Administrative Code _Administrative Organization_April 2016 — File 201275

CITY OF SOMERVILLE, MASSACHUSETTS ADMINISTRATIVE CODE ADMINISTRATIVE ORGANIZATION APRIL 2016

Contents INTRODUCTION AND REGULATORY AUTHORITY ........................................... 3 ADMINISTRATIVE ORGANIZATION ................................................................... 4 1.00. Offices and Standards .............................................................................. 4 1.01. Generally .............................................................................................. 4 1.02. Coordination of Operations ................................................................... 4 1.03. Multiple-Member Body Coordination .................................................... 4 1.04. Board of Aldermen Coordination .......................................................... 5 1.05. Annual Reports ..................................................................................... 5 Arts and Culture, Department of ........................................................................... 6 Capital Planning and Engineering Department ..................................................... 6 Capital Projects Division ................................................................................. 6 Engineering Division ....................................................................................... 7 City Clerk, Office of ............................................................................................... 8 Communications and Community Engagement, Department of ........................... 9 Constituent Services Division ......................................................................... 9 Elections Department .......................................................................................... 10 Finance Department ........................................................................................... 10 Assessing Division ....................................................................................... 11 Auditing Division ........................................................................................... 12 Procurement Division ................................................................................... 12 Treasury/Collecting Division ......................................................................... 13 Grants Division ............................................................................................. 13 Fire Department .................................................................................................. 14 Health and Human Services, Department of ....................................................... 14 Public Health Division ................................................................................... 15 Elder Services Division ................................................................................. 15 Veterans’ Services Division .......................................................................... 16 Human Services Division.............................................................................. 16

ii Human Resources, Department of...................................................................... 17 Information Technology, Department of .............................................................. 18 Innovation and Analytics, Department of ............................................................ 18 Inspectional Services, Department of ................................................................. 18 Law Department.................................................................................................. 19 Parks and Recreation Department ...................................................................... 20 Police Department .............................................................................................. 21 Enhanced 911 Division ................................................................................. 21 Animal Control Division ................................................................................ 21 Public Library ...................................................................................................... 21 Public Works, Department of .............................................................................. 22 Administration and Finance Division ............................................................ 22 Building and Grounds Division ..................................................................... 22 Highway, Electric Lines and Lights Division ................................................. 23 Fleet Division ................................................................................................ 24 Strategic Planning and Community Development, Office of ............................... 24 Administration and Finance Division ............................................................ 24 Economic Development Division .................................................................. 25 Housing Division ........................................................................................... 25 Planning Division .......................................................................................... 25 Transportation and Infrastructure Division .................................................... 26 Sustainability and Environment, Office of ..................................................... 26 Traffic and Parking Department .......................................................................... 26 Water and Sewer Department ............................................................................ 27

INTRODUCTION AND REGULATORY AUTHORITY This Administrative Code is promulgated pursuant to Section 37 of Chapter 400 of the Acts of 2012, An Act Relative to the Charter of the City of Somerville. Said Section 37 authorizes the Mayor to promulgate administrative orders to “reorganize, consolidate or abolish any city agency, in whole or in part, or to establish a new city agency as is deemed necessary." This administrative code will remain in effect unless modified or amended pursuant to the provisions of Section 37. The administrative code of the City of Somerville provides for the internal organization and administration of the Somerville government. The intention and purpose of this code is to establish a legal, practical and efficient plan of organization and administrative procedures, which allows for and encourages the effective delivery of municipal services to the residents of Somerville. The duties and functions of agencies described herein are to be read broadly, and serve to illustrate, but not to circumscribe, the duties and responsibilities of the agencies of the City under the charter, ordinances, and general laws of the Commonwealth. The administrative code is to be applied harmoniously and in concert with the applicable requirements of the charter, ordinances and the general laws. The administrative code describes the various responsibilities, authorities and methods of administering municipal agency services. The code is divided into two parts: Multiple-member appointive organization: Part I describes multiple-member bodies whose members are appointed by the Mayor or other designated officials, and further delineates manner and time of appointment, general terms of appointment, and authorities and responsibilities. Administrative organization: Part II describes all of the administrative agencies of the City under the jurisdiction of the Mayor. It further delineates the mission, functions, authorities and responsibilities of each agency.

