[2022-1 Amend Chapter 131 Exhibit A (Flow Charts).pdf]
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[2022-1 Amend Chapter 131 Exhibit A.pdf]
Exhibit A.
CHAPTER 131
Mayor
131.01 Secretary to Mayor.
131.02 Administrative Assistant to the Mayor.
131.03 Division of Parks and Recreation.
131.04 Division of Springvale Golf Course.
131.05 Mayor’s contract authority.
131.06 Authority to accept donations.
131.07 Division of Mayor’s Court.
131.99 Composition and organization of the office of Mayor.
131.01 SECRETARY TO MAYOR.
There is hereby created the position of Secretary to the Mayor, which shall be appointed by and
be answerable to the Mayor. The Secretary to the Mayor shall perform the duties as required and
directed by the Mayor.
131.02 ADMINISTRATIVE ASSISTANT TO THE MAYOR.
There is hereby created the position of Administrative Assistant to the Mayor, which shall be
appointed by and be answerable to the Mayor. The Administrative Assistant shall be full time
and his/her duties shall include, but not be limited to, performing diverse, routine and complex
administrative, clerical, secretarial, technical and support activities such as preparing and
composing correspondence and reports, answering telephones, providing public assistance,
receiving the public, distributing documents and information, developing record management
systems, scheduling appointments and arranging meetings, coordinating communications
between the Mayor's office and departments or the general public; and assisting in the
administration of the standard operating policies and procedures of the City of North
Olmsted. The Administrative Assistant to the Mayor shall perform such other duties as required
and directed by the Mayor. (Ord. 2012-47. Passed 9-4-12.)
131.03 DIVISION OF PARKS AND RECREATION.
There is hereby established a Division of Parks and Recreation within the Office of Mayor. The
Division of Parks and Recreation shall be headed by a Recreation Commissioner, a full-time
employee, who shall be responsible for its organization and supervision. The Recreation
Commissioner shall be appointed by and be answerable to the Mayor.
(a) Duties. The duties of the Parks and Recreation Commissioner shall be established by the
Parks and Recreation Commission and as assigned by the Mayor.
(b) Employees. The staffing of the Division of Parks and Recreation is hereby established and is
reflected in the organizational chart for the Office of Mayor contained in Section 131.99(b),
which, as it pertains to this Division only, is incorporated herein as if fully rewritten. The Mayor
shall establish the compensation of all employees of the Division within the salary ranges
established by City Council, to the extent that such compensation is not otherwise established by
contract, or federal, state or local law.
(c) Criminal Records Check Required for Contractors of the Division of Parks and Recreation.
(1) All City contractors who, pursuant to contract, provide services directly to children at
any of the City's parks or recreation facilities, shall be required to undergo a criminal records
check prior to providing any such services. In addition, if any such City contractor employs
individuals or subcontracts with individuals who provide services directly to children at any of
the City's parks or recreation facilities, then such employees or subcontractors shall likewise be
required to undergo criminal records checks prior to providing such services.
(2) City contractors who contract with the City to provide such services to children, or
who employ or subcontract with individuals who provide such services to children, shall be
required to reimburse the City for the cost the City incurs in conducting any criminal records
checks pursuant to the provisions of this section; provided, however, that reimbursement shall be
waived for any City contract that involves an expenditure of funds in an amount of three hundred
fifty dollars ($350.00) or less.
131.04 DIVISION OF SPRINGVALE GOLF COURSE.
There is hereby established a division of Springvale Golf Course within the Office of
Mayor. The Division of Springvale Golf Course shall be headed by a Facility Operations
Manager, a full-time employee, who shall be responsible for its organization and
supervision. The Facility Operations Manager shall be appointed by and be answerable to the
Mayor. He shall oversee the day to day operations of the Springvale Golf Course.
(a) Duties. The Facility Operations Manager shall have charge of and shall supervise the
employees of the Springvale Golf Course. He shall perform such other duties as assigned by the
Mayor.
(b) Employees. The staffing of the Division of Springvale Golf Course is hereby established
and is reflected in the organizational chart for the Office of Mayor contained in
Section 131.99(c), which, as it pertains to this division only, is incorporated herein as if fully
rewritten. The Mayor shall establish the compensation of all employees of the Division within
the salary ranges established by City Council, to the extent that such compensation is not
otherwise established by contract, or federal, state or local law.
