[HISTORY: Adopted by the City Council of
the City of Vineland 12-18-1976 by Ord. No. 1062 (Ch.
4 of the 1990 Code). Amendments noted where applicable.]
There is hereby established the Department of
Administration of the City of Vineland,[1] the head of which shall be designated and known as the
"Business Administrator," in accordance with N.J.S.A. 40:69A-44.
The Business Administrator shall be appointed
by the Mayor of the City of Vineland, with the advice and consent
of the City Council.
The Business Administrator shall be appointed
for and serve during the term of office of the Mayor appointing him
and until the appointment and qualification of his successor.
No person shall be qualified for appointment
as Business Administrator unless such person shall have 10 years'
administrative experience in business or government and have actual
experience in or knowledge of budget preparation, centralized purchasing
functions and development and administration of personnel systems.
In accordance with N.J.S.A. 40:69A-44, any person appointed as Business
Administrator need not reside in the City of Vineland at the time
of his appointment, but during his tenure in office, he may reside
outside of the City of Vineland only with the approval of the City
Council.
[Amended 6-23-1992 by Ord. No. 92-40; 7-25-2000 by Ord. No. 2000-62; 12-26-2001 by Ord. No.
2001-86]
The Business Administrator shall:
A.
Prescribe the internal organization of the work of
the Department, consistent with applicable statutes and ordinances.
B.
Appoint, direct and supervise subordinate officers
and employees of the Department and make individual work assignments.
D.
Provide information reports on the work of the Department
as may be required by the Mayor.
E.
Serve as hearing officer in lieu of the department
head as required in any departmental hearing of the City of Vineland.
F.
Administer an information systems office for the provision
of technology services to all departments.
G.
Perform such other duties as directed by the Mayor
not inconsistent with applicable statutes and ordinances.
[Amended 12-26-2001 by Ord. No. 2001-86]
Under the general supervision of the Mayor and
direct supervision of the Business Administrator, the Department of
Administration shall:
A.
Prescribe and prepare uniform forms for budget requests
for use by all departments, boards and agencies; review and analyze
all budget requests for appropriations and make recommendations and
comments; assist in the conduct of annual budget hearings; and otherwise
assist the Mayor in the preparation of the City budget.
B.
Administer a centralized purchasing system.
C.
Be responsible for the development and administration
of a sound personnel system, including, without limitation, maintaining
a job classification and pay plan based upon the duties, authority
and responsibilities of offices, employments and positions in the
City.
D.
Receive all bidding documents for City contracts from
the Purchasing Board, tabulate all bids and make reports and recommendations
to the City Council regarding the same.
E.
Maintain a continuing review of federal and state
aid programs of interest to the City of Vineland so that the City
may apply for available funding.
F.
Provide technology services to all departments through
an information systems office, as well as care for, store and maintain
information systems equipment owned by the City of Vineland and in
the custody of the Department.
G.
Assign office space, furniture and facilities among
and within City departments and agencies.
H.
Perform such other duties, as prescribed by the City
Council, not inconsistent with applicable statutes and ordinances.
I.
Operate and
maintain public buildings owned or leased by the City.
[Added 10-24-2023 by Ord. No. 2023-61]
Within the Department of Administration, there
shall be a Division of Personnel, the head of which shall be the Personnel
Officer. Under the general supervision of the Mayor and the Business
Administrator and under the direct supervision of the Personnel Officer,
the Division shall:
A.
Maintain personnel files for each official, department
head and employee, which files shall include, without limitation,
any appointment papers, applications, civil service test certifications,
documents relating to all civil service and/or departmental actions
pertaining to each individual, and employee benefits records.
B.
Coordinate all civil service actions relating to any
employee and act as a clearinghouse for all department heads or other
appointing authorities for the transmittal and receipt of all civil
service forms and correspondence.
C.
Certify the employment and/or eligibility of City
employees for the Public Employees Retirement System of New Jersey,
the Police and Firemen's Pension Fund of New Jersey, the Old Age and
Survivors' Insurance System and any and all employee benefit plans.
D.
Maintain a continuous study of the operation and effect
of personnel administration, including hours and days of work, leaves
of absence, sick leaves, vacations, pensions and retirement, and report
its findings and recommendations to the Business Administrator and
the Mayor.
[Added 12-23-1980 by Ord. No. 1236; amended 12-11-1984 by Ord. No. 84-52; 12-26-1984 by Ord. No.
