Township of Florence, NJ
Burlington County
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Table of Contents
Table of Contents

§ 4-30 Establishment; department head.

There shall be a Department of Administration and Finance, and the Director of this Department shall be the Business Administrator. The Business Administrator may designate a member of this Department as Assistant Administrator to act for and in place of the Business Administrator in his absence.

§ 4-31 Procedure for payment of claims; preparation of list of payments.

A. 
Bills, claims and demands against the municipality shall be deemed approved or disapproved in accordance with the procedure prescribed in this section. A voucher on a form prescribed by the Administrator shall be presented for each bill, claim or demand and shall be paid only upon the audit, warrant and approval of the Administrator. Disbursement shall be made by a combination warrant - bank check or draft warranted and signed by the Chief Financial Officer and Township Clerk. Should either the Chief Financial Officer or Township Clerk be unavailable to sign a disbursement check, the Mayor is authorized to be the second signature authorization. Payroll checks may be signed by the Chief Financial Officer alone upon voucher and warrant of the Administrator for total payroll.
[Amended 10-2-1991 by Ord. No. 1991-31]
B. 
Signatures and countersignatures may be subscribed to a bank check or a warrant check either manually or mechanically or by a combination of such means, as the Administrator shall prescribe or approve in writing filed in the office of the Clerk.
C. 
The Chief Financial Officer shall prepare a list of all bills, claims and vouchers scheduled for payment for review and approval of the Township Council at its regular meetings. Prior to submitting a bill list to Township Council, the list shall be reviewed and approved by the Business Administrator. All bills scheduled for payment must be submitted and approved by the Business Administrator no later than seven working days prior to the meeting. The bill list shall be prepared in sufficient quantity for each member of Council, the Mayor and Business Administrator, and at least one copy shall be filed with the Clerk as a public record, open to examination in his/her office. Bills, claims and demands may be approved for payment, when necessary, between regular Council meetings, provided that three Township Council members sign the voucher form, and further provided that all other payment procedures above are followed.
[Amended 10-2-1991 by Ord. No. 1991-31]

§ 4-32 Tax searches.

[Amended 10-4-1989 by Ord. No. 1989-24]
The Mayor, with the advice and consent of the Council, shall appoint the official tax search officer, who shall be authorized to make examinations and issue official tax search certificates with respect to liens for the municipal taxes and other charges which have the effect of a tax lien. The tax search officer shall serve during the term of office of the Mayor appointing him and until the appointment and qualification of his successor.

§ 4-33 Depositories.

All receipts of the municipality and any department thereof shall be deposited in authorized depositories, to be designated by resolution of the Council, and such deposits shall be made in such accounts and upon such procedure as shall be approved or directed by the Business Administrator.

§ 4-34 Division of Administration.

There shall be a Division of Administration, the Director of which shall be the Business Administrator, who shall perform the following duties:
A. 
Prescribe uniform forms and procedures for budget preparation by all departments.
B. 
Develop and administer the municipality's personnel program, including preparation of pay plans, recruitment of needed personnel, in-service training programs and a complete system of personnel records.
C. 
Review and analyze budget requests and assist in preparation of the budget document.
D. 
Have, exercise and discharge the functions, powers and duties of centralized purchasing as hereinafter provided.
E. 
Coordinate the processes of appointment and removal of municipal employees within the various departments and, to this end, review and approve all proposed appointments and discharges of personnel prior to any such action by a department, as well as maintaining an orderly system for the consideration, review and adjustment of employee grievances.

§ 4-35 Division of Accounts and Control.

There shall be a Division of Accounts and Control, the head of which shall be the Business Administrator. His duties shall be to:
A. 
Prescribe and approve all financial systems and procedures and install uniform charts of accounts.
B. 
Make revenue and expenditure estimates for the Mayor.
C. 
Maintain the central accounts and records.
D. 
Control all expenditures within the limits of appropriations through an encumbrance system of budget operation.
E. 
Preaudit bills and claims.
F. 
Prepare warrant checks for the signature of the Treasurer.
G. 
Review and approve payrolls for certification by civil service and payment by the Treasurer.