131.05 MAYOR’S CONTRACT AUTHORITY.
(a) The Mayor may execute any contract to which the City is a party without obtaining
authorization of Council if all of the following conditions exist:
(1) The contract does not involve an expenditure of City funds in excess of five thousand
dollars ($5,000);
(2) The Director of Finance certifies, if an expenditure of funds is involved, that,
pursuant to Ohio R.C. 5705.41, sufficient funds have been lawfully appropriated and are
available for such expenditure; and
(3) The Mayor requests and obtains a written opinion from the Director of Law that the
contract is in proper form and substance.
(b) The Mayor, subject to review and approval by the Directors of Finance and Law, may also
execute the following:
(1) Credit applications and enter into credit contracts with City vendors approved
through either the City purchase order process or the City contracting process;
(2) Public or private grant applications and, if awarded, agreement forms or contracts
required to receive approved grant funding for capital improvements, supplement labor costs, or
other financial resources, tangible or intangible, so long as the terms and conditions of grant
approval do not require City matching funds in excess of the expenditure limitation set forth in
paragraph (a) (1).
(c) If any of the conditions set forth in paragraphs (a) or (b) above are not met with respect to
any contract to which the City is a party, then the Mayor shall, prior to executing any such
contract, obtain express authorization from the City Council.
131.06 AUTHORITY TO ACCEPT DONATIONS.
(a) The Mayor is authorized to accept donations of money and/or personal property on behalf of
the City, so long as:
(1) The donation represents an unconditional gift by the donor;
(2) The donation does not require that the City provide any matching funds or property;
and
(3) The fair market value of the donation does not exceed two thousand dollars
($2,000.00).
(4) The donation is not offered by a company, organization or person currently engaged
in a contract with the City, or has applications for approval pending before the City, or has
bidding or other contract proposals pending for review by the City.
(5) The donation does not propose the improvement of public property, including real
estate, buildings, and fixtures, and does not propose the donation of personal property, in kind,
valued at more than two thousand ($2,000.00) dollars.
(b) Upon accepting any such donation of money or personal property that has a value of at least
five hundred dollars ($500.00) the Mayor shall submit a report to the Clerk of Council approved
as to form and substance by the Director of Law, which shall state the purpose for which the
donation has been made by the donor and, if the donation is money, the City fund into which the
donation shall be deposited.
(c) The Mayor must report to Council the aggregate amount of all donations accepted each year
pursuant to subsection (a) as not individually having exceed two thousand dollars
($2,000.00). This report shall identify the donations and the amount of each donation, as well as
the donor, and must be submitted to Council within thirty (30) days of the end of the year.
(d) For purposes of this section, an "unconditional" gift is one in which there is no obligation
imposed by the donor upon the City as a condition of acceptance. A gift shall not be considered
"conditional" if the donor simply restricts the use of the gift to a particular department or division
of the City, or, if the gift is money, the fund into which the money shall be deposited.
131.07 DIVISION OF MAYOR’S COURT.
There is hereby established a Division of Mayor's Court within the Office of Mayor. The
Division of Mayor's Court shall be headed by the Mayor. It shall be staffed by up to three (3)
part- time Magistrates of the Mayor's Court, one (1) full time Clerk of the Mayor's Court, and up
to two (2) Assistant Clerks of the Mayor's Court. In the event that the three (3) regular, part-time
Magistrates are unavailable for a Court session, the Mayor, on an as needed basis, may engage
the services of a qualified Magistrate to preside over such session. The Magistrate shall be
compensated as established by Council. All positions shall be appointed by and be answerable to
the Mayor.
(a) Duties.
(1) The Clerk of Court shall be responsible for the direction, coordination and the
administration of the Court clerical services, financial transactions and the record keeping
activities related to the City of North Olmsted Mayor's Court, together with such other duties as
reflected in the job description on file within the Office of Director of Human Resources.
(2) The Magistrate shall serve in a judicial capacity and is responsible to preside over all
cases and controversies presented or filed in the Mayor's Court in compliance with the Laws of
the State of Ohio and the rules promulgated by the Ohio Supreme Court governing Mayor's
Courts, together with such other duties as reflected in the job description on file within the Office
of Director of Human Resources.
(b) Employees. The staffing of the Division of Mayor's Court is hereby established and is
reflected in the organizational chart for the Office of Mayor contained in Section 131.99(d),
which, as it pertains to this division only, is incorporated herein as if fully rewritten. The Mayor
shall establish the compensation of all employees of the Division within the salary ranges
established by City Council, to the extent that such compensation is not otherwise established by
contract, or federal, state or local law.
