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HomeMy WebLinkAbout42-03 OrdinanceRECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No.. " _ Passed 1 20. AN ORDINANCE AMENDING THE ORGANIZATIONAL STRUCTURE OF THE CITY OF DUBLIN AND ADOPTING A NEW CITY OF DUBLIN ORGANIZATIONAL CHART WHEREAS, the City of Dublin executive management team has carefully studied a variety of potential changes to the City's organizational structure; and WHEREAS, the executive management team has identified amendments to the City's organizational structure, which are designed to achieve a higher level of organizational performance; and WHEREAS, the City Manager has recommended that the organizational structure of the City of Dublin be amended, as reflected in attached "Exhibits A and B," and WHEREAS, Council has determined that the proposed amendments to the City of Dublin organizational structure, as reflected in attached "Exhibits A and B" are necessary to the administrative /operational effectiveness of the City of Dublin; and WHEREAS, Council has determined that a new Organization Chart for the City of Dublin should be adopted; NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, of the elected members concurring: Section 1. That the organizational structure of t he C ity o f D ublin i s h ereby amended, as reflected in attached "Exhibit A." Section 2. That a new "City of Dublin Organizational Chart," as depicted in "Exhibit B" is hereby adopted. Section 3. That this Ordinance shall take affect and be in force at the earliest point permitted by law. Passed this_ day of , 2003. Mayor --- Presiding Officer ATTEST: Clerk of Council I hereby certify that copies of this Ordinance/Resolution were posted in the City of Dublin in accordance with Section 731.25 of the Ohio Revised Code. rk of Council, Dublin, Ohio Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 CITY OF DUBLIN Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490 To: Members of Dublin City Council From: Jane S. Brautigam, City Manager Date: April 4, 2003 Memo Initiated By: David L. Harding, Director of Human Resources Re: Ordinance No. 42 -03 Amending the City of Dublin Organizational Chart SUMMARY: Over the past few months, the executive management team has been studying a variety of potential changes to the City's organizational structure. As a result of this study process, the executive management team has identified several structural changes which should enhance the overall administrative and operational effectiveness of the organization. The City of Dublin is already a "high performance" organization and the executive team believes the proposed changes will take us to an even higher level of organizational performance. Attached for your consideration, please find Ordinance No. 42 -03 amending the City of Dublin Organizational Chart. Also attached, please find two organizational charts labeled "Exhibits A and B ". "Exhibit A" depicts the changes identified by the executive team, in addition to numerous "housekeeping" changes that should provide greater clarity on certain organizational functions. ( "Exhibit A" identifies all changes through a "color- coded" system.) "Exhibit B" shows the "City of Dublin Organizational Chart", as it would be published following the passage of Ordinance 42 -03. Passage of the attached legislation would accomplish the following key objectives: ► To identify a "Deputy City Manager" level, which would convey a "second -in- command" relationship to the City Manager. (Formal titles have now been added to Departmental functions to convey this relationship.) ► To identify an "Assistant City Manager" role, which would reduce the present "span-of- control" placed on the City Manager. This new role will reduce the number of "direct reports" to the City Manager, allowing for greater administrative and operational efficiency. (The Divisions of Informational Technology and Court Services would now report directly to the Assistant City Manager.) ► To delete all references to the Department of Administrative Services. This Department currently consists of the Division of Human Resources/Procurement, Community Relations, Information Technology, and Court Services. (This Department has never had a Director and consequently these Divisions all currently report directly to the City Manager.) The Divisions of Human Resources and Community Relations would continue to report directly to the City Manager, however, the Divisions of Information Technology and Court Services would now report to the Assistant City Manager, as noted immediately above. ► To relocate the Division of Economic Development from the Department of Development to the Department of Finance. Staff believes that this change would allow the Economic Development function to serve its corporate clients more effectively. (The Department of Development rightfully demands the highest quality of planning, zoning, and development, which can place the Economic Development function in a precarious position between the Department it represents and the corporate clients it is called upon to assist.) As a side note, it should be mentioned that the existing "development project coordination" function, under the existing Economic Development Division, will remain in the Development Department, but will be re- assigned to Division of Building Standards. ► To identify the Division of Fiscal Administration within the Department of Finance and to relocate the Procurement function from the Division of Human Resources to the Division of Fiscal Administration. The