A. 
Under the supervision of the Mayor as chief executive, there shall be a Department of Administration. Within the Department there shall be the following Divisions:
(1) 
Division of Municipal Operations.
(2) 
Division of Finance.
(3) 
Office of the Township Clerk.
(4) 
Division of Law.
B. 
Departmental powers and duties generally. The Department shall assist the Mayor in the direction and supervision of the departments established by this chapter; coordinate the operation and administration of the various departments, divisions and agencies of the Township government; conduct the business operations of the Township and perform such other duties as the Mayor may designate. With respect to the statutory agencies herein designated, the Department shall have the authority of liaison between such agencies and the Departments herein established.
[Amended 10-1-2001 by Ord. No. 25-2001]
Within the Department there shall be a Division of Municipal Operations, the head of which shall be the Township Administrator. The Division shall include such other personnel as shall be authorized by ordinance.
A. 
Duties and powers of Township Administrator.
(1) 
The Township Administrator shall be the chief administrative officer of the Township of Greenwich and shall be responsible to the Mayor and Council for the proper and effective administration of the business affairs of the Township. The duties and responsibilities shall relate to the general management of all Township of Greenwich business, excepting therefrom those duties and responsibilities conferred upon other Township officials by statute, other applicable laws, rules and regulations promulgated by state and county agencies.
(2) 
The Township Administrator shall:
(a) 
Serve as liaison for the Mayor and Council to the federal, state and county governments and to other municipalities and to evaluate the Township's interest in contracts, franchises and other business transactions, as assigned by the Mayor.
(b) 
Supervise and direct the business activities of all municipal departments, offices and agencies, except otherwise provided by law.
(c) 
Serve as the Personnel Officer of the Township and as such shall study, establish, recommend, implement and enforce personnel, organization and policy of the Township of Greenwich and its departments, after consultation with the governing body and department heads; shall be responsible for the maintenance of personnel records on all Township employees.
(d) 
Recommend to the Mayor and Council the suspension or removal of department heads and all other employees, whose manner of appointment is not otherwise specified by law.
(e) 
Receive copies of all general and official correspondence addressed to the Township of Greenwich and shall refer the same to the appropriate officer or department for disposition and reply.
(f) 
Receive and reply to inquiries concerning Township business and provide information and assistance regarding same.
(g) 
Receive complaints regarding services or personnel of the Township. Investigate and dispose of such complaints and maintain a written record of such complaint, including when and what action was taken in response thereto, and provide to the governing body a copy thereof.
(h) 
Attend all meetings of the Township Council and other committees as directed.
(i) 
Prepare and submit to the Township before the close of the fiscal year, or on such alternate date as the Township shall determine, a proposed budget for the next fiscal year and an explanatory budget message. In preparing the proposed budget, the Township Administrator, or an officer designated by him, shall obtain from the head of each department, agency, board or office estimates of revenues and expenditures and other supporting data as requested. The Township Administrator shall review such estimates and may revise them before submitting the proposed budget to the governing body.
(j) 
Prepare and submit the annual budget and capital program to the Mayor and Council.
(k) 
Maintain a continuing review and analysis of budget operations, work progress and costs of municipal services.
(l) 
Supervise the disbursement of all Township funds and review all vouchers and bills for approval before submitting same to Council for final approval.
(m) 
Monitor outstanding bills to confirm that monies owed the Township are promptly paid and that proper proceedings are taken for the security and collection of the Township's claims.
(n) 
Supervise, administer and review the Township's insurance programs.
(o) 
In cooperation with the Finance Office, act as the Purchasing Agent for the Township in accordance with N.J.S.A. 40A:11-9 and within the guidelines established by resolution of the Township Council. The Administrator shall purchase all supplies and equipment for the various agencies, boards, departments and other offices of the Township of Greenwich. All purchases shall be made in strict compliance with the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq., or such other law as may be applicable.
(p) 
Maintain an account of all purchases and shall from time and time or when directed by the Township Council, make a full written report thereof.
(q) 
Solicit quotes, prepare public advertising for bids, solicit and receive bids for purchase of work, materials and supplies on behalf of the Township.
(r) 
Coordinate the preparation of all contracts with the Township Solicitor and supervise the performance and faithful execution of the same except insofar as such duties are expressly imposed upon some other Township officer of official by statute.
(s) 
Insure that the provisions of all franchises, leases, permits and privileges granted by the Township are complied with.
(t) 
Submit to the governing body as soon as possible after the close of the fiscal year a complete written report on the financial and administrative activities of the Township for the preceding year.