4 ADMINISTRATIVE ORGANIZATION 1.00. Offices and Standards 1.01. Generally All agencies, except the office of the city clerk, are under the jurisdiction of the Mayor and are described in this part of the administrative code. The description of agencies delineates the mission and functions of each agency and broadly highlights their authorities and responsibilities. 1.02. Coordination of Operations The Mayor coordinates administration, finance, operations and public safety activities by meeting regularly to discuss and coordinate activities to mitigate duplication of services where possible. The Mayor develops action programs, evaluates program completion, and reviews management, financial, personnel, and legal issues. Significant attention is paid towards coordination of work programs, so as to ensure minimal work disruption and efficient service delivery. The delivery of services to the public requires coordination and cooperation among the various agencies, departments and programs within the City. Departmental managers identify those areas of concern where the various agencies can assist each other in the accomplishment of their mission. 1.03. Multiple-Member Body Coordination It is an administrative obligation for the departmental liaison to a multiple-member body to regularly and accurately represent to management multiple-member body activities, policies and decisions, so as to ensure efficient implementation of said body’s activities. It is further an administrative obligation to assist multiple-member bodies in the pursuit of their missions and responsibilities. Administrative personnel ensure that multiple-member bodies receive objective, timely, professional and accurate information upon request, in order to better assist multiple-member bodies in their activities. The Mayor ensures proper staff support to multiple-member bodies. The Mayor may discuss with the chair of any multiple-member body, the level and quality of administrative support provided, upon the multiple-member body chair’s request.

5 Multiple-member body chairmen are encouraged to communicate with the Mayor, as necessary, in this and other matters. 1.04. Board of Aldermen Coordination City departments provide professional support to the elective organization of the City primarily through the Mayor and the school superintendent. Coordination of reports to the Board of Aldermen occurs through the Mayor. All agencies under the jurisdiction of the Mayor ensure that the Board of Aldermen receives objective, timely, professional and accurate information upon request, in order to better assist the Board of Aldermen in its legislative and policy decision making process. To ensure that the coordination of reports to the Board of Aldermen is effective, the Mayor assumes responsibility for the information transmittal. The procedure for transmittal of reports from an agency to the Board of Aldermen is for information to route through the Mayor. The procedure for transmittal of reports or service requests from the Board of Aldermen to an agency is for such requests to route through the Mayor. Coordination of report or service requests involving the School Committee and school superintendent from any municipal agency is similarly transmitted through the Mayor. Nothing in this section shall be construed to deny to members of the Board of Aldermen direct access to information that is readily available and provided by agencies to members of the general public in the pursuit of their civic responsibilities or private business, nor shall staff members be discouraged from providing such information through formal or informal means. 1.05. Annual Reports All agencies shall prepare annual reports of their activities and submit it to the Mayor, on or before the fourth Friday in September. The annual report shall describe fiscal year activities for the year ending each June 30. Where required by state, regional and/or federal regulations, certain agencies may be required to submit copies of their annual reports to appropriate state, regional and/or federal agencies. The Mayor shall provide for a standard reporting format. All books, papers, documents, equipment, building facilities, land and any other property, both real and personal, which is in the custody and control of any agency or department affected by any consolidations set forth in this section, shall forthwith be transferred by the former department to the new department.

6 All monies which have been appropriated to any department or agency which is included in any consolidation under the provisions of this section shall be credited to the account of the new department. All contracts in force shall be continued in force by the city of Somerville until they otherwise expire or are cancelled. Any judicial proceeding in which any department affected by any consolidation under this section is a party shall not be affected by the consolidation, but the new department shall stand in the place of the former department. Arts and Culture, Department of Established There shall be a department of arts and culture under the supervision of the director of arts and culture General Authorities and Responsibilities The department of arts and culture cultivates and celebrates the creative expressions of the Somerville community. Through innovative collaborations and quality programming the department works to make the arts an integral part of life reflective of the diversity of the city. The department is active in supporting local artists, cultural organizations, and contributing to the economic development of the city. Capital Planning and Engineering Department Established There shall be a capital planning and engineering department under the supervision of a director of capital planning and engineering. General Authorities and Responsibilities The capital planning and engineering department is responsible for the effective operation and the coordination of operations within the capital planning and engineering divisions. The capital planning and engineering department provides planning and project management for capital projects including building construction and reconstruction, preventive maintenance management, planning and management of water, sewer, drainage, roadway and sidewalk upgrade and improvement projects. Capital Projects Division Established

7 There shall be a capital projects division within the capital planning and engineering department under the supervision of a director of capital planning and engineering. General Authorities and Responsibilities The capital projects division supervises the renovation, construction, alteration and preventive maintenance of all city-owned buildings and infrastructure in an effective, efficient, economical, and sustainable manner which protects the city’s capital investments. The functions and duties of this department include the management of all facility needs assessments and preventive maintenance plans, management of multidisciplinary projects related to building construction, including community outreach, design, preparation of construction bid documents and construction project management and oversight; coordinating and managing the City’s long-term capital improvement program, preparation and maintenance of the City’s master plan, compliance with State regulations related to procurement of design and construction services; implementation and management of City’s computerized maintenance management software and budget administration associated with all aspects of projects. Engineering Division Established There shall be an engineering division within the capital planning and engineering department under the supervision of a city engineer. General Authorities and Responsibilities The engineering division shall work to ensure the structural and operational integrity of the City’s public Rights-of-Ways by engineering safe, multimodal, functional, and sustainable infrastructure projects in a timely and proficient manner. It’s functions and duties include project management of multi-disciplined consultant teams involved in large municipal projects; preparation of construction bid documents; construction project management; management and implementation of the City’s water, sewer, and drainage capital improvements program and the annual roadway resurfacing program, assuring compliance with local, state and federal regulations; review of all building permit applications for compliance with City Standards related to water, sewer and stormwater infrastructure; review all petitions for public improvements, including street acceptance and discontinuance and grants-of-location for gas, electric and communications infrastructure; maintain permanent records of and provide information relative to City property, including maps, field data, vertical and