84-59; 12-26-2001 by Ord. No. 2001-86]
The City Treasurer shall be assigned to the
Department of Administration.
[1]
Editor's Note: Former § 5-10, Division of Equipment Maintenance
and Vehicle Fueling Facility, added 10-24-2017 by Ord. No. 2017-72,
was repealed 4-13-2021 by Ord. No. 2021-18.
A.
The City Engineer shall be appointed by the Mayor with the advice
and consent of City Council and shall serve during the term of the
Mayor and until the appointment and qualification of his/her successor
in accordance with N.J.S.A. 40:69A-43. The City Engineer shall be
the supervisor of the Division of Engineering and shall be directly
responsible to advise the Business Administrator and other municipal
elected officials, departments and employees of the proper compliance
and administration of various laws, regulations, technical practices,
operations, and management technique with regards to the Division
of Engineering and related activities conducted by the municipality.
[Amended 7-23-2019 by Ord. No. 2019-48]
B.
Salary of City Engineer, full-time position. The City Engineer shall
receive an annual salary to be paid in the same manner as department
heads and officers of the City of Vineland, with the salary range
as set forth in Ordinance No. 8 and amendments thereto. The position
of City Engineer shall be considered a full-time position.
C.
Outside employment. The City Engineer shall be permitted to accept
outside employment so long as it does not interfere with the performance
of all of the duties of the position of City Engineer as required
by the City, including but not limited to response to a reasonable
amount of time beyond the regular work week. Outside employment shall
not interfere with or alter work, lunch or break schedules and shall
not involve City property, including but not limited to City vehicles
or office supplies. The use of the internet, emails or telephone may
be permitted sporadically with the approval of the Business Administrator.
No outside employment is permitted that would compromise their legal
or ethical obligations to the City.
[Amended 2-8-2022 by Ord.
No. 2022-09]
D.
Qualifications of City Engineer. The City Engineer of the City of
Vineland shall be a licensed professional engineer, licensed in the
State of New Jersey with a civil engineering background. The City
Engineer shall have a minimum of 10 years' experience as a licensed
professional engineer in the State of New Jersey and shall have minimum
of five years' experience working as a professional engineer for a
governmental entity in the State of New Jersey.
[Amended 7-23-2019 by Ord. No. 2019-48]
E.
Powers and duties of City Engineer. The City Engineer, in addition
to the functions, powers and duties that are hereby or may hereafter
be conferred and imposed upon him/her by law and the ordinances of
the City of Vineland, pursuant to the policies adopted by the Director,
shall:
(1)
Direct the operation of the Division of Engineering, manage the activities
of the staff and coordinate Division engineering services with other
divisions and departments.
[Amended 8-27-2019 by Ord. No. 2019-55; 4-12-2022 by Ord. No. 2022-30]
(2)
Report, at least monthly, to the Director in such form as shall be
prescribed by the Director on the operation of the Division during
the preceding month and make such other reports as may be requested
by the Director.
(3)
Perform his or her duties as prescribed by law and the ordinance
of the City and such other duties as may be required of him/her by
the Mayor, the City Council and the Director of Public Works.
(4)
Prescribe the internal organization of the work of his/her office,
consistent with applicable statutes and ordinances.
(5)
In conjunction with the Superintendent of Public Works, establish
standards and procedures for the control, use and care of all City-owned
equipment, materials and supplies in the custody of the Department
of Public Works.
(6)
Recommend, with the Director of Public Works, the appointment of
subordinate officers and employees of the Division of Engineering
and make all individual assignments.
(7)
Recommend for approval payrolls, bills and claims chargeable to the
City Engineering Division appropriation.
(8)
Prepare and assist in the preparation of loan and grant applications
to state and federal government agencies for City projects and inform
the Director of Public Works, the Mayor and Council of all available
financial aid.
(9)
Maintain the custody and charge of and keep in the place provided
by the City Council the original or true copies of maps, charts, documents,
worksheets and data which he/she has acquired or prepared for the
City; and, upon the termination of his/her services to the City, he/she
shall surrender to his/her successor all City property, papers, maps,
charts and records, together with a status report on any pending project.
(10)
The City Engineer shall survey and inspect, from time to time, the
physical condition of all public structures, roads, subsurface utilities
and other physical facilities in the City and evaluate the need for
repairs, replacements, maintenance, additions and extensions thereof.