(u) 
Inform the Township Council as to the conduct of Greenwich Township affairs, submit periodic reports, either in writing or orally, on the condition of the Township finances, and such other reports, either in writing or orally, as the Township Council shall request, and shall make such recommendations to the Township Council as deemed necessary and advisable for the welfare of the Township.
(v) 
Inform the Township Council as to federal aid projects and state aid projects and any other aid programs for which the Township of Greenwich may qualify.
(w) 
Perform such other duties as may be required by Mayor and Council.
B. 
Preparation of budget. The Division shall prepare the budget document.
(1) 
On or before November 1 of each year, each department head shall submit to the Department of Administration requests for appropriation for the ensuing budget year, including a statement of departmental programs, expenditures and employees for the last completed fiscal year and for the then current fiscal year as estimated, together with the departmental request for the ensuing fiscal year. Significant deviation of the requested amount from the amount currently budgeted shall be accompanied by explanatory information. In a separate capital section, the departmental requests shall also set forth the estimated capital needs and appropriation requests for capital purposes of the department for the then-current fiscal year and for the two ensuing fiscal years.
(2) 
The Division of Municipal Operations shall compile and evaluate the requests for appropriations received from the Department heads, for consideration by the Mayor. During the month of November, each Department head shall appear before the Mayor and the Finance Committee of Council for hearings on the various requests.
(3) 
On or before December 15 of each year, the Chief Financial Officer shall prepare estimates of property and nonproperty tax revenues which may be anticipated for the support of the budget for the ensuing fiscal year.
(4) 
On or before the 31st day of January, the Mayor shall submit the proposed budget to the Council. After consideration by the Council, there shall be appended to the budget a detailed analysis of all items of expenditure and revenue. Said analysis shall include for each line item a comparison of the amounts budgeted for the current year and the amounts budgeted and expended in the previous year.
(5) 
There shall be appended to the budget document a capital section which shall include a budget of capital projects proposed or continued for the current budget year, together with a forecast of capital needs for the ensuing year.
C. 
Adoption of budget. The budget shall be considered, approved and adopted after public hearing and certification by the Director of Local Government in accordance with the Local Budget Law, N.J.S.A. 40A:4-1 et seq.
D. 
Operation of budget.
(1) 
The Mayor and Department of Administration shall supervise the administration of each annual budget. Each Department shall administer its expenditures within the limits of such allotments.
(2) 
No deficits may be incurred within a department. However, upon consultation with the Finance Committee and approval of the Council, priorities and allotments may be shifted within the confines of an annual budget.
E. 
Purchasing. All purchases of any supplies, materials or equipment or contractual services for a department shall be made by the Department of Administration pursuant to a written request from the head of the department whose appropriation will be charged and the certification of the Chief Financial Officer that a sufficient unencumbered balance of appropriation is available to pay therefor. All such purchase contracts shall conform to applicable requirements of state statutes for competitive bidding. Except as the Township Council may authorize in case of emergency, no purchase shall be made and no bill, claim or voucher shall be approved unless the procedures prescribed by or pursuant to this chapter have been followed.
(1) 
Award of contracts. Where contracts are let to public bidding, the Council may, upon recommendation from the head of the Department whose appropriation will be charged, let the contract in the manner prescribed by law. Any such contract shall be executed in the manner provided by this chapter and by general law.
(2) 
Purchase by quotation. Where purchases are made without competitive bidding, the Township Administrator shall obtain, wherever possible, at least three price quotations for the items purchased and shall record and maintain such quotations in his office for at least two years from the time they are furnished. Wherever circumstances permit, the purchase shall be made from the lowest of such quotations received from a responsible bidder.
(3) 
Emergency purchases.
[Amended 8-18-2003 by Ord. No. 16-2003]
(a) 
Emergency purchases. A contract may be awarded or negotiated without public advertising for bids, notwithstanding that the contract price will exceed the bid threshold, when an emergency affecting the public health, safety or welfare requires the immediate delivery of goods or the performance of services provided the award of the contract is made in the manner established herein.
(b) 
Procedure for authorizing emergency contracts. The department head of the department wherein the emergency occurs shall notify the Township Administrator of the need for the performance of the contract, the nature of the emergency, the time of its occurrence and the need for invoking this emergency contract section of the Township Code. The department head providing the notification of emergency shall reduce the request to writing and file it with the Administrator as soon as practicable. The Township Administrator shall advise the Mayor, or, in the Mayor's absence, the President of Council, of the Department Head's request for an emergency contract. The Mayor, or in his absence, the President of Council, will direct the Township Administrator whether to proceed with the emergency purchase. The Township Administrator shall then implement the procedures for undertaking the emergency purchase and, upon doing so, shall also notify the Councilperson who is liaison to the department wherein the emergency occurred of the need to undertake the emergency purchase. Notification of the Councilperson is for information purposes only; the Councilperson shall not participate in the procedure for determining whether to authorize an emergency contract.
