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Ordinance - 228ORDINANCE NO. Y y AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CAL- IFORNIA, CREATING THE POSITION OF ADMINISTRATIVE OFFICER FOR SAID CITY, PRESCRIBING THE -DUTIES THEREOF AND DEFINING THE POWERS INCI- DENT TO SAID POSITION. ,'it appears that the administrative affairs of the municipal government for which the City Council is responsible might be handled more expeditiously and with better results through • an officer acting on its behalf whose duty it would be to attend to such administrative affairs between meetings of the City Council, correlate and coordinate various municipal activities, compile data, prepare reports relating to the affairs of the City government for the information and guidance of the City Council, and generally to act as agent for the City Council in the discharge of admini- strative duties•.. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA DOES ORDAIN AS FOLLOWS: SECTION 1.. The office of Administrative Officer of the City of West Covina,is hereby created and established. The Administra- tive Officer shall be appointed by and shall serve directly under the supervision and:control of the City Council, and shall hold--"'--* old-�_ • office at and-during.the pleasure of the City Council. The admin- istrative Officer need -not be a resident -of the City of West Covina at the time of his appointment. SECTION 2, The Administrative Officer under the direction and control of the City Council, shall be the administrative head of the City Government. He shall be responsible for the efficient administration of all the affairs of the City which are under his -1- control. The powers and duties•of the Administrative Officer are hereby defined as follows A. To.cexecute on behalf of the City Council its administra- tive supervision and control of such affairs of the City as may be placed in his charge. B. To attend all meetings of -the City Council, unless ex - cased therefrom, with the duty of reporting on or discussing any matter concerning the affairs of the departments, services or activities under his supervision, upon which in his judgment the City Council should be informed. C. To assist the City Council in coordinating the admini- strative functions and operations of the various departments, di- visions and services of the City government, and on its behalf to carry out the policies, rules and regulations and ordinances adopted by it, relating to the administration of the affairs of such departments',;, divisions or services. D. To analyze the functions, duties and activities -of the various departments, divisions and services of,the City government and of all employees thereof and to make such recommendations to the City Council with reference thereto as.in his judgment will • result in the highest degree of efficiency in.the over-all oper- ation of -the City government. E. To cause to be prepared and submitted to him by each de- partment, division or service of`the City government, itemized annual estimate's of income and expenditures required by any of them for capital outlay, salaries, wages and miscellaneous oper- ating costs; to tabulate the same into a preliminary consolidated municipal budget and submit the same to the City Council before -2- - the 15th day of June of each year with his recommendations as to such changes which he deems advisable. F. To be responsible for the administration of the budget after its final adoption and to keep the City Council informed with respect thereto. G. As agent for the City Council to recommend for approval • and to supervise and coordinate the expenditures of all depart- ments, divisions or services of the City government and to act as purchasing agent for the purchase.of all supplies, goods, wares, merchandise, equipment and material which may be required for any of such departments, divisions or services. H. To recommend, develop and organize necessary public im- provement projects and programs and to aid and assist the City Council and the various departments in carrying the same through to successful; -conclusion. I. To serve as public relations officer of the City govern- ment and to follow through and endeavor to adjust all just com- plaints filed against any employee, department, division or service thereof, • J. To Cooperate, within lawful limits, with all community organizations whose aim and purpose it is to advance the moral and material interests of the City and its people, and to provide them within lawful limits, with assistance through the City government. K. To compile and keep up to date a complete inventory of all property, real and personal, owned by the City and to recom- mend to the City Council the purchase of new machinery, equipment. and supplies whenever in his judgment the same can be obtained at -3- the best advantage, taking into consideration trade-in value of machinery and equipment in use. L. To receive and route all mail addressed to the City Council or the City of West Covina and to give immediate atten- tion thereto to the end that all administrative business referred to in said communications, not necessarily requiring Councilmanic action, may be disposed of between Council meetings; Provided that • all actions taken pursuant to such communications shall be re- ported to the City Council at its next regular meeting thereafter. M. To exercise general supervision over all public build- ings, public parks, public streets and other public property which is under the control and jurisdiction of the City Council, N. To devote his entire time to the duties and interests of the City. 0. To recommend to the City Council the appointment or employment of all appointive officers and employees of said City, except the Chief of Police and members of the Police Department, the Chief of the Fire Department and the -City .Attorney. To rec- ommend to the City Council the dismissal or discharge of any such officer or employee, to suspend such officer or employee without pay for a period not exceeding three weeks and to make any neces- sary, temporary appointment to fill the vacancy created by such suspension pending action by the City Council upon the recommen- dation for dismissal or discharge. P. To perform such other duties and exercise such other powers pertaining to his position as the City Council may, from time to time, reasonably require. -d- SECTION 3, The Administrative Officer shall act as the agent for the City Council in the discharge of its administrative functions, but shall not exercise any policy -making or legislative functions whatsoever, nor attempt to commit or bind the City Council or any member thereof to any action, plan or program re- quiring official Councilmanic action. It is not intended by this ordinance to grant any authority to, or -impose any duty upon said • Administrative Officer which is vested in or imposed by general law or valid City ordinances in any other City Commission, board, de- partment, officer or employee, SECTION 4. In the discharge of his duties as Administrative Officer the person holding such position shall endeavor at all times to exercise the highest degree of tact, patience and courtesy in his contacts with the public and with all City Commissions, boards, departments, officers and employees, and shall use his best efforts to establish and maintain a harmonious relationship between all per- sonnel employed in the government of the City of West Covina to the endthat highest possible standards of public service be continuously maintained. SECTION 5. Except for the purpose of inquiry, the City Council and the individual members thereof shall deal with the officers and employees of the City solely through the Administra- tive Officer, and neither the City Council nor any member thereof shall give orders to any of the subordinates of,the Administrative Officer, -or to the Administrative Officer except when the City Council is legally in session. SECTION 6. It shall be the duty of all appointive officers -5- n of the City, including the Chief of Police and Chief of the Fire Department, to cooperate with and assist the Administrative Officer in administering the affairs of the City most efficiently, econom- ically and harmoniously so far as may be consistent with their duties as prescribed by law and the ordinances of the City of West Covina. SECTION 7. The compensation to be paid to the Administrative . Officer shall be fixed and determined from time to time by resolu- tion of the City Council, which compensation shall be in full satis- faction any payment of all services performed and rendered by the Administrative Officer. The Administrative Officer shall also be reimbursed for and shall be allowed traveling, hotel and incidental expenses reasonably incurred when absent from the City on official City business, but no such reimbursement or allowance shall be made except upon an itemized claim duly presented to and approved and allowed by the City Council. Any such absence shall be subject to the approval in advance by the City Council. SECTION 8, The City Clerk shall certify to the adoption of this Ordinance, and prior to the expiration of fifteen (15) days from the passage thereof, shall cause the same to be posted with • the names of the members voting for and against the same in three places within the city, and thirty (80) days from and after the final passage thereof said Ordinance shall take effect and be in force in the manner required by the laws and ordinances in the City of West Covina. M r of the eity of West CoTina -6- I HEREBY CERTIFY that the foregoing Ordinance was adopted at a regular meeting of the City Council of the City of West Covina on the ) d T" day of SE PTr—M rj E w , 1952, by the affirma- tive vote of at least three Councilmen, to wit: - AYES: CouncilmanT)E Lea-q- M o SS 8 ER(- -. PER LI M E - NOES : ABSENT: VA N VAcRr-i SIGNED and APPROVED this 1 O ""day of S'EPT`F M 0 E R­, ,1952. ATTES : W14�zlzl� City e rk • "7.