[HISTORY: Adopted by the Mayor and Council of the Borough of Stanhope
10-29-1979 by Ord. No. 1979-12. Amendments noted where applicable.]
The office of Borough Administrator is hereby created in and for the
Borough of Stanhope pursuant to N.J.S.A. 40A:9-136 et seq. and in accordance
with the provisions of this chapter.
A.
Term. The term of office of the Administrator shall be
at the pleasure of the governing body.
B.
Appointment. The Administrator shall be appointed by
the Mayor with the advice and consent of the Council. Vacancies shall be filled
in the same manner as the original appointment.
C.
Absence, disability. During the absence or disability
of the Administrator, the Mayor and Council may, by resolution, appoint an
officer or regular employee of the borough to perform the duties of the Administrator
during such absence or disability. Such absence or disability shall be limited
to three continuous months after which time the absence or disability may
be deemed a vacancy.
D.
Removal. The Borough Administrator may be removed from
office by a two-third vote of the governing body. The resolution of removal
shall become effective three months after its adoption by the governing body.
The governing body may provide that the resolution of removal shall have immediate
effect, provided, however, that the governing body shall cause to be paid
to the Administrator forthwith any unpaid balance of his salary and his salary
for the next three calendar months following adoption of the resolution of
removal.
[Amended 7-27-1999 by Ord.
No. 1999-14]
E.
Compensation. The Borough Administrator shall receive
as salary such sums as may be fixed and adopted by the Salary Ordinance of
the Borough of Stanhope.
F.
Job performance review. The governing body may conduct
performance reviews of the work performed by the Borough Administrator under
this chapter from time to time as the governing body, in its sole discretion,
may determine is appropriate.
[Added 7-27-1999 by Ord.
No. 1999-14]
A.
The Borough Administrator shall be chosen solely on the
basis of executive and administrative abilities and qualifications, with special
regard to education, training and experience in government affairs and shall
have, as a minimum, a bachelor's degree in municipal management, business
or public administration, accounting or related business, administrative,
legal or public service fields, or at least five year's time of equivalent
experience. Previous responsible, successful experience in municipal government
and possession of a master's degree in public administration, business administration
or municipal management may be preferred.
B.
The Administrator shall not hold any classified civil
service position for the Borough of Stanhope while serving as Borough Administrator.
[Amended 10-26-1999 by Ord.
No. 1999-21]
C.
No elected member of the governing body may receive such
appointment as Administrator during the member's normal term of office or
within three years after the normal expiration of the member's normal term
of office, except for the possibility of interim appointment to fill an absence
or vacancy, not to exceed 90 days.
The Administrator shall be the chief administrative officer of the Borough
of Stanhope and shall be responsible to the governing body as a whole for
the proper and efficient administration of the business affairs of the borough.
The Administrator's duties and responsibilities shall relate to the management
of all borough business, except those duties and responsibilities conferred
upon the borough officials by state statute, other applicable laws, rules
and regulations promulgated by state and county agencies or such as the governing
body may reserve to itself through this chapter. The members of the governing
body shall not give orders or direction to any borough employee except through
the Administrator.
A.
The Borough Administrator shall act as the chief administrative
officer of the borough. The Administrator's duties shall include the development
of rules and regulations for administrative procedures governing purchasing
practices, operation of all departments, personnel management and general
coordination of departments, offices, boards and agencies of the borough,
all for the purpose of increasing the effectiveness and efficiency of the
borough government and promoting its economic and responsive operation.
B.
The Administrator shall perform the duties hereinafter
enumerated and such other duties as may be assigned by the governing body.
The Administrator's entire time and effort shall be devoted to the performance
of the duties and functions of the position of Administrator, and the Administrator
shall not engage in any other occupation or employment while employed by the
borough except as approved by the governing body. The Administrator shall:
(1)
Represent the borough and assert its proper interests
in relation to the state and other political subdivisions, and with respect
to borough contracts and franchises.
(2)
Attend all regular monthly meetings of the governing
body and work and agenda sessions for these meetings, with the right to speak
but not vote on all agenda items, and attend other meetings as directed by
the governing body, and shall receive notice of all special meetings of the
governing body and all advisory committees, boards, commissions and other
agencies of the borough; keep the governing body informed as to the conduct
of the borough affairs; submit periodic reports, either in writing or orally,
on the condition of the borough finances; shall submit other reports, either
in writing or orally, as the governing body shall request; and make recommendations
to the governing body necessary and advisable for the welfare of the borough.