(c) Petty Cash Fund. There is hereby created a petty cash fund within the Office of Mayor;
Division of Mayor's Court with a maximum amount of two hundred and fifty dollars ($250.00),
and the expenditures out of that fund shall be properly receipted. The Clerk of Court or her
designee shall supply receipts to the Director of Finance, who in turn, will replenish the amount
depleted from the petty cash fund upon being satisfied that the receipts are in proper order. The
expenditures out of the fund will be for transacting business with individuals paying fines and
court costs and for no other purpose.
131.99 COMPOSITION AND ORGANIZATION OF THE OFFICE OF MAYOR.
The positions set forth herein shall constitute the staff and employee positions of the Office of
Mayor, together with all divisions there under. They are as follows:
---
[2022-1 Amend Chapter 131 Exhibit B (Flow Charts).pdf]
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---
[2022-1 Amend Chapter 131 Exhibit B.pdf]
Exhibit B.
CHAPTER 131
Mayor
131.01 Secretary to Mayor.
131.02 Administrative Assistant to the Mayor.
131.03 Communications Manager (Part Time).
131.04 Special Assistant to the Mayor
131.05 Division of Information Technology.
131.06 Mayor’s contract authority.
131.07 Authority to accept donations.
131.08 Division of Mayor’s Court.
131.99 Composition and organization of the office of Mayor.
131.01 SECRETARY TO MAYOR.
There is hereby created the position of Secretary to the Mayor, which shall be appointed by and
be answerable to the Mayor. The Secretary to the Mayor shall perform the duties as required and
directed by the Mayor.
131.02 ADMINISTRATIVE ASSISTANT TO THE MAYOR.
There is hereby created the position of Administrative Assistant to the Mayor, which shall be
appointed by and be answerable to the Mayor. The Administrative Assistant shall be full time
and his/her duties shall include, but not be limited to answering telephones, providing public
assistance, receiving the public, distributing documents and information, developing record
management systems, scheduling appointments and arranging meetings and coordinating
communications between the Mayor's office and departments or the general public. The
Administrative Assistant to the Mayor shall perform such other duties as required and directed
by the Mayor.
131.03 COMMUNICATIONS MANAGER
There is hereby created the part-time position of Communications Manager, which shall be
appointed by and be answerable to the Mayor. The Communications Manager shall be
responsible for directing and carrying out the City's internal and external communications
program, as established by the Mayor, and shall further serve as a liaison between City
administration and the community. The Communications Manager shall perform the duties as
required and directed by the Mayor.
131.04 SPECIAL ASSISTANT TO THE MAYOR
There is hereby created the full-time position of Special Assistant to the Mayor, which shall be
appointed by and be answerable to the Mayor. The Special Assistant to the Mayor shall, among
other things, coordinate and supervise inter-department and inter-divisional projects and
assignments of the City, coordinate the intra-office operations of the Office of Mayor and
otherwise assist the Mayor in the organization of her office and in the performance of the duties
required of her. The Special Assistant to the Mayor shall perform such other duties as required
and directed by the Mayor.
131.05 DIVISION OF INFORMATION TECHNOLOGY.
There is hereby created a Division of Information Technology within the Office of Mayor. The
Division of Information Technology shall be headed by, and there is hereby created, the position
of Network Administrator. The Network Administrator shall be a full-time employee appointed
by and answerable to the Mayor.
(a) Duties. The Network Administrator shall provide technical design and administrative
support for the City’s computer network and communication systems. The Administrator shall
determine technology changes, upgrades, and new projects for all departments and divisions.
The Administrator shall provide such services and perform such duties consistent with the
position as may be required by the Mayor.
(b) Employees. The staffing of the Division of Information Technology is hereby established
and is reflected in the organizational chart for the Mayor contained in Section 131.99(b) which,
as it pertains to this division only, is incorporated herein as if fully rewritten. The Mayor shall
establish the compensation of all employees of the Division within the salary ranges established
by City Council, to the extent that such compensation is not otherwise established by contract, or
federal, state or local law.