He/she shall thereupon make recommendations for capital improvement
programs to the Planning Board, the Mayor and the Council.
(11)
Provide such operating standards and maintain or direct the compilation
of such engineering data and records as may be necessary or desirable
for the proper and efficient administration of the public works facilities.
(12)
Prepare or cause to be prepared plans and specifications for construction
projects undertaken by the City upon City property and/or within City
rights-of-way, either by City employees or under public contract,
and make such inspections of the work of public contractors as may
be necessary or desirable, supervise the performance of public works
contracts and certify the amounts due and payable thereunder. Provide
review and comment on plans and specifications for private development
within the City rights-of-way.
[Amended 4-12-2022 by Ord. No. 2022-30]
(13)
Prepare plans and specifications and administer and oversee contracts
let pursuant to said plans and specifications for solid waste management.
(14)
Coordinate the activities of consulting engineers that may be retained,
from time to time, by the City in connection with the contractual
responsibilities of such engineers and examine and reject or approve
all vouchers submitted for work performed by contractors in accordance
with public projects or improvement contracts entered into by the
City.
(15)
Prepare all engineering data, surveys, designs and applications for
approval for traffic signals and signing as required by the Department
of Transportation of the State of New Jersey.
(16)
Provide professional engineering advice and assistance to the Mayor,
the Council and all departments, as required and within the limits
of available appropriations.
(17)
Maintain or cause to be maintained the City Official Map, Zoning
Maps and Tax Maps in current legal status at all time and secure the
prompt recording thereon of all changes in ownership and prepare,
maintain and preserve maps, charts and records of roads, easements,
rights-of-way, utilities, public buildings and structures and all
public facilities owned or operated by the City of Vineland.
[Amended 4-12-2022 by Ord. No. 2022-30[1]]
(18)
Keep a complete record of all streets, roads, highways, public lands,
alleys, public parks and squares and other places hereafter laid out,
opened or altered in the City in a suitable book to be provided for
that purpose, wherein shall be entered the true and lawful description
thereof, specifying in each case the date of the survey or the time
when the same was made and laid out, opened or altered, according
to law. The Division of Engineering shall keep an accurate and complete
record of all grades of streets and highways established by order
of the City Council, and furnish a complete and accurate map in each
of such cases.
(19)
Provide technical assistance, labor and equipment to other divisions
within the Department of Public Works as expeditiously as possible
based upon the priority of the assistance needed by said divisions.
[Added 10-24-2017 by Ord.
No. 2017-72; amended 8-27-2019 by Ord. No. 2019-55; 4-12-2022 by Ord. No. 2022-30]
A.
The City Planner shall be the Supervisor of the Division of Planning
and Facilities. The City Planner shall be directly responsible to
advise the Business Administrator and other municipal elected officials,
departments and employees of the proper compliance and administration
of various laws, regulations, and technical practices with regards
to the Division of Planning and Facilities and related activities
conducted by the municipality.
B.
Qualifications of City Planner. The City Planner of the City of Vineland
shall be a licensed professional planner, licensed in the State of
New Jersey. The City Planner shall have a minimum of five years' work
experience as a licensed professional planner in the State of New
Jersey.
C.
Functions of the Division. The Division of Planning and Facilities
shall:
(1)
Advise and assist the Mayor and other municipal officials with regards
to the physical planning of all matters relating to the development
of the City.
(2)
Maintain and disseminate population, housing, environmental, economic,
transportation and other planning information.
(3)
Provide recommendations to the Planning Board and Zoning Board for
staff professionals for the Planning Board and Zoning Board of Adjustment.
The respective boards will be responsible for appointing all required
professionals with recommendations provided by the Division of Planning
and Facilities in accordance with N.J.S.A. 40:55D-24 and 40:55D-71.
(a)
Qualifications of Board Planner. The Board Planner shall be
a licensed professional planner, licensed in the State of New Jersey.
The Board Planner shall have a minimum of three years' work experience
as a licensed professional planner.
(c)
Salary of Board Planner. The Board Planner shall be employed
full time by the City of Vineland and his/her salary shall be established
in the classification and compensation plans of the City. The appointed
position is intended to be filled by a full-time professional staff
member of the Division of Planning and Facilities.
(d)
Qualifications of Board Engineer. The Board Engineer shall be
a licensed professional engineer, licensed in the State of New Jersey.
