Township Clerk's
Office
buenavst-clerk@comcast.net
The Township Clerk serves as the Secretary to the Governing
Body along with Secretary of the Municipal Corporation, Custodian of the
Municipal Seal, and all minute books, deeds, bonds, contracts, and archival
records. The Township Clerk is also the Chief Administrative Officer in
all elections held in the municipality, Chief Registrar of voters in the
municipality, Registrar of Vital Statistics, prepares for Public Land Sales,
Notary Public and record manager.
Acting Municipal Clerk
Linda Gonzales
The governing body of any municipality, by ordinance, may
create the office of Deputy Municipal Clerk and provide for appointments to it
including compensation, term of appointment and the powers, duties and functions
of such office. During the absence or disability of the Municipal Clerk,
the Deputy Municipal Clerk shall have all the powers of the Municipal Clerk and
shall perform the function and duties of such office.
DESCRIPTION OF DEPARTMENT RESPONSIBILITIES:
Assist and communicate with the public regarding information
pertaining to the daily operation of the municipality. The Municipal Clerk's Office is the information and communication center of
local government. When citizens seek information or advice relative to matters concerning them and
their government, they end up visiting or telephoning the Municipal Clerk.
In New Jersey, the Clerk occupies one of the
most important and exacting positions in municipal government. In many
instances it is the hub of municipal operations. The Clerk, by virtue of
his/her position, serves as liaison officer between the governing officials and
the taxpayers and between the executive and the general body of municipal
personnel. The Municipal Clerk is an important public relations figure in
the municipal organization. It is often said the Clerk is expected to know
everything about the operations of the municipality and about how to accomplish
what needs to be done.
The
municipal clerk shall:
1) act as secretary of the municipal corporation
and custodian of the municipal seal and of all minute books, deeds, bonds,
contracts, and archival records of the municipal corporation. The
governing body may, however, provide the ordinance that nay other specific
officer shall have custody of any specific other class of record;
2) act as secretary to the governing body, prepare meeting
agendas at the discretion of the governing body, be present at all meetings of
the governing body, keep a journal of the proceedings of every meeting, retain
the original copies of all ordinances and resolutions, and record the minutes of
every meeting.
3) serve as the
chief administrative officer in all elections held in the municipality, subject
to the requirements of Title 19 of Revised Statutes;
4) serve as chief registrar of voters in
the municipality, subject to the requirements of Title 19 of the Revised
Statutes;
5) serve as the administrative officer
responsible for the acceptance of applications for licenses and permits and the
issuance of licenses and permits, except where statue or municipal ordinance has
delegated that responsibility to some other municipal officer;
6) serve as coordinator and records
manager responsible for implementing local archives and records retention
programs as mandated pursuant to Title 47 of the Revised Statutes;
7) perform such other duties as are now
or hereafter imposed by statue, regulation or by municipal ordinance or
regulation. Registrar of Vital Statistics, prepares Public Land Sales and
Notary Public.
Following is a list of
some of the functions to be performed under these four major headings:
a. As secretary to the governing body:
1) Records official minutes of the governing body;
2) Handles municipal correspondence, both incoming and
outgoing;
3) Prepares meeting agendas;
4) Processes, records, files, and advertises
ordinances;
5) Processes, records, files, and, when required by
law, advertises
resolutions;
6) Processes, records, files, and advertises the
municipal budget;
7) Processes, records, files, and advertises bids for
municipal
equipment and
supplies;
8) Handles liaison work between the public and the
governing body;
9) Administers and records oaths of office;
10) Maintains custody of all official records not specifically
handled by
other
departments.
b) As secretary of
the municipal corporation:
1) Maintains custody of the municipal seal;
2) Signs the majority of official documents; attests
signatures of
municipal
officers and officials;
3) Maintains receipt of service of legal documents.
c) As election official:
1) Registers voters;
2) Certifies vacancies existing on the local lever;
3) Maintains receipt of nominating petitions and
certification to the
county clerk
of local candidates nominated by petition;
4) Exercises quasi-judicial authority in determining
the validity of
petitions;
5) Conducts the drawing for position of candidates on
the local ballot
(primary and
municipal);
6) Furnishes material for local elections;
7) Selects polling places;
8) Maintains receipt of election results;
9) Certifies to the county clerk persons elected to
partisan county
committee
offices in each election district.
10) Canvasses the votes for and certifies election of candidates
for
local office
at the primary, general and municipal elections.
d) As administrative official:
1) Issues licenses (dog, kennel, marriage in first
class cities, liquor,
bingo,
raffles, peddlers, taxi and many others);
2) Issues assessment search certificates;
3) Handles complaints of all types;
4) Furnishes data to public information media;
5) Purchases supplies and equipment when required;
6) Receives and files bonds and insurance policies;
7) Directs correspondence and inquiries for action to
various municipal
departments;
8) Handles personnel records when required;
9) Provides for records and information management;
10) Conducts business with other municipal departments as directed
by
the governing
body.
ADDITIONAL DUTIES
It is difficult to outline all the duties and
responsibilities imposed upon municipal clerks by governing bodies of individual
municipalities. These duties are generally outlined in specific ordinances
or municipal codes. In addition to the duties imposed by statute and
ordinance, there are those established by custom. These duties vary from
municipality to municipality. While they are not regarded as legally
imposed responsibilities, many are highly important to the successful
administration of municipal affairs.
Chief among these is the obligation of the municipal clerk as
the clerk of the governing body to provide the governing body with the necessary
information and background material on those matters requiring its attention.
The adequacy and comprehensiveness of this material will enable the members of
the governing body, whose service is part-time in varying degrees, to act more
knowledgeably on matters requiring their attention and formal disposition.
PUBLIC RELATIONS
The status of the clerk in the respective community depends
upon gaining and maintaining the complete confidence of the governing body, the
press, the taxpayer, and the citizen. In other works much of the clerk's
effectiveness depends on good public relations.