existing Division of Human Resources/Procurement is an extremely unique combination of functions. Although combining such functions made sense when both the HR and Procurement functions were less complex, such is no longer the case. Moving the Procurement function to the Division of Fiscal Administration not only allows for a more compatible grouping of functions, but also for the Division of Human Resources to focus exclusively on its traditional organizational mission. RECOMMENDATION: Staff recommends that the attached legislation (Ordinance No. 42 -03) be adopted by Council at the second reading on April 21, 2003. /lcw Attachment PROPOSED AMEN OMENTS TO THE CITY ORGANIZATIONAL CHART Electorate Boards Commissions City Council of City Council Office of Clerk of Council Office of the City Manager City Manager Department Of Service Deputy City Manager/ Director of Service Title Change /New Title Structura C h a nge Clarification Department of Finance Deputy City Manager/ Director of Finance Department Of Development Deputy City Manager/ Director of Development Division of Human Resources Director of Human Resources Department of Law Director of Law Division of Community Relations Director of Community Relations "Exhibit A" Mayor's Court Department Of Safety Division of Information Technology Director of Information Technology For details on individual Departmental functions please consult the attached individual Departmental /Divisional Charts. Assistant City � Division of Manager Court Services Volunteer I I Special Services i Projects Department of Service Department of Service Deputy City Manager/ Director of Service Accreditation/ Training Assistant Director of Streets & Utilities position will Division of Streets & Utilities be created to help manage all Divisional functions. Director of Streets & Utilities Street Maintenance Inventory Control Utilities Maintenance Sign Shop Fleet Maintenance Special Events Support Safety Coordination Solid Waste Division of Grounds & Facilities Director of Grounds & Facilities Facilities Maintenance Horticulture Park Development & Project Management Urban Forestry Inventory Control Special Events Support Cemetery Sales/ Interments Parks & Grounds Maintenance Safety Coordination ------------ - - - --� I Division of Recreation Services I •� I I Director of I I Recreation Services — — — — — — — — — — — Community Recreation Administrative Services l Seniors Park J Development 1 Fitness/ Wellness Special Events Support Safety Coordination Aquatics *1 Reserved for Division of Facilities. A Division of Facilities does not presently exist within the City organizational structure. Facilities management is currently under the Division of Grounds & Facilities. When the need arises, the Division of Facilities would be formally created. Department of Finance Department of Finance Deputy City Manager/ Director of Finance Division of Economic Development Director of Economic Development nim 1 Income Tax W Hotel/Motel I I Accounts Payable I k I I Budget Expansion, Retention, ansion on, Pro Ingra rams I Administration � 1 Tax Administration tion &Receivables I IT 4 i Payroll Administration Division of Taxation Director of Taxation Director of Accounting & Auditing Division of Accounting & Auditing Division of Fiscal Administration Director of Fiscal Administration Economic Internal Fixed Procurement Development Auditing Assets Financial Analysis Cost Accounting & Analysis Department of Development Department of Development Deputy City Manager/ Director of Development Division of Planning Division of Engineering Division of Building Standards Division of Economic Director of Planning Development Director of Engineering Director of Building Standards Current usiness Retention, Development Civil Construction Building Commercial Plan Code Enforcement Planning Expansion & Project Inspection Permits Construction _ Review Attraction Coordination Inspection oca egiona Zoning Landscape Design Incentive Econ. Engineering Design Computer Aided Electrical Residential Plan Program elopment & Plan Review Drafting (CADD) Inspection Review Co ination Long Range Engineering Pavement Development Planning ISO 9000 Housing Drafting Management Permits Project System Coordination Traffic Engineering Utilities Design Department of Law Department of Safety *1 - Reserved for Division of Fire. A Division of Fire does not presently exist within the City organizational structure. Fire service is provided by the Washington Township Fire Department and until which time the City forms its own Division of Fire, Washington Township would continue to provide fire service to the City. Department o ervices Division of Information Technology Systems Optical Administration Imaging Records Management Division of Human Resources rem Division of Human Resources!PFesWement Director of Human Resources/PFeewement Recruitment Classification Selection Compensation Labor /Employee Relations Benefits Policy Organizational Development Development Occupational Insurance & Risk Safety & Health Management Employee Training ADA Compliance & Development Coordination Division of Community Relations Division of Community Relations Director of Community Relations Operations Public Information & Media Relations Spesia+ Events I I I Internal Administration I I I Communications Sponsorship/ Website/ Fund Development Electronic Communications Marketing I Community Event Liaison Special Projects Division of Information Technology Division of Information Technology i Director of Information Technology Information Georgraphic