The Board Engineer shall have a minimum of three years' work experience
as a licensed professional engineer.
(f)
Salary of Board Engineer. The Board Engineer shall be employed
full time by the City of Vineland and his/her salary shall be established
in the classification and compensation plans of the City. The appointed
position is intended to be filled by a full-time professional staff
member of the Division of Planning and Facilities.
(4)
Shall be under the direct supervision of the City Planner within
the Department of Administration.
(5)
Provide staff assistance to the Planning Board and Zoning Board of
Adjustment within the limits of available appropriations and with
the assistance of such independent consultants as may be retained.
Such services, with limitation thereto, shall include:
(a)
Preparation of maps, charts, tables and exhibits as required
for the development and current maintenance of the Master Plan.
(b)
Prepare agenda and reports for Planning Board and Zoning Board
of Adjustment meetings.
(c)
Attend all meetings of the Planning Board and Zoning Board of
Adjustment and meetings of the City Council and other boards or agencies
as may be required for the proper planning of the City.
(d)
Investigate and prepare reports and recommendations on subdivision
applications and site plans and all other assignments as requested
by the Planning Board and Zoning Board of Adjustment or City administration.
(e)
Make recommendations regarding the subdivision, zoning and other
land use development ordinances within the City.
(6)
Perform continuous studies and collect data to serve as a basis for
planning recommendations to the administration.
(7)
Prepare and maintain the City Zoning Maps.
(8)
Act as liaison to the South Jersey Transportation Planning Organization,
County Planning Board, Landis Sewerage Authority, United States Census
Bureau, and other regional, state and federal planning organizations.
(10)
Administer redevelopment plans.
(11)
Shall be responsible for the development and planning of short- and
long-term public facility needs in conjunction with other City departments.
(12)
Coordinate with the administration, other divisions and other City
departments to plan and design any future public facility construction,
expansion, or modification.
(13)
Prepare plans and specifications for facility construction projects
undertaken by the City, either by City employees or under public contract.
Specifically, the Department will be responsible for site plan design
needs for the various departments throughout the City.
(14)
Coordinate with the Economic Development office and any other City
offices to assist in the administration and planning of City-owned
subdivisions and site plans.
[Added 4-13-2021 by Ord.
No. 2021-18]
A.
The Division of Solid Waste and Recycling Management shall be directly
supervised by the Supervisor/Director of Solid Waste Management who
shall hold a New Jersey CRP and CCCC certification.
B.
Functions of the Division. Under the direct supervision of the Supervisor/Director
of Solid Waste Management and the general supervision of the Business
Administrator, shall:
(1)
Enforce the provisions of Chapter 620 of the Code of the City of Vineland in accordance with established rules and regulations on file with the City Clerk, state laws and regulations and in accordance with the County of Cumberland Solid Waste Management Plan.
(2)
Implement recycling programs and procedures established by the City
of Vineland.
(3)
Provide, operate and maintain facilities for collection and disposal
of solid waste, including but not limited to licensed composting sites
and post-closure maintenance of the municipal landfill.
(4)
Complete all New Jersey Department of Environmental Protection tonnage
reports.
(5)
Administer all grants and provide presentations for Clean Communities
requirements.
(6)
Prepare and assist in the preparation of loans and grant applications
to state and federal government agencies for City projects and inform
the Director of Administration.
[Added 4-13-2021 by Ord.
No. 2021-18]
A.
The Division of Economic and Community Development shall be headed
by the Supervisor/Director of Economic Development who shall also
serve as the Municipal Housing Liaison and shall be under the general
supervision of the Business Administrator.
B.
Functions of the Division of Economic and Community Development.
(1)
Responsible for attracting new businesses to the City, expanding
and assisting existing businesses and improving the quality of life
of its residents through job creation, expanded tax base, and redevelopment.
(2)
Works with the City's public relations firm on marketing campaigns
and various consultants that have expertise specific to the projects
the City wishes to undertake.
(3)
Manages several entities created by the City to assist in economic
development, which include the Vineland Development Corp. (VDC), the
Vineland Industrial Commission (VIC), the Enterprise Zone Development
Corporation of Vineland and Millville (EZDC), and the Vineland Revolving
Loan Fund (VRLF).
C.
Subdivision of Community Development. Within the Division of Economic
and Community Development shall be the Subdivision of Community Development.
(1)
The Subdivision of Community Development shall be directly supervised
by a Program Monitor.