(c) 
Payment to contractor. Upon the furnishing of such goods and/or services in accordance with the terms of the emergency contract awarded by the Township Administrator, the contractor furnishing such goods or services will be entitled to payment therefor upon presentation of a duly executed voucher for the emergency services or purchases rendered.
(d) 
Requirement of emergency circumstances. An actual or imminent emergency must exist requiring the immediate delivery of goods or the performance of services in order for the emergency contract to be awarded in accordance with Subsection 3-37(E)(3) et seq.
(e) 
Good faith or lack of foreseeability. This emergency purchase procedure may be utilized only in the event the need for goods or services could not have been reasonably foreseen or the need for such goods or services arose notwithstanding a good faith effort on the part of the governing body to plan for the purchase of any goods or services required by it.
(f) 
Duration of contract. The emergency contract shall be of such limited duration as to meet only the immediate needs of the emergency. Under no circumstances shall this emergency purchasing procedure be used to enter into a multi-year contract.
(g) 
Chain of command in Administrator's absence. In the event the Township Administrator, due to illness, absence, or other incapacity, is unavailable when emergency action may become necessary, then the Superintendent of the Department of Public Works shall be consulted by the department head regarding the emergency purchase. The Superintendent of the Department of Public Works shall then comply with the procedures established in this chapter for emergency purchases and act in place of the Township Administrator. In the event neither the Township Administrator nor the Superintendent of the Department of Public Works is available to advise the Mayor regarding the emergent circumstances, the Municipal Clerk shall then comply with the procedures established in this chapter for emergency purchases and act in place of Superintendent of the Department of Public Works.
(h) 
Coordination with Chief Financial Officer. The official awarding the emergency contract in accordance with Subsection E(3) et seq. shall coordinate his actions with the Chief Financial Officer of the Township so appropriate provision is made for funding the acquisition of emergency services or purchases.
(4) 
Acceptance of material. Upon delivery of materials purchased, the receiving department shall immediately inspect said materials as to quantity, quality and condition in accordance with the purchase order and shall immediately notify the Department of Administration.
(5) 
Purchasing of capital items. All requisitions for capital items shall include references to the appropriate line item in the budget.
F. 
Personnel. The Division shall supervise the hiring policy of the Township as herein established and shall receive and distribute applications for employment, schedule interviews and maintain personnel files and records for all employees of the Township.
G. 
Administrative Assistant/Secretary. Within the Department of Administration, in the Division of Municipal Operations, under the supervision of the Mayor, and subject to the direct supervision of the Township Administrator, there is hereby created the position of Administrative Assistant/Secretary. The essential functions of this position shall be more particularly described in a job description issued by the Greenwich Township Administrator. In general, these essential functions include, but are not limited to, the following.
[Added 2-6-2006 by Ord. No. 2-2006]
(1) 
Assist the Administrator, Mayor and Council.
(2) 
Overviews flow of HR-related information, including data entry, retrieval of records.
(3) 
Manage and maintain all confidential records such as medical insurance-related issues.
(4) 
Coordinate human resources and personnel policies and procedures.
(5) 
Establish data-based documentation of general administrative records.
(6) 
Serve as liaison with third-party vendors for data transmission and changes in benefit plans.
(7) 
Provide troubleshooting support to employees, retirees, and residents.
(8) 
Initiate and coordinate the clerical and secretarial functions required in effective implementation of administration.
(9) 
Coordinates interface with other internal systems such as recordkeeping, reporting, and reviewing of general documentation.
(10) 
Supervises keeping of confidential records such as supervisors' performance appraisals.
(11) 
Arranges, participates in and implements as directed, conferences and committee meetings.
(12) 
Prepare an annual directory of Township officials and employees.
[Added 10-17-2011 by Ord. No. 19-2011]
H. 
Water and Sewer Clerk. Within the Department of Administration, in the Division of Municipal Operations, under the supervision of the Mayor, and subject to the direct supervision of the Township Administrator, there is hereby created the position of Water and Sewer Clerk. The essential functions include, but are not limited to, the following:
[Added 10-17-2011 by Ord. No. 19-2011]
(1) 
Make out all bills for water rents and sewer rents and collect the same when due.