8 horizontal control, street layouts and water, sewer and stormwater record information; collection, maintenance and management of all data in the City’s GIS system. The engineering division shall be consulted in relation to public improvements of every kind when the advice of a civil engineer would be of service. City Clerk, Office of Established There shall be an office of the city clerk under the supervision of a city clerk. General Authorities and Responsibilities The office of the city clerk records and preserves all vital records of the city, including birth certificates, marriage licenses, and death records. The office of the city clerk provides customer assistance on births, marriages, and deaths, as well as business certificates, dog licenses, business licenses, and other matters; maintains and certifies the city charter as amended, the code of ordinances as amended, and other legislative and foundational documents; maintains the city’s archive of municipal and public records; acts as clerk to the Board of Aldermen, preparing meeting agendas and meeting minutes, issuing licenses, and acting as the parliamentarian; keeps and distributes as appropriate the authorizations of appropriations, assessments, and other actions of the Board of Aldermen; manages administrative support to the licensing commission, preparing meeting agendas and meeting minutes, issuing licenses, and liaising with the state alcoholic beverages control commission. The office of the city clerk is the issuing authority for all licenses and permits of the Board of Aldermen and the licensing commission, and such other licenses, including dog licenses, raffles, and bazaars as may be authorized by law, ordinance or regulation. The office of the city clerk records all business-related filings, including business certificates. The office of the city clerk administers the oath of office to elected and appointed officials; furnishes copies of the open meeting and conflict of interest laws to all boards and commissions; posts meeting notices for all agencies, boards and commissions; and maintains a roster of appointments to boards and commissions. The city clerk receives official notice of all claims against the city and promptly transmits those notices to the city attorney. The city clerk records the actions of the planning board and zoning board of appeals and researches and issues clerk certificates related to said actions. The city clerk processes noncriminal violation payments, schedules noncriminal appeals for the municipal hearing officer, and provides administrative support for the municipal hearing

9 officer’s hearings and decisions. The city clerk is the custodian of the city seal and serves as a notary public. Communications and Community Engagement, Department of Established There shall be a department of communications and community engagement under the supervision of a director of communications and community engagement. General Authorities and Responsibilities The department of communications and community engagement ensures both the outgoing delivery of information to community members on emergencies, programs, initiatives, events, public meetings, services and other relevant updates as well as the management of ingoing resident feedback and requests for service and information via the 311 call center and other points of contact. The department also facilitates resident participation in all aspects of city government and community activities. Core communications functions include but are not limited to: Public information: dissemination of community information via all available communications channels; media and intergovernmental relations; event management; emergency communications; website development and management; citywide social media management; city and school television, video, and intranet services including public and educational access TV; enforcement of cable television franchises. Civic engagement: bringing data-driven discussions, leadership opportunities, and decision-making to residents and promoting and providing opportunities for civic engagement via a range of programs and services and by providing support to civic programs offered by all city departments Immigrant outreach: providing language liaison services through the SomerViva program so as to provide the above-referenced services to non-English speaking residents, individual support to assist immigrant residents in navigating and accessing city and/or community services, and language support to all city departments. Constituent Services Division Established

10 There shall be a constituent services division within the department of communications and community engagement under the supervision of a director of constituent services. General Authorities and Responsibilities The constituent services division provides for the delivery of both resident-facing customer service as well as internal management of resident/community service requests; the management of primary points of customer service contact including the 311 call center, the city hall welcome desk, the city’s switchboard operators and online 311 communications; management of work order tracking; and citywide customer service training and review. Elections Department Established There shall be an elections department under the supervision of an elections commissioner. The department operates in connection with the board of election commissioners. General Authorities and Responsibilities The election department conducts elections, collects census data, and maintains a collection of public records, including voter and resident lists, campaign finance records, and election results. The election department distributes and administers nomination papers and petitions, certifies signatures, prepares ballots, staffs polling locations, maintains voting machines, trains wardens and clerks, tabulates votes, publishes official results of all elections, and ensures candidates’ compliance with campaign finance laws and the Somerville ethics ordinance. The department also administers the annual city census. The elections commissioner also serves on the ethics commission and is its keeper of records. Finance Department Established There shall be a finance department under the supervision of a finance director who may serve as the auditor or the treasurer/collector, but not both. There shall be an assessing division, an auditing division, a treasury/collecting division, procurement division, and a grants division within the finance department. General Authorities and Responsibilities