§ 4-36 Division of Revenue.

There shall be a Division of Revenue, which shall consist of the Bureau of Assessments and the Bureau of Collections.
A. 
[1]Bureau of Assessments. There shall be a Bureau of Assessments, the head of which shall be the Tax Assessor, whose duties shall be as provided below. The single, full-time Tax Assessor for the taxing district of the Township of Florence shall perform the following duties:
(1) 
All powers and duties prescribed by law for a Municipal Tax Assessor.
(2) 
To make assessments for the benefit of local improvements and, for that purpose, have and exercise the powers and duties prescribed by law.
(3) 
To maintain adequate assessment records for each separate parcel of real property assessed or exempted and establish and maintain such files, records and procedures as may be required for the valuation and assessment of said property pursuant to law.
(4) 
Maintain a current Tax Map of the municipality as a public record and cause to be recorded thereon all changes in ownership or character of real property assessed, employing for the purpose the facilities of other departments as provided by the Administrative Code of the Township of Florence.
[1]
Editor's Note: Amended at time of adoption of Code; see Chapter 1, General Provisions, Art. I.
B. 
Bureau of Collections. There shall be a Bureau of Collections, the head of which shall be the Tax Collector, whose duties shall be as follows:
(1) 
To perform the functions of a Collector of Taxes under general law, including, without limitation thereto, the rendering of bills for property taxes pursuant to law, enforcement of tax collections by tax sales and otherwise and the maintenance of tax accounting records in such manner as may be prescribed or approved pursuant to the Charter and code.
(2) 
To receive and collect all current and delinquent real and personal property taxes and municipal fees and charges and receive penalties and interest pursuant to law.
(3) 
To make or cause to be made and certify searches for tax and other liens on real property as may be authorized by law and charge and collect for the use of the municipality the fee required pursuant to law for any such search.
(4) 
To receive funds entrusted to or under the control of any department and deposit all funds received by it in depositories authorized by the Council.
(5) 
To perform the functions of the Collector of the amounts due through the Water and Sewer Department, including, without limitation thereto, the rendering of bills, enforcement of collections and municipal liens as provided by law and the maintenance of accounting records in such manner as may be prescribed or approved pursuant to the law.
[Added 12-4-2002 by Ord. No. 2002-34]

§ 4-37 Division of Law.