131.06 MAYOR’S CONTRACT AUTHORITY.
(a) The Mayor may execute any contract to which the City is a party without obtaining
authorization of Council if all of the following conditions exist:
(1) The contract does not involve an expenditure of City funds in excess of five
thousand dollars ($5,000);
(2) The Director of Finance certifies, if an expenditure of funds is involved, that,
pursuant to Ohio R.C. 5705.41, sufficient funds have been lawfully appropriated and are
available for such expenditure; and
(3) The Mayor requests and obtains a written opinion from the Director of Law that the
contract is in proper form and substance.
(b) The Mayor, subject to review and approval by the Directors of Finance and Law, may also
execute the following:
(1) Credit applications and enter into credit contracts with City vendors approved
through either the City purchase order process or the City contracting process;
(2) Public or private grant applications and, if awarded, agreement forms or contracts
required to receive approved grant funding for capital improvements, supplement labor costs, or
other financial resources, tangible or intangible, so long as the terms and conditions of grant
approval do not require City matching funds in excess of the expenditure limitation set forth in
paragraph (a) (1).
(c) If any of the conditions set forth in paragraphs (a) or (b) above are not met with respect to
any contract to which the City is a party, then the Mayor shall, prior to executing any such
contract, obtain express authorization from the City Council.
131.07 AUTHORITY TO ACCEPT DONATIONS.
(a) The Mayor is authorized to accept donations of money and/or personal property on behalf
of the City, so long as:
(1) The donation represents an unconditional gift by the donor;
(2) The donation does not require that the City provide any matching funds or property;
and
(3) The fair market value of the donation does not exceed two thousand dollars
($2,000.00).
(4) The donation is not offered by a company, organization or person currently engaged
in a contract with the City, or has applications for approval pending before the City, or has
bidding or other contract proposals pending for review by the City.
(5) The donation does not propose the improvement of public property, including real
estate, buildings, and fixtures, and does not propose the donation of personal property, in kind,
valued at more than two thousand ($2,000.00) dollars.
(b) Upon accepting any such donation of money or personal property that has a value of at least
five hundred dollars ($500.00) the Mayor shall submit a report to the Clerk of Council approved
as to form and substance by the Director of Law, which shall state the purpose for which the
donation has been made by the donor and, if the donation is money, the City fund into which the
donation shall be deposited.
(c) The Mayor must report to Council the aggregate amount of all donations accepted each year
pursuant to subsection (a) as not individually having exceed two thousand dollars
($2,000.00). This report shall identify the donations and the amount of each donation, as well as
the donor, and must be submitted to Council within thirty (30) days of the end of the year.
(d) For purposes of this section, an "unconditional" gift is one in which there is no obligation
imposed by the donor upon the City as a condition of acceptance. A gift shall not be considered
"conditional" if the donor simply restricts the use of the gift to a particular department or division
of the City, or, if the gift is money, the fund into which the money shall be deposited.
131.08 DIVISION OF MAYOR’S COURT.
There is hereby established a Division of Mayor's Court within the Office of Mayor. The
Division of Mayor's Court shall be headed by the Mayor. It shall be staffed by up to three (3)
part- time Magistrates of the Mayor's Court, one (1) full time Clerk of the Mayor's Court, and up
to two (2) Assistant Clerks of the Mayor's Court. In the event that the three (3) regular, part-time
Magistrates are unavailable for a Court session, the Mayor, on an as needed basis, may engage
the services of a qualified Magistrate to preside over such session. The Magistrate shall be
compensated as established by Council. All positions shall be appointed by and be answerable to
the Mayor.
(a) Duties.
(1) The Clerk of Court shall be responsible for the direction, coordination and the
administration of the Court clerical services, financial transactions and the record keeping
activities related to the City of North Olmsted Mayor's Court, together with such other duties as
reflected in the job description on file within the Office of Director of Human Resources.
(2) The Magistrate shall serve in a judicial capacity and is responsible to preside over all
cases and controversies presented or filed in the Mayor's Court in compliance with the Laws of
the State of Ohio and the rules promulgated by the Ohio Supreme Court governing Mayor's
Courts, together with such other duties as reflected in the job description on file within the Office
of Director of Human Resources.
(b) Employees. The staffing of the Division of Mayor's Court is hereby established and is
reflected in the organizational chart for the Office of Mayor contained in Section 131.99(c),
which, as it pertains to this division only, is incorporated herein as if fully rewritten. The Mayor
shall establish the compensation of all employees of the Division within the salary ranges
established by City Council, to the extent that such compensation is not otherwise established by
contract, or federal, state or local law.