(2) 
Shall keep all books of accounts connected with the carrying on of said water and sewer facilities, including collection of water and sewer connection fees.
(3) 
Such other duties as may be required of him/her by the Mayor and Council.
I. 
Deputy Water and Sewer Clerk. Within the Department of Administration, in the Division of Municipal Operations, under the supervision of the Mayor, and subject to the direct supervision of the Township Administrator, there is hereby created the position of Deputy Water and Sewer Clerk. The essential functions include, but are not limited to, the following:
[Added 10-17-2011 by Ord. No. 19-2011]
(1) 
Assist the Water and Sewer Clerk in issuing bills for water rents and sewer rents and collect the same when due.
(2) 
Under the direction of the Water and Sewer Clerk, shall keep all books of accounts connected with the carrying on of said water and sewer facilities, including collection of water and sewer connection fees.
(3) 
Perform such other duties as may be required by the Mayor and Council and Water and Sewer Clerk.
Within the Department there shall be a Division of Finance, the head of which shall be the Chief Financial Officer, who shall be qualified by training and experience.
A. 
Composition. Upon the supervision of the Chief Financial Officer, the Division of Finance shall include the Accounts and Control Section, the Revenue Section and the Assessment Section. The Division shall also include the Finance Committee of the Council and may also include a Township Insurance Advisor. The Chief Financial Officer shall be appointed by the Mayor with the advice and consent of Council. The Division shall have such other employees as shall be established by ordinance.
B. 
Powers and duties.
(1) 
Under the supervision of the Department Director, the Division shall:
(a) 
Maintain and operate the Township's central bookkeeping and accounting records according to sound accounting principles and in accordance with the requirements of the Director of the State Division of Local Government.
(b) 
Develop, maintain and enforce a uniform system of accounts, including forms, standards and procedures for all Departments of the municipal government.
(c) 
Have custody of all public moneys of the Township and provide proper bank accounts to protect and separate funds.
(d) 
Control all receipts and disbursements of the municipal government and of each of its Departments and preaudit all bills, claims and demands against the Township, including payrolls.
(e) 
Review fund disbursements so that no municipal funds shall be disbursed except pursuant to and within the limits of appropriations made in accordance with the law. All disbursements shall be by bank check or by draft signed by the Mayor and countersigned by the Chief Financial Officer.
(f) 
Make monthly reports to Council of all receipts, expenditures, commitments and unencumbered appropriation balances.
(2) 
Issuance of checks; monthly summary.
(a) 
Prior to issuance of checks by the Chief Financial Officer, vouchers shall be approved by a majority of the whole Council. Each voucher shall be accompanied by a certification by the department head whose department will be charged that the goods have been received by or the services rendered to the Township, except as herein provided.
(b) 
The Chief Financial Officer shall prepare a monthly summary of expenditures, which shall include budgetary line items. Said summary shall be prepared in sufficient quantity for each member of Council, and one copy shall be filed with the Clerk.
(3) 
The Chief Financial Officer, in accordance with the law, is designated as financial officer to issue and award bonds in accordance with the terms of advertised public sale. He shall report at the next meeting the principal amount, interest rate, maturities, price and underwriter. He shall supervise receipt, delivery and transfer of bonds, subject to the Local Bond Law (N.J.S.A. 40A:2-1).
(4) 
The Chief Financial Officer shall receive all moneys paid to any Department of the Township government in the performance of its duties and shall deposit such moneys in an authorized depository of the Township within 48 hours of receiving such moneys or on the first banking day thereafter.
(5) 
The Chief Financial Officer shall supervise compliance with the following uniform standards for requisitions:
(a) 
On all purchases, a purchase requisition (original and four copies) shall be prepared and submitted to the Council for endorsement after it has been approved by the Department Director. The purchase order shall then be signed by the Mayor.
(b) 
An account number shall be assigned to the purchase order, and a record kept thereof.
(c) 
The original shall then be filed in numerical order. It is the authorization for the expenditure and must be kept as the record for such authority.
(d) 
The Township Clerk shall check with the Chief Financial Officer after he is satisfied that there are sufficient funds in the account to be charged; the purchase order and voucher shall then be sent to the vendor with instructions that all bills and accompanying vouchers are to be submitted within 30 days of delivery of the material.
(e) 
The pink and yellow copies shall be delivered to the department head. On receipt of the material purchased, the department head shall so endorse both copies. The pink copy shall be retained and filed by him to be used as an inventory record. The yellow copy shall be returned to the Township Clerk who will thereupon match the purchase requisition with the voucher submitted for payment by the vendor.