11 The finance department is responsible for the effective operation and coordination of operations within the assessing, auditing, treasury/collecting and procurement functions. The finance department exercises these responsibilities in accordance with policies adopted by the Mayor and in accordance with all laws, ordinances, rules, regulations and generally accepted governmental financial practices. The department is cognizant of the statutory responsibilities and practices of all of the officers within the department and consults with them to ensure that these duties and responsibilities are properly exercised and discharged. In addition to supervising and directing the effective functioning of the divisions of assessing, auditing, treasury/collecting, procurement and grants, the department assumes the following specific powers and duties: coordination of all financial services and activities of the city and as allowed by law with the school department; investment of city funds and management of debt; rendering advice, assistance, guidance and recommendations to all city agencies in any financial or fiscal affairs; monitoring throughout the fiscal year the expenditure of funds by city agencies; compiling and submitting an annual operating budget to the Mayor; developing and submitting an annual 5-year capital investment plan; developing and submitting a five-year financial forecast of the city's revenue, expenditures and debt; coordinating and managing all financial information received from the board of assessors to forecast future financial growth and anticipated revenues and advising the Mayor and Board of Aldermen accordingly; setting policies and procedures for the collection of all revenues due and owing to the city; participating in collective bargaining contract negotiations and researching their financial implications; and assisting in the development and presentation of the city’s fiscal condition to national investment and bond rating services. Assessing Division Established There shall be an assessing division within the finance department under the supervision of a director of assessing who shall also be a member of the board of assessors. General Authorities and Responsibilities The assessing division provides taxpayers and the general public with the best professional service and information available. Efficient and effective assistance allows taxpayers, the public, other city departments, and state agencies to maintain the highest level of confidence in the board of assessors and its data. The assessing division develops real and personal property assessments; the tax

12 rate and determination of classification impact; and abatements, statutory and residential exemptions, CPA exemptions, and excise tax administration. The assessing division also determines percentages of local tax levy for property. Auditing Division Established There shall be an auditing division within the finance department under the supervision of a city auditor. General Authorities and Responsibilities The auditing division protects the fiscal interests of the city by ensuring that financial records are accurately maintained and preserved; supervising and controlling the expenditures of city funds; utilizing sound accounting procedures; and performing all other auditing and accounting functions required by sound fiscal practice pursuant to the charter, ordinances and the laws of the commonwealth. The auditing division produces monthly financial reports of revenues and expenditures. The division examines the books and accounts of all city divisions and agencies entrusted with the receipt, custody or expenditure of funds, and all original bills and vouchers on which funds have been or may be paid from the city treasury. The auditing division verifies the cash balance of the city treasury by actual count of the cash and review of the bank reconciliations and sets out in an annual report the facts so found. The division audits annually the accounts of the trustees of any property where the principal or income, in whole or in part, is bequeathed or given in trust for the benefit of the city and examines and estimates the funds, securities, and property held by such trustees. The division examines all bills, drafts, orders and payrolls, and, if found correct, draws a warrant upon the treasury for their payment. The auditing division disallows or refuses to approve for payment any claim found to be fraudulent, unlawful or excessive. The division maintains a complete set of books and all accounts are kept, so far as practicable, in conformity with the classifications and forms prescribed by law. The division has custody of all contracts of the city. Procurement Division Established There shall be a procurement division within the finance department under the supervision of a purchasing director. General Authorities and Responsibilities

13 Upon requisition in writing signed by the head of any department, the procurement division shall purchase all materials, apparatus, and other supplies required by such departments, except books for the library. The procurement division shall purchase all supplies for the school department except textbooks and educational supplies, in accordance with instructions from the school department. The procurement division shall purchase contractual services needed by departments including the repair and maintenance of office equipment, rentals of machinery, equipment, furniture, and all similar contractual services. Contractual services shall not be construed to mean the hiring of department personnel. Treasury/Collecting Division Established There shall be a treasury/collecting division within the finance department under the supervision of a treasurer/collector. General Authorities and Responsibilities The treasury/collecting division manages city assets, including cash and tax receivables and ensures that all assets are accounted for and all receipts due to the city are collected and that city borrowing or investment of city funds are conducted according to the principles of safety, liquidity and yield in accordance with law. The treasury/collecting division collects and enforces compliance with collection of committed taxes, including real estate, personal property, and excise. The division receives all money belonging to the city and expends it accordingly under the direction of the finance director. The treasurer/collector is the negotiating officer for all municipal borrowings and maintains an efficient cash management system reflecting all receipts, disbursements, and cash balances. The treasurer/collector signs all municipal lien certificates, and maintains tax title accounts. Sales of foreclosed properties and land of low value auctions are presided over by the treasurer/collector. The treasurer/collector shall carry bonds with sufficient penalties and sureties protecting the city for duties of receipt, custody, and disbursement of funds. Grants Division Established There shall be a grants division within the finance department under the supervision of a grants administrator. General Authorities and Responsibilities

