Pursuant to N.J.S.A. 40A: 9-136, there is hereby created the position of Township Administrator.
The Township Administrator shall be appointed by the majority of the Township Committee in accordance with N.J.S.A. 40A:9-137. The term of office of the Township Administrator shall be at the pleasure of the governing body pursuant to N.J.S.A. 40A:9-137, and in all of his duties and responsibilities hereinafter described, he shall serve under the direction of the Township Committee.
The Township Administrator shall be chosen on the basis of his executive and administrative abilities and qualifications with special regard as to education, training and experience in governmental affairs. The Township Administrator must have permanent residence in Sussex County within one year of the year of the date of appointment or such additional time as may be granted by resolution by the governing body and during the term in office remain a resident of Sussex County for default of which said office may be deemed vacated.
The Township Administrator shall receive as salary such sums as may be fixed and adopted by the Township Committee in the Annual Salary and Wage Ordinance. The Township Administrator shall be reimbursed for all reasonable expenses incurred in the performance of his office.
Editor's Note: The Annual Salary and Wage Ordinance is on file in the Clerk's office.
The Township Administrator may be removed by two-thirds vote of the governing body. The resolution of removal shall become effective three months after its adoption by the governing body. In accordance with N.J.S.A. 40A:9-138, the governing body may provide that the resolution of removal shall have immediate effect; provided, however, that the governing body shall cause to be paid to the Administrator forthwith any unpaid balance of his salary and his salary for the next three calendar months following adoption of the resolution.
During the absence or disability of the Township Administrator, the Township Committee may, by resolution, and majority vote of the Township Committee, appoint an officer or other employee of the municipality to perform the duties of the Township Administrator as Acting Administrator during such absence or disability. The Township Committee shall determine when such absence or disability exists. Such absence or disability shall be limited to three months after which time the position may be deemed a vacancy. Any vacancy in the position of the Township Administrator shall be filled by appointment of the Township Committee. In the event of removal or resignation of the Township Administrator, the Township Committee may, by resolution, appoint an officer or other employee of the municipality as Acting Administrator to serve at the pleasure of the Township Committee until an Administrator is appointed. Removal of an Acting Administrator shall be by majority vote of the Township Committee.
The Township Administrator shall be responsible for and perform the following duties:
Overall administrative duties. The Township Administrator shall be the Chief Administrative Officer of the Township of Andover, and he shall be responsible to the Township Committee for the proper and efficient administration of both the day-to-day management of the administrative affairs of the Township and the overall business affairs of the Township, acting in its stead and as its representative, to promote its economic and responsive operation. The Township Administrator's duties shall relate to the management of all Township business and the coordination of activities of the various departments, boards and commissions within the Township, and he shall provide assistance and planning in supervising the execution of the Township Committee work in those areas where continuous and sustained effort is required. The Township Administrator shall not be responsible for those nondelegable duties and responsibilities conferred upon Township officials by statute, other applicable laws, rules and regulations promulgated on state agencies or such other duties and responsibilities as the Township Committee may reserve to itself.
Supervision of administrative functions. The Township Administrator shall have the authority and responsibility to supervise the administrative functions, in consultation with the respective committee chairman, department heads and Township Committee, but not the professional operation of all departments of the government of the Township.
Collection. The Township Administrator shall see that all moneys owed to the Township, other than taxes, are promptly paid and that proper proceedings are taken for the security and collection of all the Township's claims.
Communication. The Administrator shall be responsible for continually improving communications among the various personnel, departments, agencies, boards and the governing body. The Township Administrator shall act as a liaison with other municipalities and county, state and federal agencies.
Correspondence. He shall receive copies of all correspondence addressed to the Township of Andover. He shall receive notice of all regular and special meetings of the Township Committee and all advisory committees, boards, commissions and other agencies of the Township, including meetings with other governmental bodies and agencies.
Employment. The Township Administrator shall not engage in any other occupation or employment while employed by the Township in a related government field except as approved by the Township Committee.
Insurance. The Township Administrator shall supervise and recommend all insurance and bonds for the Township property, personnel and Township operations.
Meetings. The Township Administrator shall attend all meetings of the governing body, work and agenda sessions for these meetings with the right to speak but not vote on all agenda items, and attend other meetings as directed by the governing body.
Personnel. The Township Administrator shall serve as personnel officer of the Township and shall be responsible for enforcement of the personnel policy of the Township, with the advice and consent of the Township Committee.