The Administrator shall submit to the governing body, as soon as possible
after the close of the fiscal year, a complete written report on the administrative
activities of the borough for the preceding year.
(3)
See that the provisions of all franchises, leases, permits
and privileges granted by the borough are complied with and provide periodic
reports on said compliance upon request.
(4)
Study the governmental and administrative operations
and needs of the borough and prepare and recommend to the governing body necessary
and desirable plans and programs to meet present and foreseeable needs.
(5)
Develop, prescribe and enforce rules and regulations
for the efficient management of the borough government, for the avoidance
of any duplication or overlapping of effort among the departments or among
the units within a department and for the improvement of methods and procedures
of administration.
(6)
Respond to public inquiries that address the operation
of the borough government.
(7)
Keep the governing body informed as to the federal aid
projects and any other aid programs for which the borough may qualify and
actively pursue said projects and programs upon instruction by the governing
body.
(8)
Be responsible for the administration of the budget after
its adoption by the governing body and the implementation of the work programs
contained in the budget.
(9)
Oversee the execution and enforcement of the laws of
the State of New Jersey and ordinances and resolutions of the governing body.
(10)
Receive copies of all general and official correspondence
addressed to the Borough of Stanhope and see that they are referred to the
appropriate officer or department for disposition and reply.
(11)
Integrate and coordinate the functions of all departments,
boards, agencies, offices and officials and maintain liaison with the Stanhope
Board of Education and the Lenape Valley Regional High School Board of Education.
The Administrator shall be responsible for continually improving communications
among the various borough personnel, departments, agencies, boards and the
governing body.
(12)
Recommend the employment of experts and consultants to
perform work and render advice in connection with borough projects.
(13)
Assist the governing body in the preparation of the agenda
for each voting meeting of the governing body and supply facts pertinent thereto
in time for the work session preceding the meeting, and, further, shall arrange
meetings and conferences when so required by the governing body.
(14)
At the request of the governing body, inspect the duties
and responsibilities of any elected or appointed official and department of
the borough, submitting a report relating thereto to the governing body for
such further action as the governing body may deem advisable in such instance.
This subsection shall not apply to the members of the governing body.
(15)
Attend to the letting of contracts, in due form of law,
and supervise their performance and faithful execution except insofar as such
duties are expressly imposed upon some other borough officer or official by
statute.
(16)
See that all money owed the borough is promptly paid
and that proper proceedings are taken for the security and collection of all
the borough's claims.
(17)
Perform such other duties as may be required by the governing
body.
The Administrator shall supervise all personnel of the borough through
the respective department heads and direct the business activities of all
borough departments, including the direction of central purchasing and recommending
to Mayor and Council the employment and replacement of personnel as may be
required in said departments within the limits prescribed by the budget and
as hereinafter provided. The Administrator shall:
A.
Have all complaints regarding services or personnel of
the borough referred to the office of the Administrator. The Administrator
or an officer designated by the Administrator shall investigate and dispose
of such complaints, and the Administrator shall keep a written record of such
complaints and when and what action was taken in response thereto and provide
the governing body with a copy thereof when requested so to do.
B.
Study, recommend, implement and enforce the financial
procedures and policies of the borough and its departments after consultation
with department heads and approval of the governing body.
C.
Establish and maintain sound working, personnel and administrative
rules, regulations and practices, and appropriate records and reports, subject
to such policies as may be established from time to time by employee contracts.
D.
Require the various departments of the borough to furnish
annually an adequate inventory of all equipment, materials and supplies in
stock and recommend the sale of any surplus or obsolete equipment, materials
and supplies.
E.
Ensure that there is an up-to-date and coordinated filing
system for all borough departments, offices, boards and agencies.
F.
Negotiate contracts for the borough upon request of the
governing body and subject to the approval of the governing body.
G.
See that all terms and conditions imposed in favor of
the borough or its inhabitants in any statute or contract are faithfully kept
and performed and, upon knowledge of any violation, call the same to the attention
of the governing body.
H.
Make any recommendations which may increase the efficiency
of the operation of the borough.
I.
Continually review and supervise the borough's insurance
program.
J.
Be responsible for the overall supervision and maintenance
of real property owned by the borough, except as modified through delegation
by the governing body or ordinance to autonomous boards or commissions.
K.
Be responsible for the conduct of a sound investment
program subject to governing body policy, and report such actions and results
to the governing body semiannually or more frequently when directed.