(f) 
The yellow sheet and voucher shall then be submitted to the Council for approval for payment.
(g) 
In cases of emergency purchases, the department head shall contact the Mayor for authorization for the purchase. In such case, the purchase requisition shall then be stamped "emergency" before submission to the Council.
(h) 
For services to be rendered, the same procedure shall be followed and the purchase requisitions shall be stamped "service."
(6) 
The Chief Financial Officer shall arrange for the conduct of the annual audit by the Township Auditor, who shall be appointed annually by the Mayor with the advice and consent of the Council, and shall cooperate with the Auditor in the performance of his duties in accordance with state law for municipal audits.
(7) 
The Chief Financial Officer shall have custody of all investments and invested funds of the municipality or in its possession in a fiduciary capacity, except as otherwise provided by law, and keep such funds and all municipal moneys not required for current operation safely invested or deposited in interest-bearing accounts as may be approved by the Council in accordance with law.
(8) 
The Chief Financial Officer shall report to the Council at the final regular meeting of each year on amounts committed for which invoices have not been received and on the purpose for which such appropriation was made.
C. 
Accounts and Control Section. Within the Division there shall be an Accounts and Control Section, which shall assist the Chief Financial Officer in maintaining the financial records of the Township and shall perform such other duties as may be assigned.
D. 
Revenue Section. Within the Division of Finance there shall be a Revenue Section, the head of which shall be the Municipal Tax Collector. The Tax Collector shall:
(1) 
Perform the functions of a collector of taxes under general law, including without limitation thereto the preparation and mailing of tax bills, enforcement of tax collections by tax sales and otherwise and the maintenance of tax accounting records in such a manner as may be prescribed pursuant to the Charter and this chapter.
(2) 
Receive and collect all current and delinquent real property taxes and charge and receive penalties and interest pursuant to law.
(3) 
Make or cause to be made certified 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) 
Maintain suitable books or other records and enter in said books the sums received each day, together with the account to which each receipt is credited.
(5) 
Report monthly to the Council on the total amount collected and on the ratio of tax revenues collected to anticipated revenues.
(6) 
Within 60 days after the end of the fiscal year, report in writing to the Council a true list of delinquent taxpayers for the preceding year or for a period required by the Council.
(7) 
Deposit in the authorized depository of the municipality all moneys received within 48 hours of receipt or upon the first banking day thereafter.
E. 
Assessment Section.
[Amended 9-19-1988 by Ord. No. 15-1988; 10-17-2011 by Ord. No. 19-2011]
(1) 
Within the Division of Finance there shall be an Assessment Section, the head of which shall be the Tax Assessor appointed by the Mayor with the advice and consent of Council. There shall also be a Deputy Tax Assessor, Assessor Clerk, and a Tax Search Officer appointed by the Mayor with the advice and consent of Council.
(2) 
The Tax Assessor and the Deputy Tax Assessor shall be qualified to perform the duties of a Municipal Tax Assessor in accordance with state law.
(3) 
The Tax Assessor shall:
(a) 
Have, perform and discharge all of the functions, powers and duties prescribed by law for a Municipal Assessor.
(b) 
Maintain adequate and current assessment records of each separate parcel of real property assessed or exempted.
(c) 
Establish procedures for the assessment of real property within the Township.
(d) 
When authorized by the Council, conduct assessments for other local governments.
(e) 
Maintain a current Tax Map of the Township as a public record.
(f) 
Maintain a current Sales Map of the Township showing all usable sales and deed dates.
(4) 
The Tax Search Officer shall:
(a) 
Be a bonded official, such bond to be paid for by the Township. The Tax Collector may serve as the Tax Search Officer.
(b) 
Make examinations of tax records regarding unpaid municipal liens and certify the results thereof.
(c) 
Place fees obtained through the performance of a tax search in a special account. The rights to the fees shall remain in the possession of the Township.
(d) 
Receive as compensation such sum as shall be provided in the annual Salary Ordinance.[1]
[1]
Editor's Note: The currently effective Salary Ordinance of the Township of Greenwich is on file in the office of the Township Clerk.
F. 
Finance Committee.
(1) 
Within the Department there shall be a Finance Committee appointed by the Mayor with the advice and consent of Council.
(2) 
The Finance Committee shall consist of one or more members, who shall be Councilmen. The Mayor, with the advice and consent of the Council, may also appoint a citizen of the Township who is qualified by training or experience in financial matters to serve as adviser to the Committee.
(3) 
The Finance Committee shall choose its Chairman annually from among its members.