(2)
Functions of the Subdivision of Community Development. Under the
general supervision of the Supervisor/Director of Economic and Community
Development/Housing Liaison, the Program Monitor shall:
(a)
Be responsible for the administration of Vineland's affordable
housing program and oversee the Housing Trust Funds, which are collected
through fees imposed by the State of New Jersey Council on Affordable
Housing (COAH) on residential and nonresidential development to provide
affordable housing.
(b)
Be responsible for administering the HUD CDBG funds and HOME
funds for housing rehabilitation and community services.
[Added 4-13-2021 by Ord.
No. 2021-18]
A.
The Division of Information Systems shall be headed by a municipal
department head whose salary shall be set in accordance with Ordinance
No. 8, as amended.
B.
Functions of the Division. Under the direct supervision of the department
head the Division shall:
(1)
Oversee the Information Systems (IS) within the City, including all
internal departments, police, fire, emergency medical and municipal
utilities and provide assistance to all employees regarding the systems
and hardware.
(2)
Devise the IS strategy and ensure all systems necessary to support
its operations and objectives are in place so as to keep up to date
with advancements of the technology field.
(3)
Set objectives and strategies for City IT and recommend the selection
and implementation of suitable technology to streamline all internal
operations.
(4)
Design and customize technological systems and platforms to improve
performance and reduce downtime as well as plan the implementation
of new systems while working with all departments to identify individual
needs.
(5)
Identify and recommend the purchase of technological equipment and
software.
(6)
Oversee the technological infrastructure including software, networks,
computer systems and all peripherals to ensure optimal performance.
(7)
Create and maintain IS budgets and disaster recovery plan in accordance
with state and industry regulations and assess risk managements and
set procedures to limit the City's exposure while protecting and securing
on-site IS assets as well as virtual and remote entities.
C.
Within the
Division of Information Systems shall be the Subdivision of Customer
Service Center. Under the general supervision of the Business Administrator
and the direct supervision of the Municipal Department Head/Municipal
Director of Information Systems, the Customer Service Center shall:
[Added 3-14-2023 by Ord. No. 2023-20]
(1)
Maintain
a system of accounts, as prescribed by the Chief Financial Officer
in conjunction with the Municipal Department Head/Municipal Director
of Information Systems and any applicable federal and state regulatory
agencies, for the receipt of payments and credits for all municipal
utility bills and charges to the customers.
(2)
Develop
and maintain a system for the collection of delinquent municipal utilities
service bills and enforcement of municipal utilities service liens.
(3)
Be responsible
for the provision of customer service, including initiation of new
service, service discontinuance, service changes and customer inquiry.
Assist with on-boarding, disconnecting and servicing of accounts through
online platforms as well as other emerging technologies, including
customer relationship software.
(4)
Provide
for the uniform collection and enforcement of rates, rents or charges
for all utilities and the enforcement of the municipal liens against
the property and premises where such light, heat, power or water is
furnished, and the interest drawn therefrom, as established by the
City which established the general terms, rules and regulations.
(5)
Be the
primary liaison for City of Vineland customers through public communication
with the objective to be clear and concise with resolution of problems
in a timely manner, helpful in answering questions via telephone and
electronic mail, and providing accurate information upon request.
Provide conflict resolution when need be along with settlement of
disputes for billing and account discrepancies in accordance with
existing policies and approval of the Municipal Department Head/Municipal
Director of Information Systems.
[Added 10-12-2021 by Ord. No. 2021-58]
A.
The Division of Recreation shall be established within the Department
of Administration.
B.
Functions of the Division. Under the direct supervision of the Superintendent
of Recreation and under the general supervision of the Business Administrator,
the Division shall, subject to the policies and rules of the Recreation
Commission:
(1)
Plan, promote, organize and administer comprehensive recreation programs
and services for the community.
(2)
Schedule the use of park and recreation facilities in coordination
with the Recreation Commission, collect all fees and costs associated
with the same, and provide appropriate accounting thereof, and enforce
the provisions and regulations of the City applicable thereto.
(3)
Repair, maintain, construct, and reconstruct all municipal athletic
fields and courts and equipment associated therewith, including those
upon which the City is the operator, all municipal swimming pools
and swimming areas, including natural swimming areas.
(4)
Prepare all necessary budgets, grant and loan applications and reports
regarding all fields, courts and swimming pools and areas.