ORDINANCE  05-01

Amend Section 13-6 of the Pierce County Code Regarding Administrative Coordinator General Powers and Duties

PIERCE COUNTY BOARD OF SUPERVISORS DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1:  That Section 13-6 of the Pierce County Code is hereby amended to read as follows:

13.6 General Powers and duties.

The Administrative Coordinator shall be the chief administrative officer of the county. The Administrative Coordinator shall take care that every county ordinance and state or federal law is observed, enforced and administered within Pierce County if the ordinance or law is subject to enforcement by the Administrative Coordinator or any other person supervised by the Administrative Coordinator. The duties and powers of the Administrative Coordinator shall be, without limitation because of enumeration, to:

A.  Direct and Coordinate all administrative and management functions of the county government not otherwise vested by law in boards or commissions, or in other elected officers.

B.  Appoint, pursuant to county policies and County Board approval, and supervise the heads of all departments of the county except those elected by the people and except where the statutes provide that the appointment shall be made by elected officers; but the Administrative Coordinator shall also supervise all department heads where the law provides that the appointment shall be made by a board or commission, by the Chairperson of the County Board or by the County Board. Notwithstanding any statutory provision that a board or commission supervises the administration of a department, the Administrative Coordinator shall supervise the administration of the department and the board or commission shall perform any advisory or policy-making function authorized by statute.  Provides general direction, along with standing committees, of non-elected Department Heads with the exception of the Corporation Counsel appointed by the County Board.

C.  Prepare a proposed county budget under the supervision of the Finance and Personnel Committee and in compliance with § 65.90, Wis. Stats. Implement the budget as adopted by the County Board. In developing the budget the Administrative Coordinator shall:

(1)  Meet with the Finance and Personnel Committee in a timely manner each fiscal year to establish the format, target funding levels and procedures for the upcoming budget process.

(2)  Furnish department heads with appropriate budget development instructions, forms and assistance in making budget requests. Attend meetings to review department budget requests, and schedule and arrange hearings and meetings with department heads, the Finance and Personnel Committee and members of the public to present the proposed budget.

(3)  Prepare a final draft budget as directed by the Finance and Personnel Committee and submit the same to the County Board, including a proposed program of capital expenditures and borrowing.

(4)  Monitor implementation of the adopted county budget to assure that all expenditures of county funds are made in compliance with the allocations in the budget, state law and county policies. Review all requests for transfer within the adopted budget or for modifications of allocations in the budget and make recommendations to the Finance and Personnel Committee and/or County Board consistent with county ordinances and §65.90, Wis. Stats.  Make regular reports to the Finance and Personnel Committee and the County Board on the financial condition of the county, financial trends, and long-term financial needs of the county.

D.  Authorize payment of orders. The Administrative Coordinator may, between meetings of the Finance Committee, on behalf of the County Board, approve of the settlement of accounts and the payment of bills and purchase orders.

E.  Purchasing. Establish and manage a centralized system of purchasing to procure supplies at the most advantageous cost.

F.  Property management. Subject to the supervision and approval of the County Board and committees thereof:

(1)  Be responsible for the maintenance, preservation and care of all personal property of the county over which the county has authority, maintain and inventory and record the property and provide for maintenance of the property to preserve its value to the county.

(2)  Develop, in cooperation with departments and officials, a long-range plan for management of county property, together with recommendations for construction of facilities needed to deliver county services.

·      Recommends long-range capital improvements, work and performance standards.

(3)  When directed by the County Board, Finance and Personnel Committee or other committee, cause plans and architectural specifications for county capital projects authorized by the County Board to be prepared and coordinate county monitoring of construction progress.

(4)  Allocate space to county departments and agencies.  In consultation with the Building Committee and County Board Chair, allocate space to county departments and agencies.

G.  Insurance administration. Be primarily responsible for assuring that insurance coverage is solicited and maintained by the county in such amounts as are available and affordable and are adequate to protect the county from financial loss and/or subject to Finance and Personnel Committee approval, for coordinating a system of self-insurance adequate to meet the county's risk needs in one or more areas of exposure. The Administrative Coordinator shall:

(1)  Serve as custodian of all insurance policies held by the county, filing duplicates thereof with any appropriate department head or agency.

(2)  Under the supervision of the Finance and Personnel Committee, procure, through bidding or other means as deemed proper by the Committee, insurance coverage for property, casualty, employee health, life, and other insurance risks. The Administrative Coordinator shall continuously evaluate the county's coverage and recommend county policies that will protect the county from unreasonable risk of loss.

(3)  Oversee and administer self-insurance programs maintained by the county.

(4)  Process all insurance claims and refer them to the Corporation Counsel and committees of the County Board as appropriate.

H.  Appoint such assistants, staff and technical staff to his or her office as are, from time to time, authorized by the County Board and approved by the Personnel Committee.