(4) 
The Committee shall advise the Chief Financial Officer and provide liaison between the Division of Finance and the Council.
(5) 
The Committee shall supervise the investment of Township funds, in accordance with the laws governing the investment of such moneys, and shall make quarterly recommendations to the Chief Financial Officer as to amounts to be invested and the securities or accounts in which moneys are to be invested.
G. 
Insurance Advisor.
(1) 
Within the Division there may be an Insurance Advisor appointed by the Mayor with the advice and consent of the Council. Said Insurance Advisor shall not be an agent of any company or companies providing insurance coverage to the Township during the term of his appointment.
(2) 
The Insurance Advisor shall, when so directed, report to the Chief Financial Officer on the adequacy of the Township's current insurance coverage and, at any time, recommend changes, additions or deletions to existing policies.
H. 
Disbursements.
(1) 
Vouchers for salaries and wages shall include reference to the payee, the amount, the pay period and the account to be charged and shall be prepared by the Clerk for presentation to the Council, as provided in Subsection I.
(2) 
Vouchers for other goods and/or services shall be prepared within seven days of receipt of invoices and shall include reference to the payee, the amount, the goods or services provided and the other information herein provided. Checks shall be issued within seven days of approval of the payment by Council.
(3) 
The Chief Financial Officer shall ensure that all discounts offered are noted on the voucher and shall expedite processing so that discounts will be utilized. The Chief Financial Officer shall ensure that sales tax exemption certificates are filed where appropriate.
I. 
Payroll System. The Township Clerk is hereby authorized and directed to prepare payrolls on a biweekly basis, under the following regulations:
[Amended 5-16-2011 by Ord. No. 11-2011; 10-17-2011 by Ord. No. 19-2011]
(1) 
A separate bank account, designated the Township of Greenwich Payroll Account, shall be established in the banking institution designated as the depository of Township funds by resolution of the governing body.
(2) 
The funds necessary to meet payrolls shall be drawn from the appropriate Township bank accounts. Payroll checks require only two signatures of the following officials: Mayor, Clerk and/or Chief Financial Officer.
(3) 
Payrolls shall be paid on Thursday of the week following the end of each pay period, except that, when such Thursday falls on a legal holiday, the payrolls shall be paid on the day preceding.
(4) 
The annual base payroll shall be paid in 26 equal biweekly installments in the calendar year.
(5) 
In order to conform to the billings of the Public Employees' Retirement System and/or the Police Pension Fund, whenever there are seven pay periods in any quarter, there shall be no retirement deductions in the seventh pay period of such quarter for full-time employees.
(6) 
Withholding taxes and social security deductions shall be adjusted to the biweekly basis.
(7) 
Where an employee works for less than the biweekly pay period, the amount due an employee shall be determined by dividing the annual rate of compensation by 365 to determine the daily rate of pay and by deducting from the amount of biweekly pay, as determined in Subsection I(4) hereof, the amount of the daily rate of pay times the number of days not worked during the pay period.
(8) 
The work record required for the computation of each payroll shall be submitted by the responsible official to the office of the Township Clerk not later than the first business day after the close of each pay period or, in the case of a holiday falling on that day, than the Friday before.
[Amended 10-1-2001 by Ord. No. 25-2001; 2-22-2011 by Ord. No. 3-2011; 10-17-2011 by Ord. No. 19-2011]
Within the Department there shall be the Office of the Township Clerk, the head of which shall be the Township Clerk, who shall be appointed by the Mayor with the advice and consent of Council. The Township Clerk shall report directly to the Township Administrator.
A. 
Composition. The Office of the Township Clerk who shall assist the Township Clerk. Deputy Township Clerk, Assistant Deputy Clerk, Assessment Search Officer, and Clerical Assistance.
B. 
Duties and powers of Clerk.
(1) 
The Clerk shall be the Clerk of the Council, perform such functions as may be required by law of Township Clerks generally and perform such other duties as may be prescribed for Clerk of the Council by Article II of this chapter.
(2) 
The Clerk shall:
(a) 
Record all ordinances and resolutions adopted by the Council and, at the close of each year, with the advice and assistance of the Municipal Attorney, bind, compile or codify all the ordinances and resolutions or true copies thereof of the municipality which then remain in force and effect.
(b) 
Properly index the record books, compilation or codification of ordinances and resolution.
(c) 
Perform those duties prescribed for Township Clerks by the Charter with respect to petitions of recall, initiative and referendum.