(c) Petty Cash Fund. There is hereby created a petty cash fund within the Office of Mayor;
Division of Mayor's Court with a maximum amount of two hundred and fifty dollars ($250.00),
and the expenditures out of that fund shall be properly receipted. The Clerk of Court or her
designee shall supply receipts to the Director of Finance, who in turn, will replenish the amount
depleted from the petty cash fund upon being satisfied that the receipts are in proper order. The
expenditures out of the fund will be for transacting business with individuals paying fines and
court costs and for no other purpose.
131.99 COMPOSITION AND ORGANIZATION OF THE OFFICE OF MAYOR.
The positions set forth herein shall constitute the staff and employee positions of the Office of
Mayor, together with all divisions there under. They are as follows: 131.99(a); 131.99(b) and
131.99(c).
---
[2022-1 Amend Chapter 131.pdf]
CITY OF NORTH OLMSTED
ORDINANCE NO. 2022 - 1
BY:
Mayor Dailey Jones
AN ORDINANCE AMENDING AND RE-ESTABLISHING CHAPTER 131 OF
THE ADMINISTRATIVE CODE ENTITLED “MAYOR” IN ORDER TO (1)
CREATE
THE
POSITIONS
OF
PART-TIME
COMMUNICATIONS
MANAGER AND SPECIAL ASSISTANT TO THE MAYOR WITHIN THE
OFFICE OF MAYOR; (2) ESTABLISH THE DIVISION OF INFORMATION
TECHNOLOGY / NETWORK ADMINISTRATOR AS A DIVISION OF THE
CITY WITHIN THE OFFICE OF MAYOR; AND (3) REMOVE THE
DIVISIONS OF SPRINGVALE AND PARKS AND RECREATION FROM
THE OFFICE OF MAYOR, AND DECLARING AN EMERGENCY.
WHEREAS, this Council via Ordinance previously established the organization of the
Office of Mayor, including Organizational Charts, for the purpose of, among other things,
organizing and / or stating the divisions and employee complement within the Office of Mayor;
and
WHEREAS, Mayor Dailey Jones has determined to re-organize the Office of Mayor by
creating a part-time position of Communications Manager who shall be responsible for directing
and carrying out the City's internal and external communications program and shall further serve
as a liaison between City administration and the community; and
WHEREAS, Mayor Dailey Jones believes that maximum efficiency and operations can be
achieved by reallocating and removing the Division of Springvale and the Division of Parks and
Recreation from the Office of Mayor to the newly-created and Department of Recreation and
Public Engagement; and
WHEREAS, given the City’s reliance upon, and need for, secure and fully functional
electronic storage and network communication systems within the City, Mayor Dailey Jones
believes that the critical nature of the operations of the Division of Information Technology /
Network Administrator warrant relocation of that division from the Department of Human
Resources to the Office of Mayor to allow for direct supervision by the Mayor.
WHEREAS, it is the desire of this Council to implement the organizational changes
recommended by Mayor Dailey Jones as set forth herein.
NOW THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
NORTH OLMSTED, CUYAHOGA COUNTY, AND STATE OF OHIO:
SECTION 1: That Chapter 131 “Mayor” which presently reads as set forth on the attached
and incorporated Exhibit A, shall be amended and as amended shall read in its entirety as set forth
on the attached and incorporated Exhibit B.
2
SECTION 2: That any ordinance, or part of ordinance, in conflict or inconsistent with
this Ordinance, is, to the extent of any such conflict or inconsistency, repealed. Conflicting or
inconsistent provisions of any Ordinance shall be corrected at re-codification.
SECTION 3: That this Ordinance is hereby declared to be an emergency measure
immediately necessary for the preservation of the public health, safety and welfare, and,
additionally, it is necessary that this Ordinance go into effect immediately to ensure the continued,
effective operations within the Office of Mayor, and provided it receives the affirmative vote of
two-thirds of all members of Council, then it shall take effect and be in force immediately upon its
passage and approval by the Mayor.
PASSED: ________________________
First Reading: _______________
Second Reading: _______________
Third Reading: _______________
Committee: __________________
ATTEST:
_____________________________
__________________________
CHARLES MASSAROLO II
LOUIS J. BROSSARD
Clerk of Council
President of Council
APPROVED: _____________________
APPROVED AS TO LEGAL FORM:
_______________________________
/s/ Michael R. Gareau, Jr._________
MAYOR NICOLE DAILEY JONES
MICHAEL R. GAREAU, JR.
Director of Law