[HISTORY: Adopted by the Mayor and Township
Council of the Township of Dover (now Toms River) 6-22-2004 by Ord. No.
3884-04. Amendments noted where applicable.]
There shall be an Office of the Municipal Clerk,
the head of which shall be the Municipal Clerk. The Municipal Clerk,
and all subordinate personnel and officers, shall be appointed by
Council and shall, prior to appointment, be qualified by training
or experience to perform the duties of the office as required under
N.J.S.A. 40A:9-133 et seq., applicable general law and this Code.
The Municipal Clerk shall:
A.
Keep the minutes and records of the proceedings of
the Council and of the proceedings of any Council committee upon the
request of Council President.
B.
Serve as the Clerk of the Council and attend all meetings
of the Council and such committees when required by the Council President.
C.
Preserve and compile all ordinances and resolutions,
and at the close of the year, with the advice and assistance of the
Township Attorney, the Clerk shall compile, codify and bind all the
ordinances then in effect and shall properly index such compilation
or codification and provide for its publication.
D.
Publish or cause to be published ordinances as required
by law in such official newspaper or newspapers as may be designated
by Council.
E.
Receive and transmit all communications to or on behalf
of Council.
F.
Receive and keep in safe custody the surety bonds
covering the fidelity and faithful performance of each and every municipal
official required to furnish such bond, except that the Clerk's surety
bond shall be filed with the Chief Financial Officer.
G.
Perform such other duties as the Council or Council
President may, from time to time, require.
The Municipal Clerk shall act as custodian of
records for all official books, papers and documents of the municipality
for which no other repository is provided by Charter or Township ordinance,
and keep same safely.
The Municipal Clerk shall act as custodian of
the Township Seal and cause it to be affixed to instruments and writings
when specifically authorized by law or when necessary to exemplify
and document or record of his or her office or to certify any paper.
The Municipal Clerk shall act as clerk of elections,
performing all functions required by the general law under Title 19
of the Revised Statutes of New Jersey to be performed by the Municipal
Clerk and in this function, receive for municipal use the fees prescribed
therefor.
A.
Deputy Municipal Clerk. The office of Deputy Municipal
Clerk is hereby created. There shall be two Deputy Municipal Clerks,
whom shall be appointed by the Township Council by a majority vote
thereof. One of the positions shall be full-time position at a salaried
rate of compensation set in accordance with the prevailing salary
ordinance. The second position may be full-time (at the salary rate
set by ordinance) or part-time (working no more than 19.5 hours per
week), as determined by the Township Council. During the absence,
disability, or incapacity of the Municipal Clerk, the Deputy Municipal
Clerks shall have all the powers and duties of the Municipal Clerk
and shall perform the functions and duties of that office.
[Amended 3-27-2007 by Ord. No. 4078-07; 2-23-2022 by Ord. No. 4735-22]
B.
C.
Registrar. The office of the local Registrar is hereby
created. All the duties of the local Registrar pursuant to Title 26
shall be performed by the Local Registrar. In accordance with N.J.S.A.
26:8-17, a Deputy Registrar, who shall be the Cashier Clerk, shall
be appointed to assist in the normal, day-to-day operation of the
office and whose duty shall be to act in the Local Registrar's stead
in case of absence, disability or death of the Registrar. The licensing
of dogs, kennels, pet shops, shelters and pounds shall be the duty
of the office of the local Registrar. There is hereby created the
position of Senior Clerk-Typist and the office of Clerk-Typist within
the office of the local Registrar, whom shall be appointed by Council.
Senior Clerk-Typist and Clerk-Typist shall perform such clerical and
administrative duties as may from time to time be assigned by the
Municipal Clerk or the Deputy Municipal Clerk.
A.
Appointment. There shall be a Legislative Research
Officer whom shall be appointed by the Council by a majority vote
thereof.
B.
Qualifications. The Legislative Research Officer,
prior to his or her appointment, shall be a counselor at law duly
qualified and admitted to practice law in this state. Preference shall
be given to attorneys who hold a current diplomate in New Jersey Municipal
Law.
C.
Office separate from Township Attorney. The office
of Legislative Research Officer shall be separate and distinct from
the office of Township Attorney, and the Legislative Research Officer
shall serve under the sole direction of the Council for such term
as may be provided.
D.
Compensation. The Legislative Research Officer shall
receive such compensation as shall be provided by ordinance.
E.
Powers and duties. The Legislative Research Officer
shall be the legal advisor to the Council and the office of the Municipal
Clerk. He or she shall advise the Council as to the form and sufficiency
of all ordinances and resolutions prior to their passage as submitted
for review and shall provide legal opinions promptly as directed.
[Added 9-13-2005 by Ord. No. 3965-05]
A.
The Mayor may appoint a Local Historian with the advice
and consent of the Township Council. The Local Historian shall serve
without compensation, but the Township Council may annually appropriate
such funds as may be necessary to reimburse the Local Historian for
expenses incurred in the performance of the duties and responsibilities.
The Local Historian shall serve at the pleasure of the Mayor.
B.
Local historian; powers and responsibilities; annual
report. The Local Historian shall have the following powers and responsibilities,
except as otherwise provided in the ordinance or resolution creating
the position:
(1)
To carry out an historical program, including but
not restricted to collecting, preserving and making available materials
relating to the history of the local unit. The Local Historian shall
store such materials in such manner as to insure their preservation,
and shall notify the State Archivist, New Jersey Historical Commission,
County Local Historian and local governing body of any materials which
should be acquired for preservation. Upon leaving the position, the
Local Historian shall turn over all materials and records and reports
into the possession of the successor, if then appointed, or to the
Municipal Clerk until a successor shall be appointed.