14 The grants division shall prepare applications for grants and provide grant administration for those received. All grants shall be managed to comply with the laws, regulations and guidance of the grantors. All gifts and donations shall be managed and expended according to the wishes and instructions of the donor consistent with the requirements of the constitution, general laws, charter, and ordinances. All gifts and grants shall be evaluated for suitability and consistency with city policies. They shall also be formally accepted by the Board of Aldermen. Fire Department Established There shall be a fire department under the supervision of a chief fire engineer. General Authorities and Responsibilities The fire department takes all necessary steps for the prevention and extinguishment of fires and the mitigation of hazardous incidents within the city, including the utilization of all necessary personnel and equipment therefore, the destruction of any building or structure, and the removal of any obstruction for the purpose of checking or extinguishing fires or hazardous incidents. The fire department assists in the reestablishment of order in the event of civil disturbance, disaster, riot or any other declared emergency; maintains a record of all fires which occur within the city requiring the services of the department; carries out the terms and provision of all fire service agreements entered into with other governmental units; investigates the causes of all fires and provides for written reports of all suspected arson; and inspects all buildings and structures as provided for by the state fire code and for the issuance and renewal of certificates of occupancy. The department acts as the emergency management agency for the city. Health and Human Services, Department of Established There shall be a health and human services department under the supervision of a director of health and human services. General Authorities and Responsibilities The health and human services department is responsible for the effective operation and the coordination of operations within the public health division; elder services division; veterans’ services division; and human services division.

15 Public Health Division Established There shall be a public health division within the health and human services department under the supervision of a director of health and human services. General Authorities and Responsibilities The public health division administers rules and regulations on behalf of the board of health, local ordinances, and state laws and regulations relating to public health. The division provides for the detection, investigation, reporting, prevention and control of any diseases or hazards considered dangerous or that may affect public health. The division provides regulatory power to agents of the city to conduct inspections and issues permits, licenses, and certificates and promulgates and enforces reasonable rules and regulations and provides for appeals and variances as required under the state sanitary code, the state environmental code and the various state codes and city ordinances concerning food purity and quality, housing quality, and other areas of environmental quality as deemed necessary and allowable under law. The division establishes and maintains health programs as necessary, desirable, and possible for the promotion or protection of public health and the control of disease as necessary to ameliorate the risk factors associated with the causes of injury, sickness, death and disability within the city. The division conducts and/or participates in periodic community assessments in order to identify prevalent health needs and recurrent health problems of the community. The division operates programs including but not limited to public health nursing, school nursing, substance abuse prevention, mental health and wellness initiatives, healthy eating and active living initiatives, and public health emergency preparedness. The division prepares, publishes and disseminates such information as may be necessary to inform and advise the public concerning the health and wellness of the population, specific hazards and risk factors that may adversely affect the health and wellness of the population, and specific activities that individuals and institutions can engage in to promote and protect the health and wellness of those who live and work in Somerville. Elder Services Division Established There shall be an elder services division within the health and human services department under the supervision of an elder services director.

16 General Authorities and Responsibilities The elder services division encompasses the council on aging, which operates senior centers and provides a broad range of services for residents over age 50. The division is responsible for outreach to elders, in particular to hard-to-reach elders, including those with limited English-speaking abilities or with mobility impairments; develops health, cultural and recreational programs; provides administrative support to the council on aging; and receives advisory information regarding program service delivery. Veterans’ Services Division Statutory reference: c. 115, §§ 3, 10 Established There shall be a veterans’ services division within the health and human services department under the supervision of a director of veterans’ services. General Authorities and Responsibilities The veterans’ services division helps veterans to obtain benefits from federal, state, and local sources and encourages public support of veterans by organizing community events such as parades and festivals. The division administers a program of financial assistance for indigent veterans and their dependents pursuant to the general laws; supports veterans with educational and employment counseling, and by assisting them in applying for benefits from government and non-government entities; prepares and pays eligible claims for the burial of veterans and their dependents in accordance with general laws; ensures that each veteran’s grave within the city is suitably cared for, as required by law; and encourages public support for veterans by organizing parades and other public events, by dedicating squares to veterans and civilians who made significant contributions to the city or the nation, and by decorating the graves of veterans on Memorial Day. Human Services Division Established There shall be a human services division under the supervision of the director of human services. General Authorities and Responsibilities

17 The human services division ensures that Somerville residents have access to high-quality programs and social services that encourage self-sufficiency, offer opportunities to develop participants’ full potential, and celebrate the proud history of diversity, racial tolerance, and cultural harmony in the city. It combats potential threats to the overall health of the community and promotes the economic, physical and emotional wellbeing of Somerville residents. To these ends, the human services division seeks to collaborate with residents, other city departments, and local, state and federal agencies in developing appropriate programs and services to bring an inter-departmental approach to issues affecting the health, wellbeing, and connectedness of Somerville residents including but not limited to the areas of accessibility, youth development and services, and social service referrals and coordination. Human Resources, Department of Established There shall be a human resources department under the supervision of a human resources director. General Authorities and Responsibilities The human resources department provides advice and assistance to the Mayor and departmental managers on all personnel matters. The department administers the classification and compensation plans, collective bargaining agreements, health and welfare benefits, and personnel policies; plans, develops, supervises, and conducts safety, training, education, employee assistance and career information programs; develops, establishes, and coordinates uniform personnel practices and procedures, including centralized personnel records, standardization of forms and records, position descriptions and compensation standards; furnishes information relative to civil service and provides assistance to public safety departments relative to civil service matters; develops, establishes, and coordinates affirmative action and equal employment opportunity programs designed to reflect the diversity of the city's population in the workforce; ensures the city's compliance with the Fair Labor Standards Act; designs and administers the group health and welfare programs to include group health, dental, group and voluntary life insurance, flexible spending accounts; manages the unemployment insurance program and the Family Medical Leave Act; administers Workers' Compensation benefits for all city employees excluding public safety officials; and ensures payroll checks are distributed to city and school employees in a timely fashion. The department works under federal and state regulations and guidelines.