He shall recommend to the Township Committee the selection, hiring, promotion and removal of employees of the Township, provided that persons covered by the civil service provisions of this state or other applicable statutes shall be promoted, hired, suspended or discharged only in accordance with such provisions.
He shall establish performance standards to evaluate personnel and submit a written report annually to the Township Committee. He shall establish working, personal leave, vacation and sick leave schedules, and make recommendations to the Township Committee on compensatory time off pursuant to § 115-6D.
He shall develop and administer the personnel program and policies, including up-to-date job classifications and pay plans, active recruitment of needed personnel, in-service training programs developed by interviewing department heads and personnel and a complete system of personnel records of municipal officers and employees.
Reports. He shall keep the Township Committee currently informed of all matters within his jurisdiction by such reports, verbally or in writing, as he deems advisable or as may be requested by the Township Committee and to submit an annual written report of his work accomplished at the request of the Township Committee for the benefit of the public.
Laws. He shall see that all laws of the State of New Jersey, Township ordinances, resolutions and policies, as established, are executed and implemented subject to the direction of the Township Committee.
Finance. The Township Administrator shall:
Study, recommend, implement and enforce the financial procedures and policy of the Township and its departments, after consultation with department heads and approval of the governing body.
Supervise the disbursement of all Township and escrow funds and review and approve all purchases, vouchers and bills before submitting same to the Township Committee for final approval.
Be responsible for the cash needs of the Township and for the conduct of a sound cash management and investment program, subject to state regulations and governing board policy, and report such actions and results to the governing body as required by law.
Collective bargaining. The Township Administrator shall be responsible for the negotiation of collective bargaining contracts with agencies representing Township employees, subject to the approval of the Township Committee, and for the administration and enforcement of such contracts and the personnel policies and procedures of the Township. The Township Administrator shall be responsible for the research and necessary documentation for negotiation activities, and shall participate with the Township Committee in the negotiation effort and recommend the use of outside resources when deemed advisable.
Other duties. The Township Administrator shall:
Ensure that there is an up-to-date and coordinated record retention and disposal program for all Township departments, offices, boards and agencies.
Represent the Township and assert its proper interests in relation to federal, state, county and other political subdivisions, and with respect to Township contracts and franchises.
Monitor and evaluate state and federal legislation as to its impact on the Township with recommendations for actions by the Township Committee. The Township Administrator must be prepared to testify on behalf of the Township on issues affecting the Township.
Implement all policies formulated by the Township Committee.
Advise the Township Committee on all background matters as an aid to the establishment of policy and recommend to the Committee for adoption of such measures as may be deemed necessary or expedient.
Follow up acts of the Township Committee by correspondence, review of minutes and personal conferences.
The Township Administrator may be responsible for and may perform the following duties in addition to those listed in § 3-55 hereof if said duties are delegated to him by the Township Committee:
Agenda. He may prepare in conjunction with the Township Clerk, the agenda for each meeting of the Township Committee and supply facts pertinent thereto and deliver such to the Township Committee. He may arrange meetings and conferences when so required by the Township Committee.
Aid. He may solicit and inform the Township Committee as to federal aid projects and state aid projects and any other aid program or grant for which the Township of Andover may qualify. He may actively pursue said projects and programs upon instruction by the Township Committee.
Budget. In all budget functions, the Chief Financial Officer will assist the Administrator in carrying out all listed responsibilities.
The Township Administrator shall prepare the temporary budget for presentation at the first regular meeting of the governing body in January.
The Township Administrator shall prepare the annual capital and operating budget to be proposed to the Township Committee for adoption. The Administrator, the Chief Financial Officer or an officer designated by the Administrator shall obtain from the head of each department, committee, board, commission, agency, officer or authority estimates of anticipated expenditures and supporting data as requested. Said anticipated expenditures and supporting data are to be supplied by October 15 and copies distributed to the governing body prior to the review of the budget requests.
The Administrator shall prepare and compile budget studies, analyses and schedules; assist in the conduct of public, departmental, board, committee, and commission budget hearings during the months of October and November each year; and, in conjunction with the Treasurer, shall assist the Township Committee in such manner as it shall require in the preparation of the annual Township budget. Budget recommendations shall be submitted to the governing body by the Administrator by December 1 preceding the budget year.
The Administrator shall help draft an explanatory budget message, including a comparison of prior years' appropriations and expenditures and an analysis of the proposed expenditures, and shall prepare the final budget for introduction and approval by the governing body before February 10.