(d) 
Prepare a copy of all ordinances and proposed ordinances which will require publication under the Charter or general law and cause the same, properly attested, to be published in any newspaper legally qualified for the publication of official advertisements and file in his office the requisite proofs of such publication.
(e) 
Issue all licenses and permits and collect all fees for which no other provision has been made by this chapter.
(f) 
Have custody of the Township Seal and affix it to such books, papers and documents as may be authorized pursuant to law.
(g) 
Have and take custody of all official books, papers and documents of the Township for which no other repository is provided by the Charter or ordinance and preserve and keep them safely.
(h) 
Maintain use records of the equipment and facilities under his/her custody, an inventory of supplies and a replacement schedule of equipment and facilities.
(i) 
Perform the duties of Voting Registrar as provided by law.
(j) 
Be the depository and custodian of all official surety bonds furnished by or on account of any Township office, officer or employee, except his/her own bond, which shall be placed in the custody of the Township Chief Financial Officer; all insurance policies upon or with respect to risks insured for the benefit of the Township or to protect it against any claims, demands or liability whatsoever; and all formal contracts for work, labor, services, supplies, equipment and materials to which the Township may be a party. The Clerk shall also have custody of all leases of property owned by the Township and shall be the depository for and have custody of all performance bonds running to the Township as obligee and other forms of noncash security given by any contractor, subdivision developer or other persons on account of work done or to be done in or for the Township.
(k) 
Perform the duties of the issuing authority for the approval of the granting of bingo and raffle licenses pursuant to N.J.A.C. 13:47-1.1 et seq.
C. 
Deputy Clerk.
(1) 
The office of Deputy Clerk is hereby created in and for the Township of Greenwich pursuant to the provisions of this section. The Deputy Clerk shall devote his full time and attention to the duties of his office and shall be bonded, at the expense of the Township, for the faithful performance of his duties.
(2) 
The Deputy Clerk shall be chosen solely upon the basis of his executive and administrative qualifications, with special reference to his actual experience in or his knowledge of accepted practice with respect to the duties of his office as hereinafter set forth. At the time of his appointment and during his tenure of office, he must reside within the municipality.
(3) 
The Deputy Clerk shall receive as salary such sum as may be fixed by the annual Salary Ordinance of the Township.
(4) 
The Deputy Clerk shall be under the supervision of and responsible to the Township Clerk and the Mayor for all actions relevant to the duties and responsibilities of said office to the extent not prohibited by law.
[Amended 5-16-2011 by Ord. No. 11-2011]
(5) 
The Deputy Clerk, for the purpose of carrying out his responsibilities, shall develop, promulgate and implement, with the approval of the Clerk and Mayor, sound administrative, personnel and purchasing practices and procedures for all departments, offices and agencies of the Township of Greenwich and shall to that end:
(a) 
Study, recommend, implement, maintain and supervise, the personnel organization and records, administrative procedures, purchasing procedures, financial procedures and the policies of the Township relative thereto following consultations with Department heads, officers and the Mayor.
(b) 
Study, recommend, implement and supervise procedures and policies of the Township, its departments and officers, for the receipt, dissemination and collation of information and communications and the responses thereto, following consultations with Department heads, officers and the Mayor.
(c) 
Study, recommend, implement and supervise procedures and policies of the Township and its departments for the coordination, compilation, editing and prompt dissemination and release of public information, upon the recommendation and authorization of the Mayor.
(d) 
Make studies and surveys of such municipal problems of the Township of Greenwich as shall be assigned to him from time to time by the Mayor and prepare and submit written reports of his findings and determinations to the Mayor and Council for their consideration and action. He shall be responsible to see that any complaints concerning the functions and obligations of the Township of Greenwich made by any of its residents, citizens or taxpayers are promptly attended to and a written record kept of such complaints when made and when and what action was taken in response thereto and present a copy of said written record to each member of the Township Council.
(e) 
Conduct a continuous study of all activities and operations of the Township government and recommend such changes as he shall deem necessary to increase the efficiency and effectiveness of the Township government.
(f) 
Assist the Mayor in the preparation of the annual Township operating and capital budget to be considered and adopted by the Township Council.
(g) 
Maintain records of all property owned by the Township and have custody of all municipal property, real and personal, not assigned to any other department or office.
(h) 
Assign office space, furniture and facilities at all municipal buildings among and with the various departments.
(i) 
Refer all requests for municipal services to the appropriate department or officer.
(j) 
Attend all public meetings of the Township Council and any other meetings, wherever such meetings may be held, when so requested by the Mayor.
(k) 
Keep the Mayor informed as to federal aid projects, state aid projects and any other aid programs for which the Township of Greenwich may qualify.