18 Information Technology, Department of Established There shall be a department of information technology under the supervision of a director of information technology. General Authorities and Responsibilities The department of information technology provides the city with a high-speed fiber network for data recording, electronic mail, high-speed Internet access, citizen website, accessible electronic documents, financial applications, storage considerations, consolidations, and enhanced databases. The department provides an efficient and accountable access to information about the city for employees and residents. It manages information technology investments in the communications and computing infrastructure and the voice over internet protocol phone system as well as the city’s data applications and security, software applications and implementation, and computer-related training. Innovation and Analytics, Department of Established There shall be a department of innovation and analytics under the supervision of a director of innovation and analytics. General Authorities and Responsibilities The department of innovation and analytics performs statistical and financial analysis of city data with the aim of improving services, reducing costs, and increasing public safety. The department prepares frequent “Stat” presentations for the Mayor and key personnel with data on how well departments are performing; assists in the preparation of the annual operating and capital budgets, long-term financial forecast and the capital improvement program in conjunction with the finance department; facilitates inter-departmental collaborations at the Mayor’s request; makes projections on how policies will impact the city and its residents; and manages critical projects as assigned. Inspectional Services, Department of Established There shall be an inspectional services department, under the supervision of a director of inspectional services. The building inspectors, electrical inspectors,

19 sanitary inspectors, plumbing inspectors, and sealer of weights and measures are under the supervision of the superintendent of inspectional services. General Authorities and Responsibilities The inspectional services department provides a variety of services relating to public health, public safety, environmental and quality of life concerns of city residents. The department makes inspections, issues permits, enforces ordinances and promulgates and enforces reasonable rules and regulations as may be required under the state building, electrical, wiring, sanitary, plumbing, and gas codes. The department enforces the provisions of the zoning ordinance and certain provisions of the code of ordinances as set forth therein, as well as other applicable laws to the extent of the enforcing authority. All permits issued, inspections made and enforcement conducted by the department shall be in accordance with all governing provisions of the Massachusetts General Laws, the Code of Massachusetts Regulations, and local regulations and ordinances. Law Department Established There shall be a law department under the supervision of a city attorney. General Authorities and Responsibilities The law department examines all titles to property purchased by the city; draft all bonds, deeds, contracts and other legal instruments of whatsoever nature which may be required by any ordinance or order of the Board of Aldermen, or by any committee thereof, or by any board or officer of the city to which the city or agents may be a party, and which by law, usage or agreement the city is to be at the expense of drawing; examine and report upon all orders which shall be submitted to him or her for his or her opinion; prosecute all actions in behalf of the city or any officer thereof, and defend all actions brought against the city in any court or other tribunal; appear as counsel in any other action which may involve the rights and interests of the city and defend any of the officers of the city in actions brought against them for the performance of any official duty when any right, privilege, ordinance act or direction of the city may be brought in question; appear as counsel before committees of the legislature whenever the interest of the city may be affected; furnish the Mayor, the Board of Aldermen or any member or committee thereof, and any board or officer of the city who may

20 need the same in the discharge of official duty, his or her legal opinion upon any subject touching the duties of their respective offices; but whenever the opinion is required to be in writing, the question submitted for his or her consideration shall also be stated in writing; and in all matters do every professional act incident to the office which may be required of him or her in behalf of the city. The city attorney may, with the approval of the city treasurer, begin and prosecute legal proceedings for the collection of claims due the city. The city attorney may, with the approval of the Mayor, begin and prosecute such other legal proceedings as in his or her judgment the interests of the city may require, and makes a report thereof to the Board of Aldermen. The head of a department may, with the written approval of the Mayor and the city attorney, make settlements of claims for damages against the city. The Mayor may, with the approval of the head of a department and the city attorney, make settlement of claims in favor of the city and sign, seal and deliver in the name and behalf of the city releases. Parks and Recreation Department Established There is hereby established a parks and recreation department under the supervision of a director of parks and recreation. General Authorities and Responsibilities The parks and recreation department exists to enrich the lives of residents by identifying, recruiting, improving, and providing recreational services and programs for youth and adults in the City of Somerville. It operates year-round programs throughout the city's public facilities, playgrounds, schoolyards, athletic fields and various other locations to promote positive and healthy activities. The parks and recreation department is responsible for the establishment, coordination and/or implementation of community sports programs for all boys and girls as well as adults, including working with the city’s youth leagues. The department is responsible for the preparation, maintenance, and improvements to fields and recreational facilities in close coordination with the Department of Public Works and the Transportation and Infrastructure Division of OSPCD. The department interacts with the Mayor for the purpose of program approval, budgeting, expenditure, and grant assistance; interacts with the school department concerning utilization of school gyms, fields, coordination of special needs activities with the school department's special needs division, and scheduling activities for athletic fields; and interacts with the police department to schedule recreation and public events programs, special details, and patrols and generally coordinate recreational services with public safety concerns.

