Office of the Township Clerk
The Township Clerk is the secretary to the municipal council, secretary to the municipality, custodian of the township seal, chief election officer of the municipality and the individual responsible for the records management of the township. The office is the information center of the township dealing with the public on a daily basis regarding citizen assistance, direction, or requests for copies of documents in compliance with the government Open Public Records Act (OPRA). In addition, the Township Clerk also maintains the Belleville Revised General Ordinances and the Municipal Council agendas.
The Office of the Township Clerk maintains all documents pertinent to the administration of municipal government, provides support to the Mayor and Municipal Council, administers elections, coordinates the research and information services for the public, and is responsible for the records management of the township. As the secretary to the municipality, municipal council and municipal seal, the Office of the Township Clerk is the hub of the municipality which routinely deals with the public on a daily basis regarding the requests for copies of documents in compliance with the Open Public Records Act (OPRA).
THE DUTIES & FUNCTIONS OF THE TOWNSHIP CLERK'S OFFICE
The Township Clerk and support staff serve as liaison between the governing officials and the taxpayers. The Township Clerk is charged with the following statutory duties:
Secretary to the Municipal Council
- Prepare meeting agenda at the discretion of the governing body: Be present at all meetings of the governing body
- Keep an official record of the proceedings of every meeting, retain the original copies of all minutes, ordinances and resolutions
- Process, record, file and when necessary, advertise ordinances, resolutions, and municipal budget
- Handles municipal correspondence
- Administers and records Oaths of Office
- Maintains custody of all official records that are not specifically handled by other departments
- Acts as a liaison to the public and correspondent on behalf of the governing body.
Secretary to the Municipal Corporation
- Custodian of Municipal Seal
- Maintain custody of all minutes, books, deeds, bonds, contracts and archival records of the municipal corporation.
- Maintain receipt of service of legal documents.
Chief Administrative Officer of all Municipal Elections
- Certifies vacancies existing on the local level
- Maintains receipt of nominating petitions and certification to the County Clerk of local candidates nominated by petition
- Exercises quasi-judicial authority in determining the validity of petitions
- Conducts drawing for position of candidates on the local ballot
- Furnishes material for local elections
- Suggests polling places to Election Board
- Maintains receipt of election results
- Certifies to County Clerk persons elected to partisan County Committee offices in each election district
- Tallies the votes and certifies election results for local School Board election, Primary and General elections
Chief Registrar of Voters
- Issues licenses (ABC liquor, bingo, raffles)
- Handle resident inquiries
- Serve as information officer to the public and to the media
- Directs correspondence and inquiries to various departments for action
- Conducts business with other municipal departments as needed and as directed by the governing body
Records Coordinator & Manager
- Responsible for implementing local archives and records retention programs as mandated by law
- Custodian of Government Records
- Provide copies of Ordinances/resolutions and other information as requested by the public and personnel
- Coordinate special projects
- Public inquiries
- Landlord Rental Registration
- Provide street/zoning maps
- Provide copies of Zoning and Planning & Development Ordinances
Persons wishing to register to vote may do so during regular business hours. ln
addition, 21 days before any election, the Clerk's Office is open until 9:00 PM for individuals who wish to register and are eligible to vote in an upcoming election. The form is available to download in either English or Spanish on our forms section on the right and are also available in this office.
Municipal Council Information & Meetings
The Municipal Council meets the 2nd and 4th Tuesday of each month in the Council Chambers at the Belleville Town Hall, 2nd floor. Pre-meeting begins at 6:00 PM and the regular meeting begins at 6:30 PM. The Municipal Council reorganizes each year on July 1st at 12:00 noon.