·      Supervises the Administrative Coordinator’s clerical staff and activities.  Prepares, submits and monitors Administrations budget.

I.  Human resources management. Pursuant to county policies, ordinances, state and federal law, the Administrative Coordinator shall implement and manage a comprehensive human resources (personnel) program for Pierce County, including:

(1)  Supervise and direct Develops and directs county practices for recruitment, hiring, promotion, training, discipline, transfer, performance review and terminations, and recommend policies and procedures to the County Board regarding the same.

·      Participates in employment recruitment, interview, performance appraisals, discipline, assignment, reward, transfers, complaints and selection (with standing committee or its designee).  Reviews employee separation notices and conducts exit interviews.  Recommends procedures to reduce absenteeism and turnover and prepares related reports.

·      Assists Department Heads, standing committees and County Board in the investigation and handling of employee related complaints.  Develops and assists in the Human Resource training and remediation techniques for managers, supervisors, and staff.  Evaluates and advises on potential work related problems/issues.

(2)  Conduct Participates with the standing committees in conducting performance reviews of all non-elected department heads, except and Corporation Counsel. In doing evaluations, the Administrative Coordinator shall seek input from the standing committee or its chairperson.

(3)  Advise the Finance and Personnel Committee and County Board on the level of workforce size and qualifications necessary to deliver county services.

·      Develops compensation plan through employee wage and salary schedules and reports analysis, and available data for labor market. 

·      Prepares employment needs forecasts.

(4)  Administer Assists Department Heads or supervising authority in administering appropriate and timely discipline, including termination. Recommendations for discharging nonrepresented staff will be made to the Personnel Committee.

(5)  Represent Assists county management in collective bargaining, arbitration and personnel related proceedings.

·      Maintains knowledge of legislation, arbitration decisions and collective bargaining agreements to gauge industry trends and practices.

·      Monitors human resource data gathering and drafts reports from data.  Monitors human resource records maintenance, data communication for compliance with law and requests from County Departments and officials.  Consults with Legal Counsel regarding employment practices.

J.  Have the following general powers duties:

(1)  To direct and coordinate the operations of all county departments, except where the County Board has directed otherwise, and conduct regular department head meetings.

(2)  To supervise, with the assistance of the Corporation Counsel, the codification of all county ordinances.

(3)  To make recommendations from time to time as deemed appropriate to the County Board for reorganization of county departments, assignment of responsibilities to agencies as to the merger, consolidation or abolition of county agencies, positions and programs and report these recommendations to the County Board.

(4)  To monitor developments in state, federal and other relevant laws and governmental affairs and advise the County Board, its committees and all department heads on recommended policy positions to advance which will improve county administration and operations. The Administrative Coordinator shall represent the county before governmental agencies as requested by the County Board.

(5)  To recommend resolutions, ordinances, or regulations to the County Board to promote improved county services in the public interest and provide all requested information, data and reports requested by the County Board to the extent such information is available.

(6)  To generally represent the county in business transactions, negotiations and administrative proceedings when so directed by the County Board.

(7)  Attends and participates in all County Board of Supervisors meetings.  Reports on County activities to Board of Supervisors on regular basis and as requested.  Prepares County Board agenda and resolutions.

(8)  Serves as the coordinator for external agency investigations.

(9)  Serves as County equal opportunity officer.

(10)  Serves as ADA manager and coordinator.

(11)  Participates in recruitment of non-elected Department Heads with the exception of the Corporation Counsel appointed by the County Board.

(12)  Monitors operations and actions of all County Board Committees, Boards and Commissions Department offices and agencies.

(13)  Prepares policy analysis reports and recommendations for County Board and Committees.

(14)  Attends and participates in Committee meetings as needed, required and/or requested.

(15)  Conducts monthly Department Head meetings.

(16)  In conjunction with Corporation Counsel and standing committees, negotiates intergovernmental contracts on behalf of Pierce County.

(17)  Serves as County’s contact representative.

(18)  Assists all Departments in grant opportunities and pursues, prepares or develops grants beneficial to the county but outside the scope of a department.

(19)  Coordinates interdepartmental and Ad Hoc Committees as directed by Board of Supervisors and County Board Chairperson.

(20)  Coordinates and develops risk management programs.

(21)  In consultation with the appropriate Department Head, standing committee or County Board chair, provides information to members of the press, civic and social groups and the general public on County operations and activities.

(22)  Represents the County Board as directed.

(23)  Performs ministerial tasks necessary to perform the duties as Administrative Coordinator.

(24)  Plans, directs and manages the accounting payroll and purchasing function and staff.

SECTION 2:  That this Ordinance shall become effective upon its adoption and publication as required by law.

Ordinances and Resolutions 2005