L.
Assign office space, furniture and facilities among and
within departments.
A.
The Administrator shall be the purchasing officer of
the borough and shall purchase, or supervise the purchase of, in accordance
with the provisions of the governing statutes and sound purchasing practices,
all materials, supplies and equipment of the various agencies, boards, departments
and other offices of the borough. The Administrator shall keep or cause to
be kept an account of all purchases and shall from time to time or when directed
by the governing body make a full report thereof.
B.
The Administrator shall:
(1)
Establish rules, regulations, standards and specifications
to control all purchases by the borough and recommend to the governing body
such standards as to quality, size and variety of articles, equipment and
supplies used by the offices and departments of the borough, to make possible
uniform purchasing practices.
(2)
Act as purchasing agent in the purchase of such materials,
equipment and supplies, and to issue or supervise the issuance of the necessary
purchase orders for such materials, equipment and supplies for all departments.
(3)
Ensure that all purchases are at the most favorable price
to the borough.
(4)
See to it that the materials, equipment, services or
supplies delivered are correct in number or amount and comply with the standards
and specifications prescribed by the governing body as agreed to at the time
of purchase.
C.
The Administrator shall advertise for proposals for the
furnishing of work, equipment and materials and receive bids therefor at the
direction of the governing body.
D.
The Administrator shall review, validate and recommend
all bills and vouchers for payment prior to final approval by the governing
body and shall establish procedures associated with the voucher process.
E.
The Administrator shall have no interest, directly or
indirectly, in any contract job for work or materials, or the profits thereof,
to be furnished to or performed for the borough.
[Amended 10-27-1981 by Ord.
No. 1981-12]
A.
The Administrator shall serve as the personnel officer
of the borough and, as such, shall recommend to the Mayor and Council the
hiring and promoting of employees of the borough subsequent to satisfactory
completion of a probationary period and shall recommend advancement of such
employees to the next step and, when he deems it necessary or advisable for
the betterment of the borough, shall recommend to the Mayor and Council the
discharge of employees, provided that persons covered by the Civil Service
provisions of this state or other applicable statutes shall be promoted, hired,
suspended or discharged only in accordance with such provisions.
B.
The Administrator shall have the power to discipline
and/or suspend employees, provided that persons covered by the Civil Service
provisions of this state or other applicable statutes shall be disciplined
and/or suspended only in accordance with such provisions.
A.
In preparation for the annual borough budget to be proposed
to the Council for adoption, the Administrator or an officer designated by
the Administrator shall obtain from the head of each department, committee,
board, commission, agency or officer estimates of revenues and expenditures
and other supporting data as requested. Said data are to be supplied by November
l, with copies distributed to the governing body prior to the public budget
hearings.
B.
The Administrator shall prepare and compile budget studies,
analyses and schedules; assist in the conduct of public departmental, board,
committee and commission budget hearings during the months of November and
December in each year; and, in conjunction with the Treasurer, otherwise assist
the Mayor and Council in such manner as they shall require in the preparation
of the annual borough budget. The Administrator shall help draft an explanatory
budget message, including a comparison of prior years appropriations and expenditures
and an analysis of the proposed expenditures. Upon adoption of the budget,
current accounts of the expenditures made shall be kept on a monthly basis
based upon the supplemental detail of the adopted budget. The Administrator
shall maintain a continuing review and analysis of budget operation, work
progress and costs of municipal services.
C.
The Administrator shall prepare the temporary budget
for presentation at the January regular meeting of the governing body.
D.
Upon request, and as requested, the Administrator shall
assist the Planning Board in the development of the capital improvement plan.
Nothing in this chapter shall derogate from or authorize the Borough
Administrator to exercise the powers and duties of the elected and appointed
officials of the borough.
The Borough Administrator shall furnish a surety bond to be approved
by the governing body, said bond to be conditioned upon the faithful performance
of his duties. The premium of said bond shall be paid by the borough.
If any section, subsection, sentence clause, phrase or portion of this
chapter is for any reason held invalid or unconstitutional by any court of
competent jurisdiction, such portion shall be deemed a separate, distinct
and independent provision, and such holding shall not affect the validity
of the remaining portions hereof.
All ordinances or parts thereof or resolutions inconsistent with the
provisions of this chapter are hereby repealed to the extent of their inconsistency.
This chapter shall take effect immediately upon publication and final
passage pursuant to law.
