[Amended 12-21-1976 by Ord. No. 357-76; 2-3-1977 by Ord. No. 367-77]
There shall be an Office of the Clerk, consisting of the City Clerk and such other personnel as deemed necessary by said City Clerk. The Clerk shall have the authority to employ such other personnel. The Clerk shall be appointed by the Council as provided by law.
The Clerk shall:
A. 
Serve as Clerk of the Council, keep minutes and records of its proceedings and maintain and compile its ordinances and resolutions as required by the Charter and Code.
B. 
Provide secretarial and clerical services for councilmen in the discharge of their official duties.
C. 
Have custody of the City's Seal and affix it to such books, papers and documents as may be authorized pursuant to law.
D. 
Have and take custody of all official books, papers and documents of the City for which no other repository is provided by the Charter or ordinance and preserve and keep them safely.
E. 
Perform all of the functions relating to elections required of a municipal clerk by the General Election Law, N.J.S.A. 19:1-1 et seq., and by the Optional Municipal Charter Law.
F. 
Have such other, different and additional powers, functions and duties as may be prescribed by law or ordinance.
G. 
Provide within his/her office a Bureau of Vital Statistics to function pursuant to law.
H. 
Provide within his/her office a facility to process United States passports.
[Added 6-19-2018 by Ord. No. 2156-18]
The Council may appoint a Deputy Clerk, who shall perform the functions, powers and duties of a Clerk in the absence or upon the direction of the latter and who shall perform such other functions, powers and duties as may be required by or pursuant to the code.
The City Clerk shall also issue certificates as to liability for assessment for municipal improvements in accordance with the provisions of N.J.S.A. 54:5-18.1 et seq. Prior to the issuance of any such certificate, he shall secure from the City Engineer his countersignature, which shall indicate that, to the best of his knowledge, information and belief, the certificate is correct.
The City Clerk shall also issue certificates as to approval of subdivisions of land as authorized by law when a land subdivision has been approved in accordance with the subdivision ordinances[1] of the City, pursuant to N.J.S.A. 40:551.24.[2] Prior to the issuance of such certificate, he shall secure from the Secretary of the Planning Board his countersignature, which shall indicate that, according to the records of the Board and his knowledge, information and belief, the certificate is correct.
[1]
Editor's Note: See Ch. 263, Subdivision of Land.
[2]
Editor's Note: N.J.S.A. 40:55-1.24 was repealed by Chapter 21 of the Laws of 1975. For current provisions, see N.J.S.A. 40:55D-56.
The Clerk also shall:
A. 
Issue such licenses as may be authorized by the Council whenever it acts as the local issuing authority under the State Alcoholic Beverage Control Law, N.J.S.A. 33:1-1 et seq., and City ordinances.
B. 
Administer the bingo and raffle licensing laws and ordinances.
C. 
Administer such other licensing functions as are vested in the Clerk by state law or ordinance.
The City Clerk, subject to the supervision of the Business Administrator, shall:
A. 
Be the depository and custodian of all official surety bonds furnished by or on account of any officer or employee, except his own bond, which shall be placed in the custody of the Comptroller; of all insurance policies upon or with respect to risks insured for the benefit of the City or to protect it against any claim, demand or liability whatsoever; and all formal contracts for work, labor, services, supplies, equipment and materials to which the City may be a party.
B. 
Have custody of all leases on property owned by the City.
C. 
Be the depository for and have custody of all performance bonds running to the City as obligee 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 or for the City.
D. 
Report to the Business Administrator annually, at such time as he may require, on the coverage, expiration date and premium of each surety bond and contract of insurance; the nature and terms of outstanding leases; the rent reserved by each; and their respective expiration dates.
The Business Administrator, appointed pursuant to the Charter, under the direction and supervision of the Mayor, shall:
A. 
Serve as chief of staff to the Mayor.
B. 
Supervise the management, planning and operations of all departments, provided that such supervision shall not extend to the exercise of the control function in the management of the finances of the City which is required by N.J.S.A. 40:69A-48, to be exercised by an officer of the City other than the Business Administrator.
C. 
Prescribe and enforce rules and regulations for the efficient management of the City government not inconsistent with the Charter and code.
D. 
Coordinate the operation and administration of the various departments, divisions, offices and agencies of the City government. Maintain a continuing review and analysis of budget operations, work programs and costs of municipal service.
E. 
Maintain a continuing review and analysis of budget operations, work programs and costs of municipal services.
F. 
Assign and transfer employees temporarily from one department to another as efficient administration may require, provided that any such assignment or transfer shall not affect the civil service classification, status or compensation of any employee.
G. 
Develop, prescribe and enforce rules and regulations for the efficient management of the City government, for the avoidance of any duplication or overlapping of effort among the departments or among units within a department and for the improvement of methods and procedures of administration.
H. 
Assign office space, furniture and facilities among and within departments.
I. 
Maintain an inventory and depreciation schedule of all property owned by the City and have custody of all municipal property, real and personal, not assigned to any other department.
J. 
Maintain a continuing review of federal and state aid programs of interest to the City to assure that the City shall receive any and all aids to which it may be legally entitled.
K. 
Attend meetings and conferences of the Council upon request of the Council.
L. 
Assist the Mayor to provide a system for accurate public information with respect to the activities, facilities and services of the City and prompt, effective and efficient response to citizen complaints relating to City services.
As provided by the Charter:
A. 
Each department shall be headed by a Director, who shall be appointed by the Mayor with the advice and consent of the Council. Each department head shall serve during the term of office of the Mayor appointing him and until the appointment and qualification of his successor.
B. 
The Mayor may, in his discretion, remove any department head after notice and an opportunity to be heard. Prior to removing a department head, the Mayor shall first file written notice of his intention with the Council, and such removal shall become effective on the 20th day after the filing of such notice, unless the Council shall prior thereto have adopted a resolution by the affirmative vote of five members of the Council disapproving the removal. The Council, in its discretion, may review the record of the hearing before the Mayor prior to consideration of a notice of removal filed by the Mayor.
The head of a department, subject to the Charter and Administrative Code and the direction and supervision of the Mayor, shall:
A. 
Prescribe the internal organization of the work of his department.
B. 
Appoint and remove and direct and supervise the subordinate officers and employees of the department and make, alter and enforce individual work assignments.
C. 
Approve or disapprove payrolls, bills and claims chargeable to the departmental appropriations.
D. 
Maintain such records of work performance and unit costs thereof as may be approved or required by the Business Administrator.
E. 
Provide such information and reports on the work of the department as may, from time to time, be required by the Mayor.
[Amended 11-6-1975 by Ord. No. 317-75; 7-11-1985 by Ord. No. 865-85]
F. 
Exercise such other or different powers of administrative supervisions and direction as the Mayor may delegate to him.
[Added 9-24-2001 by Ord. No. 1523-01[1]]
Disciplinary hearings to be conducted within the City of Passaic shall be pursuant to New Jersey Administrative Code, Section 4A:2-2.3 et seq.
[1]
Editor's Note: This ordinance also repealed former § 5-45, Employee Hearing Board; § 5-46, Functions and procedures of Employee Hearing Board; and § 5-47, Appeal to Employee Hearing Board.