(2)
The Local Historian shall make an annual report to
the Mayor and Township Council of the local unit stating all the work
performed and accomplished during that year. The Local Historian shall
transmit a copy of such report to the New Jersey Historical Commission.
The New Jersey Historical Commission may advise each County Historian
and Municipal Historian of general guidelines along which their historical
program may be implemented.
(3)
The Local Historian may research, write and cause
to have published a county or municipal history, and may recommend
appropriate historical materials for publication.
(4)
The Local Historian may assist a landmark commission,
as well as advise the Mayor and Township Council, concerning the acquisition,
administration, use and disposition of any landmark, or historic site,
including such places in his jurisdiction included on the New Jersey
Register of Historic Places. Such advice may be furnished to the Historic
Sites Section, Department of Environmental Protection.
(5)
The Local Historian shall assist in projects of commemoration,
including the erection of monuments, historic markers and guide signs.
(6)
The Local Historian may employ such clerical assistants
as may be necessary in order to carry out the duties and responsibilities
set forth in this section, within the limits of such funds as may
be made available by the Township Council for such purposes in the
annual budget of the local unit.
[Added 8-10-2010 by Ord. No. 4286-10]
A.
There is
hereby created, within the Office of the Municipal Clerk, the Board
of Health. The Board of Health shall be composed of seven members
to be appointed by the Township Council in accordance with N.J.S.A.
26:3-5.
B.
There is
hereby created the position of Board of Health Secretary, whose duties
shall be prescribed by the Board of Health.
[Added 6-13-2006 by Ord. No. 4011-06; amended 12-23-2014 by Ord. No. 4469-14; 2-11-2020 by Ord. No. 4659-20]
A.
Records Manager/Council Liaison.
(1)
Establishment of position. The position of Records Manager/Council
Liaison is hereby established in the Office of the Municipal Clerk,
under the direction of the Municipal Clerk.
(2)
Duties: under the direction of the Municipal Clerk, plans, organizes,
directs, and coordinates all activities involved in the management
of the Township's comprehensive records, storage retrieval, maintenance,
and disposal systems; and performs other clerical, administrative,
public relations, and outreach functions as assigned by the Township
Council; and performs other related duties as necessary.
(3)
Education: graduation from an accredited college or university with
a Bachelor's Degree, or may substitute additional experience as indicated
on a year-for-year basis with 30 semester hour credits being equal
to one year of experience.
(4)
Experience: one year of experience in the planning and development
of records management programs and procedures and/or the review, analysis,
and evaluation of record maintenance systems and recommendation for
improved methods of operation.
(5)
License. The position of Records Manager/Council Liaison shall possess
a driver's license valid in New Jersey only if the operation of a
vehicle, rather than employee mobility, is necessary to perform essential
duties of the position.
(6)
Knowledge and abilities: knowledge of rules and regulations concerned
will record retention as established by the N.J. Division of Archives
and Records Management and destruction of records.
(7)
The Records Manager/Council Liaison shall receive such compensation
as provided in the prevailing salary ordinance.
B.
Assistant Records Manager.
(1)
Establishment of position. The position of Assistant Records Manager
is hereby established in the Office of the Municipal Clerk, under
the direction of the Municipal Clerk and Records Manager/Council Liaison.
(2)
Duties: under the direction of the Township Clerk and Records Manager/Council
Liaison, plans, organizes, directs and coordinates all activities
involved in the management of the Township's comprehensive records,
storage retrieval, maintenance, and disposal systems, and performs
other related duties as required and/or as directed, and shall serve
as the Records Manager/Council Liaison during his/her absence.
(3)
Education: graduation from an accredited college or university with
a Bachelor's Degree, or may substitute additional experience as indicated
on a year-for-year basis with 30 semester hour credits being equal
to one year of experience.
(4)
License. The position of Assistant Records Manager shall possess
a driver's license valid in New Jersey only if the operation of a
vehicle, rather than employee mobility, is necessary to perform essential
duties of the position.
[Added 9-11-2007 by Ord. No. 4100-07]
A.
Establishment of position. The part-time Records Assistant is hereby
established in the Office of the Municipal Clerk, under the direction
of the Records Manager/Council Liaison, Assistant Records Manager,
and/or the Township Clerk or Deputy Clerk.
[Amended 12-23-2014 by Ord. No. 4469-14; 2-11-2020 by Ord. No. 4659-20]
B.
Duties: under the direction of the Records Manager/Council
Liaison and/or the Township Clerk or Deputy Clerk, examines, evaluates,
categorizes, files and destroys documents and helps to maintain a
large records filing system which includes the operation of a computerized
data storage/retrieval program, and performs other related duties
as required.
[Amended 2-11-2020 by Ord. No. 4659-20]
C.
Education: associate’s degree, or may substitute
additional experience as indicated on a year-for-year basis with 30
semester hour credits being equal to one year of experience.
D.
Knowledge and abilities: basic computer skills - Word,
Excel, Access experience helpful; knowledge of rules and regulations
concerned with record retention as established by the NJ Division
of Archives and Records Management regarding inventory, cataloging,
storage, microfilming and records destruction, after a period of training;
knowledge of office routines, practices, procedures, machines and
equipment, after a period of training; ability to lift up to 50 pounds;
ability to read, write, speak, understand and communicate in English
sufficiently to perform the duties of this position; ability to work
harmoniously and effectively with others.
E.
Compensation. The Records Assistant shall receive
such compensation as shall be provided by ordinance.
