maintenance- The division is responsible for the maintenance
and operation of the roadway systems that are the responsibility of the
City. Roadway systems include sidewalks, bicycle paths, roadway
surfaces, signage, traffic signals, streetlights, bridges, tunnels and
related safety systems.
11.Municipal Parking Lots-The division is responsible for the maintenance
of the City’s municipal parking facilities.
12.Parks & Cemeteries- The division is responsible for the maintenance of
the City’s parks (as specifically designated and tasked) and
cemeteries. The department shall work with the Board of Cemetery
Trustees to manage and operate the cemeteries in the City. The
department shall serve as the staff coordinating entity for the Board of
Cemetery Trustees.
13.Stormwater Collection and Treatment- The division is responsible for
the operation and maintenance of the stormwater collection system
that is owned by the City. The department is responsible for ensuring
City of Lebanon
New Hampshire
ADMINISTRATIVE POLICIES & PROCEDURES
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the stormwater discharged from the City’s stormwater system meets
the minimum standards of the NH Dept. of Environmental Services and
the US Environmental Protection Agency.
14.Care and Control of Trees-The division is responsible for the
management of trees within the City’s public ways, parks, cemeteries
and other designated public property in accordance with the provisions
of RSA 231.
SOLID WASTE DIVISION
15.Solid Waste and Recycling-The division is responsible for the
management, operation and maintenance of the City’s solid waste
facilities which include: the landfill and recycling facility. The division
is also responsible for the collection of solid waste and recyclables to
the extend the City provides that service. The division is responsible
for ensuring the solid waste facilities comply with state and federal
law, the administrative regulations of the NH Department of
Environmental Services and the US Environmental Protection Agency.
L. Recreation, Arts & Parks - The Recreation Department shall be responsible
for developing and implementing recreational and leisure programs for the
citizens of the City and for operating the facilities in which those programs
are provided. The department is responsible for the following functions:
1. Staff coordinating entity for the Arts & Culture Commission.
2. Support and enhance the arts and culture in the community. Serve as
the primary liaison with the arts community within the City.
3. Responsible for maintaining designated parks, leisure ways and
designated facilities as well as specific tasks assigned related to those
facilities.
Section 6.0: References (Charter/Code/State Statues)
1. City Charter Section 419:33
City of Lebanon
New Hampshire
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DEPARTMENT ORGANIZATION
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Section 7.0: Policy & Procedure Revision History
Section Revisions Date
Original Adoption 3/8/21
Amendment
Amendment
Amendment