[Amended 9-8-1981 by Ord. No. 13-81; 7-13-1982 by Ord. No. 15-82]
A. There is hereby created the Department of Administration, which Department
shall be headed by the Borough Manager. Included in this Department
shall be the office of the Municipal Clerk, who shall be appointed
by the Borough Council and shall possess the background and training
in government work to perform the duties of this office. This office
may be combined with that of the Borough Manager, as provided by statute.
The Clerk shall hold office for a term of three years and shall receive
such compensation as may be provided by the Salary Ordinance. If the position is held by the Borough Manager, there
shall be no compensation other than that provided for the Manager.
In the event that the Manager shall also be appointed Clerk, the Clerk
shall serve at the pleasure of the Borough Council.
B. There may be a Deputy Municipal Clerk, appointed by the Borough Clerk
for a term of one year, and who shall receive such compensation as
shall be provided by the Salary Ordinance. This Deputy may also hold another office or perform other administrative work for the municipality; otherwise, the duties shall be those designated by the Manager and provided by the laws for the Clerk. The Borough Manager may administer this Department pursuant to §
3-21 of the Borough Code and other ordinances and portions of the general law which may apply.
[Amended 9-8-1981 by Ord. No. 13-81; 7-13-1982 by Ord. No. 15-82]
The Borough Clerk shall serve as Clerk of Council. He or she
shall attend meetings of the Council and cause to be kept the minutes
of the proceedings of the Council. In his absence, the Deputy Clerk
shall be authorized to serve in his or her place and stead with the
same duties. The minutes of the meetings shall, upon approval, be
signed by the presiding officer of the meeting and the Clerk or Deputy
Clerk, thereby signifying that they have been approved by the Council.
[Amended 9-7-2021 by Ord. No. 2021-09]
The Municipal Clerk shall be the primary custodian of all municipal
records and the Manager shall be the deputy records custodian, acting
in the absence of the Municipal Clerk, except as set forth below:
A. Police records.
The Washington Township Police Department is the custodian of all
police records maintained on behalf of the Borough of Washington.
B. Tax and
sewer collection records. The Borough Tax Collector is the custodian
of all records related to property tax and sewer collection records.
C. Tax assessment
records. The Borough Tax Assessor is the custodian of all records
related to property tax assessment.
D. Construction,
buildings, fire, electrical, plumbing records. The Borough Construction
Official is the custodian of all records relating to construction,
building, fire, electrical, and plumbing permits and violations.
E. Purchasing
and finance records. The Chief Financial Officer is the custodian
of all municipal records relating to purchasing and finance.
F. Personnel
and civil service records. The Administrative Clerk of the Finance
Department is the custodian of all personnel and civil service records.
G. Animal control
records. The Animal Control Officer is the custodian of animal control
records.
H. Department
of Public Works records. The certified Public Works Manager is the
custodian of Public Works records.
I. Fire Department
records. A person designated by the Washington Fire Department is
the custodian of Fire Department records, insofar as such records
are subject to disclosure under the Open Public Records Act (N.J.S.A.
47:1A-1 et seq.)
J. Bureau of
Fire Prevention. The Fire Marshal is the custodian of Bureau of Fire
Prevention records.
K. Land Use
Board records. The Secretary to the Land Use Board is the custodian
of all records related to the Land Use Board.
The Clerk shall cause the corporate seal, described in Article
I, §
3-3 of this Administrative Code, to be affixed to instruments and writings when authorized by ordinance or resolution of the Council or when necessary to exemplify any document on record in his office or to certify any act or paper which, from the records in his office, shall appear to have been a public act of the municipality on a public document. He shall not affix the said seal or cause or permit it to be affixed to any other instrument or writing or other paper unless required by law or ordinance.
The Clerk, subject to supervision of the Manager, shall:
A. Be the depositary custodian of all official surety bonds furnished
by or on account of any officer or employee, except his own bond,
which shall be filed with the Borough Treasurer, and of all insurance
policies upon or with respect to risks insured for the benefit of
the Borough or to protect it against any claim, demand or liability
whatsoever, and of all formal contracts for work, labor, services,
supplies, equipment and materials to which the municipality may be
a party.
B. Have custody of all leases of property owned by the Borough.
C. Be the depositary for and have custody of all performance bonds running
to the municipality as oblige, or any other form of security given
by any contractor, subdivision developer or other persons on account
of work done or to be done in and for the municipality.
D. Report to the Manager annually, or at such time as the Manager may
require, on the coverage, expiration date and premium of each surety
bond and the contract of insurance, the nature and term of outstanding
leases, the rent received by each and their respective expiration
dates.
In addition to such other functions, powers and duties as may
be prescribed by the Charter and ordinances, and subject to the direction
and supervision of the Manager, the Clerk shall:
A. Perform all of the functions required of municipal clerks by the
General Election Law (Title 19 of Revised Statutes) and other laws
or ordinances.
B. Administer the provisions of the municipal ordinances with reference
to the licensing of occupations and activities for which licenses
are required by law or ordinance to be obtained from the Clerk.
C. Issue such licenses as may be authorized by the Council, pursuant
to the State Alcoholic Beverage Control Law (N.J.S.A. 33:1-1), in
the ordinances of the municipality.
D. Have such other, different and additional functions, powers and duties
as may be prescribed by law and ordinance or delegated to him by the
Manager.