[Amended 2-21-2001 by Ord. No. 2001-1]
A. 
There shall be a Division of Law, the head of which shall be the Solicitor (Township Attorney). The Township Solicitor shall be appointed by the Mayor with the consent of the Council. The Township Solicitor shall be an attorney at law of New Jersey, but need not be a resident of the Township. The Township Solicitor may be an employee of the Township with the compensation as authorized by ordinance or may be compensated in accordance with a professional services agreement.
B. 
The Township Solicitor shall have all powers and perform all duties as are provided for the office of Township Solicitor by general law or ordinances of the Township. The Township Solicitor shall represent the Township in all judicial and administrative proceedings in which the Township or any of its officers or agencies may be a party or have an interest. In furtherance of the general powers and duties, both without limitation thereto, the Township Solicitor shall:
(1) 
Provide legal advice and assistance to the Mayor and Council and to all other departments and prosecute and defend actions and proceedings by and against the municipality.
(2) 
Draft ordinances and resolutions and advise as to their form and sufficiency prior to passage.
(3) 
Review and approve all contracts, deeds, documents and instruments prior to the execution thereof by or on behalf of the municipality.
(4) 
Conduct appeals from orders, decisions or judgments affecting any interest in the municipality as he may, in his discretion, determine to be necessary or desirable or as directed by the Mayor or Council.
(5) 
Subject to the approval of the Mayor or Council, have power to enter into any agreement, compromise or settlement of any litigation in which the municipality is involved, provided that this subsection shall not operate to limit or abridge the discretion of the Solicitor handling any matter in regard to the proper conduct of any trial, action or proceeding or deprive him of the powers and privileges ordinarily exercised in judicial proceedings by counsel acting for private clients.
(6) 
Render opinions, in writing, upon any question of law submitted to him by the Mayor, the Council, the Business Administrator or the head of any department with respect to their official powers and duties.
(7) 
Maintain a record of all actions, suits, proceedings and matters which relate to the municipality's interest and report thereon from time to time as the Mayor or Council may require.
(8) 
When designated by the Mayor or Council, conduct prosecutions for crimes and offenses recognizable by the Florence Township Municipal Court, including violations of ordinances of the municipality, complaints of any department under state law and for violations of rules or regulations duly promulgated by any department.
(9) 
Appoint special counsel to assist in the preparation, trial or argument of such legal matters or proceedings as he may determine whenever he deems the interests of the municipality so require, subject to the approval of the Mayor and within the limits of available appropriations.
C. 
Township Prosecutor. There is hereby created within the Division of Law the office of Township Prosecutor. For the purposes of prosecuting violations of ordinances, the Township Prosecutor is hereby designated as an Assistant Township Solicitor. The Township Prosecutor shall be an attorney at law of the State of New Jersey who shall be appointed by the Mayor with the consent of the Council. The term of the Township Prosecutor shall begin on the first day of January of the year of appointment and shall continue for a period of one year or until a successor has been appointed and qualified. The Township Prosecutor shall prosecute on behalf of the state or the Township any case to be tried before the Municipal Court whenever requested to do so by the Judge, the Mayor, the Business Administrator, the Township Solicitor or the Chief of Police and shall assume any and all duties as may from time to time be assigned to the office of Township Prosecutor by charter, administrative code, police power or rule or regulation. The Township Prosecutor may be an employee of the Township with the compensation as authorized by ordinance or may be compensated in accordance with a professional services agreement.
D. 
Substitute prosecutor. There is hereby created within the Division of Law, for administrative purposes, a Substitute Prosecutor who shall be appointed by the Mayor with the consent of the Council for a term of one year. The Substitute Prosecutor shall receive the compensation as shall be provided by ordinance. The Substitute Prosecutor shall be an attorney at law of the State of New Jersey and shall serve as Prosecutor in any matter assigned by the Township Prosecutor where there would be a conflict of interest for the Township Prosecutor to handle the matter or where the Township Prosecutor is not available to handle the matter personally.
E. 
Public defender. There is hereby created within the Division of Law, for administrative purposes, but independent from the Division of Law, a Township Public Defender who shall be appointed by the Mayor for a term of one year. The Township Public Defender shall receive the compensation as shall be provided by ordinance or by professional services agreement. The Township Public Defender shall be an attorney at law of the State of New Jersey and shall represent those defendants appearing in Municipal Court who are determined by the Court to be indigent and whose representation is assigned to the Township Public Defender by the Court.
F. 
All papers, documents, memoranda, reports and other materials relating to the administration of the Division of Law shall be and remain the property of the municipality. Upon the termination of his service with the municipality, each legal officer shall forthwith surrender to his successor all such property, together with a written consent to substitution of his successor in all legal actions and proceedings then pending to which the municipality is a party.

§ 4-38 Division of Planning and Development.