Systems Networking Projects Information Administration I I I Systems Division of Court Services I Division of Court Services I I Director of Court Services I Adult Court Probation OpewatsOr °s AdultlJuvenile Records Diversion m Management Court Document Administration Imaging CITY OF QwJLIN ORGANIZATIONAL CHART "Exhibit B" Electorate Boards Commissions of City Council Department Of Deputy City Manager/ Director of Service Department Of Finance Deputy City Manager/ Director of Finance City Council Volunteer I I Special Services Projects For details on individual Departmental functions please consult the attached individual Departmental /Divisional Charts. Office of Mayors Court Clerk of Council Office of the City Manager City Manager Department Department Department Of of of Development Law Safety Deputy City Manager/ Director of Law Director of Development Division of Division of Division of Division of Human Community Information Assistant City Court Resources Relations Technology Manager Services Director of Director o Director of Director of Human Resources Community Relations Information Technology Court Services Volunteer I I Special Services Projects For details on individual Departmental functions please consult the attached individual Departmental /Divisional Charts. Department of Service Department of Service Deputy City Manager/ Director of Service Accreditation/ Training 3ivision of Streets & Utilities Director of Streets & Utilities Division of Grounds & Facilities Director of Grounds & Facilities ------------------------- I Division of Recreation Services i *� Director of I I Recreation Services — — — — — — — — — — — Street Fleet Facilities Horticulture Community Maintenance Maintenance Maintenance Recreation Inventory Special Events Park Development & Special Events Administrative Control Support Project Management Support Services Utilities Maintenance Safety Coordination Urban Forestry Cemetery Sales/ Interments Seniors Sign Solid Inventory Parks & Grounds Park Shop Waste Control Maintenance Development Safety Coordination Fitness/ Wellness Special Events Support Safety Coordination Aquatics '1 Reserved for Division of Facilities. A Division of Facilities does not presently exist within the City organizational structure. Facilities management is currently under the Division of Grounds & Facilities. When the need arises, the Division of Facilities would be formally created. Department of Finance Department of Finance Deputy City Manager/ Director of Finance Division of Economic Development Director of Economic Development Retention, W Incentive I I Income Tax Hotel/Motel I I Accounts Payable ( I ' Payroll I I Budget Expansion, m Programs Administration Tax Administration & Receivables m Administration Division of Taxation Director of Taxation Director of Accounting & Auditing Division of Accounting & Auditing Division of Fiscal Administration Director of Fiscal Administration Economic Internal Fixed Procurement Development Auditing Assets Financial Analysis Cost Accounting & Analysis Department of Development Department of Development Deputy City Manager/ Director of Development Division of Planning Division of Engineering IDivision of Building Director of Planning Director of Engineering Director of Building Current Civil Construction Building Commercial Plan Planning Code Enforcement Inspection Permits Construction Review Inspection Zonin g T Landscape Design I (Engineering Design Computer Aided I I Electrical I I I Residential Plan & Plan Review Drafting (CADD) Inspection m Review Long Range Pavement Development Planning Engineering Management Permits Project Drafting System I I Coordination Traffic Engineering I� Utilities Design Department of Law Department of Safety Department of Safety Division of Police Chief of Police Bureau of Bureau of Operations I I Services ----------------------------- Criminal W Patrol Accreditation& I I I Clerics hnical Investigation F I I I Training m Support Internal I� Traffic I I Communications �� Court Liaison Affairs Enforcement Reserve Community I I I Internal I Education m Affairs School Resource D.A.R.E. Officer Program Program *1 - Reserved for Division of Fire. A Division of Fire does not presently exist within the City organizational structure. Fire service is provided by the Washington Township Fire Department and until which time the City forms its own Division of Fire, Washington Township would continue to provide fire service to the City. Division of Human Resources I Division of Human Resources I I Director of Human Resources I Recruitment Classification & & Selection I I Compensation Labor /Employee Benefits Relations Policy I I Organizational Development I I Development Occupational Insurance & Risk Safety & Health Management Employee Training ADA Compliance & Development Coordination Division of Community Relations Division of Community Relations Director of Community Relations Operations �—� Public Information & Media Relations Events Internal Administration Communications Sponsorship/ Website/ Fund Development Electronic Communications Marketing I--�— I Community Event Liaison Special Projects Division of Information Technology Division of Information Technology Director of Information Technology Information Georgraphic Systems Networking Projects Information Administration I I I I I I Systems Division of Court Services I Division of Court Services I I Director of Court Services I Adult I I I Court Probation m Operations Adult/Juvenile W Records Diversion m Management Court I I I Document Administration Imaging