Municipal Clerk

Sheila A. Williams, R.M.C
973-410-5300
swilliams@fpboro.net

Maryann Lang, Deputy Clerk, Registrar, Board of Health Secretary
973-410-5319
mlang@fpboro.net
Lisa DiTaranto, Assistant to the Borough Clerk, Deputy Registrar
973-410-5354
lditaranto@fpboro.net
Public Information
973-410-5300
info@fpboro.net

Hours: Monday through Friday: 9:00 a.m. – 4:30 p.m.

Municipal Clerk’s Office 

The “core” duties of a Municipal Clerk are very diverse and are governed by statutes of the State of New Jersey  (N.J.S.A. 40A:9-135):

The Municipal Clerk must hold a state issued certification, following successful completion of specific coursework and a state examination.   After certification, the position requires an appointment by the governing body.  The Clerk must maintain her certification by obtaining Continuing Education Units each year.

In addition to the principal duties as defined by State statute, the Municipal Clerk’s Office is often referred to as the “doorway to the community” because of the diversity of the position.  The Municipal Clerk  and her staff serve as a direct link between the municipality’s residents and local government. If the Municipal Clerk and her staff are unable to directly assist you, be assured that you will be referred to the appropriate party or pointed in the right direction.

Each one of the principal duties of the Municipal Clerk includes numerous responsibilities and tasks that are undertaken by the Municipal Clerk and her staff.  The role of Municipal Clerk is one of significant responsibility and diversification. The “core” duties encompass a myriad of state statutes and include interaction with all levels of federal, state, county, and local government as well as municipal departments, local organizations and residents.  The core duties set by state statute are as follows:

Secretary to the Governing Body

  • Prepares meeting bi-monthly meeting agendas  & organizes the annual Reorganization Meeting of the Governing Body
  •  Is required to attend at all meetings of the Governing Body
  • Keeps  official records of all proceedings of every meeting; retains the original copies of all minutes, ordinances and resolutions
  • Responsible for codification of all local Ordinances/laws
  • Processes, records, files and and advertises all legal notices regarding  meetings, ordinances, resolutions,  municipal budget,  municipal audit, annual meetings, bid openings, employment opportunities
  • Administers the oath of office to Council members, Police Officers, Fire Department appointees, Borough Officers, and Municipal Board and Commission appointees and records and maintains the records

Secretary to the Municipal Corporation

  1. Custodian of the municipal seal; verifies and seals official documents
  2. Maintains custody of all minutes, books, deeds, bonds, contracts and archival records of the municipal corporation
  3. Attests to the signatures of municipal officers and officials
  4. Maintains receipt of service of legal documents

Election Administrator and Registrar of Voters

The Municipal Clerk is the Chief Administrative Officer in all elections held in the municipality and the Chief Registrar of Voters in the Community Subject to the requirements of N.J.S.A. 19.  The Clerk has the following responsibilities:

  • Administers the election in the municpality
  • Registers voters
  • Accepts Nominating Petitions
  • Secures voting locations within the municipality
  • Distributes all materials to poll workers and certifies the delivery of voting machines at polling locations
  • Receives voting machine cartridges, tapes and all other poll documents and provides them to County Officials
  • Certifies local candidates to the County Clerk and provides post election Write-In Ballot reports

See below for current voting information:

Important Dates for Current Year Elections:
http://nj.gov/state/elections/election-information-archive-2013.html#1

Information on Morris County Elections
http://www.morriselections.org/

Administrative and Licensing Officer

The Municipal Clerk’s Office processes applications for and administers the following licenses:

  • Raffle & Bingo
  • Limousine
  • Amusement
  • Sidewalk Café
  • Alcoholic Beverage Control
  • Swimming Pool
  • Video
  • Garage Sales
  • Film Permits

Information and Forms for Raffle & Bingo Licenses:
http://www.state.nj.us/lps/ca/lgccc.htm

Information on ABC Licenses:
http://www.nj.gov/lps/abc/index.html

Custodian of Records

The Municipal Clerk has been designated as the official custodian of records within the Municipality; therefore, all requests for public records must go through The Clerk’s Office. The Clerk is required to fill all open public records requests as well as maintain all official records of the municipality.

OPRA Form

Information on Public Records (OPRA)
http://www.state.nj.us/grc/act.html#definitions


Miscellaneous Duties of the Municipal Clerks Office:

  • Landlord Registration
  • Notary Public
  • Tort Claims
  • Public Information:
    • Website Administration
    • New Resident Information Packets
    • Social Media Coordinators

IMPORTANT LINKS

Municipal Clerk’s Association of New Jersey