There shall be a Division of Planning and Development, which shall be comprised of the Planning Board and Board of Adjustment.
A. 
Planning Board. The Planning Board constituted and empowered pursuant to law is allocated and assigned within the Division of Planning and Development.[1] The Board shall:
(1) 
Have, exercise and discharge the functions, powers and duties of a Planning Board under general law and ordinances.
(2) 
Study and review plans, programs or projects with respect to all matters related to planning and development of the municipality, the regulation of land use, rehabilitation of housing, conservation of neighborhoods, urban renewal and redevelopment.
(3) 
Study and report to the Council with respect to plans, programs and projects which may be referred to it by the Council and submit such report within such time as the Council may prescribe.
(4) 
Receive and consider findings and recommendations of the Division of Engineering with respect to subdivision applications as hereinafter provided.
(5) 
Receive and consider findings and recommendations with respect to subdivision applications.
(6) 
Conduct continuous studies and collect statistical and other data to serve as the basis for planning recommendations.
(7) 
Conduct studies and prepare materials for a Master Plan or general plan of development for the municipality, including such elements as may be authorized by law.
(8) 
Prepare and adopt a Master Plan or general plan of development for the municipality, including such elements as may be authorized by law.
(9) 
Be official custodian of the legally established maps of the municipality, including, without limitation thereto, the Official Map, Zoning Map and Election Map, as established, changed or amended from time to time pursuant to law, except that this shall not include the Tax Map.
[1]
Editor's Note: See Ch. 91, Land Development.
B. 
Board of Adjustment. For purposes of the budget, personnel and purchasing, the Board of Adjustment is allocated and assigned within the Division of Planning and Development. The Board shall designate and appoint one of its members as Secretary. The Board of Adjustment shall, with the assistance of the Construction Code Official, administer and enforce the Housing Codes, Plumbing and Electrical Codes, the Zoning Ordinance and programs for neighborhood conservation, improvement and rehabilitation.
[Amended 12-1-1993 by Ord. No. 1993-32]

§ 4-39 Division of Engineering; Township Engineer.

[Amended 12-4-2002 by Ord. No. 2002-33]
A. 
There shall be a Division of Engineering which shall:
(1) 
Provide all staff engineering, including engineering for water and sewer facilities and general municipal engineering and land surveying services.
(2) 
Prepare, maintain and preserve maps, charts and records of roads, utilities, public buildings and structures and all public facilities owned or operated by the municipality.
(3) 
Prepare, review and approve specifications for public works contracts, supervise and inspect the execution of such contracts and certify the satisfactory completion of work to authorize progress payments pursuant to contract.
(4) 
Examine proposed preliminary and final subdivision plats, review them for conformity with the municipal Subdivision Ordinance[1] and other land use requirements and advise the Planning Board as to such matters and inspect and approve all installations made in accordance with the requirements of the Planning Board prior to the acceptance of any street or the release of any security related to a subdivision approval, and the Planning Board shall not act on any subdivision application unless and until the findings and recommendations of the Division of Engineering have been submitted to the Board and made a part of its public record.
[1]
Editor's Note: See Ch. 91, Land Development, Part 2, Subdivision of Land; Site Plan Review.
(5) 
Maintain a Tax Map for the Tax Assessor in a current status and properly record thereon all changes of ownership and information provided pursuant to law.
(6) 
Inspect and control the maintenance of all municipal buildings and structures and establish uniform standards for the protection and preservation of such public property.
B. 
Township Engineer. Within the Division of Engineering there shall be the Township Engineer, who shall be appointed by the Mayor as provided by law and who shall be compensated for all regular services as provided by the salary ordinance of the Township. The Township Engineer shall be a duly licensed professional engineer of the State of New Jersey and shall perform those duties as are prescribed by general law and ordinance and as may be assigned to the Township Engineer.

§ 4-40 Division of Health and Welfare.

There shall be a Division of Health and Welfare, which shall be known as the "Board of Health" and which shall consist of the Mayor, members of Council, the Business Administrator, the Registrar of Vital Statistics, the Township Welfare Officer, the Township Dog Warden and such other assistants and deputies as the Council may otherwise provide by ordinance. The duties of the Division of Health and Welfare shall be as follows:
A. 
To administer and enforce the local health ordinances with the assistance of the Burlington County Board of Health.
B. 
To maintain and administer records of vital statistics, including births, deaths and marriages, in accordance with state law and issue marriage licenses pursuant to law.
C. 
To administer laws and ordinances relating to relief of the needy, including the furnishing of all forms of public assistance to needy persons who are eligible for assistance provided by law through county and state agencies.
D. 
To cooperate with other public agencies and institutions and with voluntary institutions in the certification of medically indigent patients for care and treatment.
E. 
To perform such other functions and duties as the head of the department may from time to time require or deem necessary.