Upon the adoption of the budget, current accounts of the expenditures shall be kept on a monthly basis based upon the supplemental detail of the adopted budget. The Administrator shall be responsible for the administration of the budget after its adoption by the governing body; shall maintain a continuing review and analysis of the budget operation, work progress and costs of municipal services; and shall assess the attainment of the Township's budget and service goals, reporting the same regularly to the Township Committee.
Capital improvement plan. Upon request, and as requested, the Administrator may assist the Planning Board in the development of the capital improvement plan for Master Plan updates.
Complaints. The Administrator may receive and reply to inquiries and complaints regarding services or personnel of the Township. He or an officer designated by him shall investigate and dispose of such complaints. He shall keep a written record of such complaints and when and what action was taken in response thereto and provide the Township Committee a copy thereof when requested to do so.
Consultants. The Administrator may recommend the employment of experts and consultants to perform work and render advice in connection with the operation or work projects in the Township, subject to the approval of the Township Committee. The Administrator may supervise the work of consultants retained by the Township Committee, such as the Township Engineer, planning consultants and others, and shall keep the Township Committee fully informed as to the work of such consultants.
Contracts. The Township Administrator may attend to the supervision and of the performance and faithful execution of Township contracts, except insofar as such duties as are expressly imposed upon some other Township officer by statute. He shall have no pecuniary or personal interest directly or indirectly in any contract, job for work or materials or the profits thereof to be furnished or to be performed for the Township of Andover. The Administrator may negotiate contracts, subject to the approval of the Township Committee.
Coordinate. He may integrate and coordinate the functions of all departments, boards, agencies, offices and officials, and may also maintain liaison with the Board of Education of the Andover Regional School District.
Efficiency. He may conduct a continuous study of all activities and operations of the Township government and recommend changes for the purpose of increasing efficiency and effectiveness. He may develop, prescribe and enforce rules and regulations for the efficient management of the Township government for the avoidance of any duplication or overlapping of effort among the departments or among the units within a department, and for the improvement of methods and procedures of administration.
Improvements. The Township Administrator may recommend the nature, location and extent of public improvements and coordinate the execution of same when authorized by the Mayor and Township Committee.
Information. The Township Administrator may study, recommend, implement and enforce the procedures and policies of the Township, its departments and officials for the coordination, compiling, editing and prompt dissemination and release of public information, upon the recommendation and authorization of the Township Committee.
Purchasing. The Township Administrator shall:
Be the purchasing officer of the Township and shall purchase, or supervise the purchase of, or delegate the purchase of, in accordance with the provisions of the governing statutes and sound purchasing practices, all materials, supplies and equipment of the various agencies, boards, departments and other offices of the Township. The Township Administrator shall keep or cause to be kept an account of all purchases and shall, from time to time or when directed by the governing body, make a full report thereof.
Establish rules, regulations, standards and specifications to control all purchases by the Township and recommend to the governing body such standards as to quality, size and variety of articles, equipment and supplies used by the offices and departments of the Township, to make possible uniform purchasing practices; act as purchasing agent in the purchase of such materials, equipment and supplies; issue or supervise the issuance of the necessary purchase orders for such materials, equipment and supplies for all departments without exception; ensure that all purchases are at the most favorable price to the Township and see to it that the materials, equipment, services or supplies delivered are correct in number or amount and comply with the standards and specifications prescribed by the governing body as agreed to at the time of purchase.
Cause to be advertised proposals for the furnishing of work, equipment and materials and receive bids therefor at the direction of the governing body.
Review, validate and recommend all bills and vouchers for payment prior to final approval by the governing body, and shall establish procedures associated with the payment of claims.
Have no interest, directly or indirectly, in any contract job for work or materials, or the profits thereof, to be furnished to or performed for the Township.
Require the various departments, boards, commissions, agencies and programs to furnish annually a complete inventory of all equipment, materials and supplies in stock; and recommend the sale of any obsolete or surplus equipment, materials and supplies; and transfer to or between departments, offices and agencies and from or to central stores such supplies, material and equipment as need appears and arrange for the sale of surplus or obsolete items thereof. The Administrator shall maintain a fixed asset inventory in the manner and form required by law.
Other duties. The Administrator may perform such other duties as may be assigned to him from time to time by the Mayor and/or Township Committee.
Nothing in this article shall derogate from or authorize the Township Administrator to exercise the powers and duties of the elected and appointed officials of the Township.