(l) 
Assume and perform the duties of a payroll Clerk, which duties shall include the preparation and distribution of all Township payrolls and fulfilling the requirements of the United States Internal Revenue Code with respect to withholding income taxes and social security taxes and filing returns.
(m) 
He shall perform such other duties as may be from time to time specifically assigned to him by the Mayor.
(6) 
Nothing in this section shall derogate from or authorize the Deputy Clerk to exercise the powers and duties of the elected and appointed officials and employees.
(7) 
Notwithstanding the fact that reference to this office holder is in the masculine pronoun, the office may be held by either a male or a female.
D. 
(Reserved)[1]
[1]
Editor's Note: Former Subsection D, Tax Search Officer, was repealed 10-17-2011 by Ord. No. 19-2011; see now § 5:36-E(4).
E. 
Assessment Search Officer.
(1) 
The position of Assessment Search Officer within the office of the Township Clerk is hereby created. The Assessment Search Officer shall be a bonded official, such bond to be paid for by the Township. The Township Clerk may serve as the Assessment Search Officer.
(2) 
The Assessment Search Officer shall make examinations and issue assessment search certificates with respect to liens for municipal assessments or improvements approved but not yet certified.
(3) 
Fees obtained through the performance of an assessment search shall be placed in a special account. The rights to the fees shall remain in the possession of the Township.
(4) 
Said appointed official may receive as compensation such sum as shall be provided in the annual Salary Ordinance.[2]
[2]
Editor's Note: Former Subsection F, Water and Sewer Clerk, which immediately followed this subsection, was repealed 10-17-2011 by Ord. No. 19-2011; see now § 5-35H. Former Subsection G, Deputy Water and Sewer Clerk, added 10-1-2001 by Ord. No. 25-2001, which immediately followed former Subsection F, was superseded 10-17-2011 by Ord. No. 19-2011; see now § 5-35I.
Within the Department there shall be a Division of Law under the direction of the Township Attorney, who shall be appointed by the Mayor with the advice and consent of Council for a term of one year, within the limits of available appropriations. Prior to his appointment he shall have been duly admitted to the practice of law in the State of New Jersey for at least three years.
A. 
The Township Attorney shall represent the Township in all legal matters and shall advise and assist the Mayor, the Council and the Department as required in the administration of the Township government. He shall attend meetings of the Council, draft ordinances and resolutions and give opinions and rulings on questions of law which may arise at Council meetings. He shall prepare or approve all legal instruments relating to the business of the Township. He shall represent the Township in any litigation and conduct trials, appeals and other proceedings affecting the interest of the Township as he may, in his discretion, determine to be necessary or desirable or as directed by the Mayor or Council.
B. 
Additional duties. The Township Attorney shall also:
(1) 
Maintain records of all actions, suits, proceedings and matters which relate to the Township's interest and report thereon from time to time as the Mayor or Council may require.
(2) 
Have power to enter into any agreement, compromise or settlement of any litigation in which the Township is involved, subject to the approval of the Council.
(3) 
Upon the termination of his service with the Township, forthwith surrender to his successor all Township property, papers and records, together with a written consent to substitution of his successor in any pending actions or proceedings.
C. 
Special counsel. Whenever he deems the interests of the Township so to require, the Township Attorney may, with the approval of the Mayor and within the limits of available appropriations, appoint special counsel to assist him in the preparation, trial or argument of any issue or in such other capacity as he may determine. If the Township Attorney should be disqualified with respect to any matter, the Mayor may appoint special counsel, with the approval of the Council, to represent the Township for and with respect to such matter.
D. 
The Township Attorney shall receive as compensation for his services a salary for that office in such amount as shall be fixed by the governing body of the Township in the annual Salary Ordinance and, in addition thereto, compensation in accordance with a fee schedule filed with and approved by the Township Council. The salary shall be paid for the following services: attendance at regular and special meetings of the Township Council; preparation of recurring, annual ordinances and resolutions except those pertaining to special services enumerated hereinafter; and general legal advice to the Mayor, Council and officers of the Township not requiring extensive research. Special services for which the Township Attorney shall be compensated on the basis of a fee schedule filed and approved by the Township Council are comprised of the following:
(1) 
Any and all suits or actions at law or equity or administrative proceedings to which the Township may be a party or in which it may have an interest.
(2) 
Any and all financing by way of capital improvements, bonding or otherwise.
(3) 
Any and all special assessment proceedings, tax lien foreclosure and condemnation proceedings.
(4) 
Any and all real estate matters.