21 Police Department Established There shall be a police department under the supervision of a chief of police. There shall be an enhanced 911 division and an animal control division within the police department. General Authorities and Responsibilities The police department is responsible for the protection of life and property, the preservation of peace, order and safety, the safeguarding of constitutional guarantees, the prevention of crime and the detection and arrest of offenders. The department investigates incidents and is empowered to enforce laws and ordinances. The chief of police issues licenses and permits for firearms and gunsmiths, and makes recommendation to the Mayor on individuals to be appointed as constables and special police officers. Enhanced 911 Division Established There shall be an enhanced 911 division within the police department under the supervision of the chief of police or the chief’s designee. General Authorities and Responsibilities The division is responsible for the receipt and appropriate dispatch of public safety service requests. Animal Control Division Established There shall be an animal control division within the police department under the supervision of the chief of police or the chief’s designee. General Authorities and Responsibilities The animal control officer operates pursuant to the Somerville Code of Ordinances and Charter, as well as the applicable sections of the Massachusetts general laws, including but not limited to chapter 140. Public Library Established

22 There shall be a public library under the supervision of a library director. General Authorities and Responsibilities The public library provides for the free circulation of books, information technology, and digital materials; maintains Somerville memorabilia for the community; and may receive and hold gifts, bequests and devises for its use. The library makes available public meeting space. Public Works, Department of Established There shall be a department of public works under the supervision of a commissioner of public works. There shall be an administrative and finance division; a highway, electric lines and lights division; a sanitation division; a fleet division; and buildings and grounds division within the department of public works. General Authorities and Responsibilities The commissioner of public works shall have the direction and control of the repair, maintenance and management of ways, streets, sidewalks and bridges; the commissioner shall have charge of the repair, maintenance and care of public buildings; and the commissioner shall have charge, so far as the rights of the city extend, of fire alarm and police signal systems, gas pipes, and street lighting. Administration and Finance Division Established There shall be an administration and finance division within the department of public works under the supervision of a director of administration and finance. General Authorities and Responsibilities The administrative division provides centralized administrative and management support including 311 dispatch, constituent services, financial management and community relations. Building and Grounds Division Established

23 There shall be a buildings and grounds division within the public works department under the supervision of a director of building and grounds. General Authorities and Responsibilities The buildings and grounds division removes graffiti; maintains grass areas; empties trash receptacles in designated locations; maintains playgrounds, tot-lots and play equipment; shovels, plows, and removes snow in designated locations; distributes voting machines and prepares polling places; installs, maintains and removes holiday lights and decorations; installs and maintains lighting in plazas, squares, median strips, and other designated areas; performs minor renovations and general carpentry, plumbing, masonry and electrical work; supplies sound equipment, stages, movie screens, chairs, tents, trash receptacles for city- sponsored events; moves furniture and equipment from one location to another; supervises custodians in all public buildings; provides sports layouts; maintains cemeteries; repairs equipment; landscapes and designs areas for shrubs, bushes, grass, layouts, and flower planting; supplies and maintain flags; activates and maintains sprinklers, water fountains, and irrigation systems; and provides other related services as assigned. Highway, Electric Lines and Lights Division Established There shall be a highways, electric lines and lights division within the department of public works under the supervision of a director of highways. General Authorities and Responsibilities The division causes the streets to be kept in good repair and safe and convenient for travelers; prevents and removes any nuisances and obstructions on the public ways; examines all bridges at least annually; and declares streets or bridges to be unsafe for travel and abates such conditions. The division controls all wires over, under or in the streets and other public places, over buildings, and within a building which is designed to carry any electric light or power current. It controls all poles, conduits and other structures holding, supporting or containing such wires in streets and other public places; removes abandoned wires and poles; and enforces all laws and ordinances relating to such wires, poles, conduits and other structures. It also determines the safety of wire appliances or apparatus used for the distribution of an electric current within a building and may direct any person using the same to shut off the current therefrom until existing defects are remedied and shall also notify the person or corporation supplying the current of existing defects.

24 Fleet Division Established There shall be a fleet management division within the department of public works under the supervision of a superintendent of fleet management. General Authorities and Responsibilities The fleet management division is responsible for the maintenance and repair of City vehicles and equipment. The division coordinates the repair and maintenance and required inspections of vehicles and equipment for city departments including Police, Fire, DPW, Traffic and Parking, Recreation, COA and all other departments. The division is responsible for asset management, budgeting and reporting, vehicle and equipment replacement, scheduling and forecasting. The division is responsible for effective fuel system management, fuel purchasing, consumables tracking and reporting. The fleet management division coordinates with the finance department and the office of sustainability and environment to assist in the procurement of vehicles and equipment with customer involvement to provide the most effective equipment for operations. Strategic Planning and Community Development, Office of Established There shall be an office of strategic planning and community development under the supervision of an executive director. There shall be an administration and finance division; an economic development division; a housing division; a planning division; and a transportation and infrastructure division within the office of strategic planning and community development. General Authorities and Responsibilities Administration and Finance Division Established There shall be a finance and administration division within the office of strategic planning and community development under the supervision of a director of finance and administration. The administration and finance division develops the annual operating budget of the office of strategic planning and development; ensures that revenues and expenditures are within annual budget parameters; implements grants to meet the needs of residents and business persons; and administers funds from various city, state and federal sources.

25 Economic Development Division Established There shall be an economic development division within the office of strategic planning and community development under the supervision of a director of economic development. General Authorities and Responsibilities The economic development division fosters the stability and growth of the city’s economy and its commercial squares and corridors. This division is committed to bringing new business to Somerville while working with existing business owners to ensure their long-term success. The economic development division provides resources for assisting interested businesses with site location, technical assistance, accessing grants and loans, and other relevant business Housing Division Established There shall be a housing division within the office of strategic planning and community development under the supervision of a director of housing. General Authorities and Responsibilities The housing division delivers resources and services that promote an affordable, sustainable, and livable community for all residents. The housing division secures and administers funds for the development and maintenance of affordable housing and provides various housing services to improve the quality of the housing stock and ensure it meets the needs of residents. Planning Division Established There shall be a planning division within the office of strategic planning and community development under the supervision of a planning director. General Authorities and Responsibilities The planning division implements the SomerVision comprehensive master plan by preserving the city’s neighborhoods, enhancing the city’s corridors and squares, and transforming the city’s redevelopment areas. This is achieved by protecting and enhancing the physical environment; shaping the built character of

26 the city; protecting the city’s historic resources; managing and implementing long-term planning and urban design projects; and coordinating a transparent and fair, efficient, and effective development review and permitting process. Transportation and Infrastructure Division Established There shall be a transportation and infrastructure division within the department of strategic planning and community development under the supervision of a director of transportation and infrastructure. General Authorities and Responsibilities The transportation and infrastructure division serves as the primary policy and planning team for issues related to mobility, public open space, and infrastructure. The division is responsible for public engagement, policy development, agency coordination, project design, project finance, and program administration across the following subject areas: pedestrian and bicycle planning; bus and transit planning; roadway and streetscape design; urban forestry and street tree planning; landscape design, open space creation, construction of parks, plazas and other public open spaces; and, planning and financing of utility infrastructure. Sustainability and Environment, Office of Established There shall be an office of sustainability and environment under the supervision of a director of sustainability and environment. General Authorities and Responsibilities The office of sustainability & environment serves as the primary policy, planning, and implementation department for the environmental performance of the city and community of Somerville. The department is responsible for policy development, long-term planning, special projects, program development, project management, intergovernmental coordination, and community engagement on various topics including but not limited to, energy usage and efficiency, renewable energy, waste reduction, minimizing environmental impacts, and addressing global climate change. Traffic and Parking Department Established

27 There shall be a traffic and parking department under the supervision of a director of traffic and parking. General Authorities and Responsibilities The traffic and parking department carries out the traffic commission’s rules and regulations related to vehicular and pedestrian traffic in the city’s streets and to the movement, stopping, standing or parking of vehicles on, and their exclusion from, all or any streets, ways, highways, roads and parkways under the control of the city. Water and Sewer Department Established There shall be a water and sewer department under the supervision of a director of water and sewer. General Authorities and Responsibilities The water and sewer department is responsible for the effective operation and the coordination of operations within the water and sewer divisions. The department oversees and conducts day-to-day oversight and maintenance of the City’s water distribution system and wastewater collection system. The department’s objectives include providing safe, clean water to the community; assuring adequate fire flows are available in the event of an emergency, maintaining and repairing the wastewater and stormwater collection system in an effort to protect public health and safety and meet long term water quality standards for our wetlands and waterways; assuring compliance with local, state and federal guidelines; calculating and setting retail water and sewer rates subject to Mayoral approval; the department installs, maintains, repairs and replaces water meters and meter transmission units; issue bills for water and sewer services; installs, repairs and maintains the sewer and storm water system; oversees a cross connection control program to ensure the safety of the drinking water system; investigates diversion or theft of water sources; assists homeowners with elimination of sewage back up; provides service assistance to water and sewer customers; and provides other related services as assigned.