Vita Mekovetz, RMC/MMC/RPPO
509 Route 523
Whitehouse Station, NJ 08889
Staff: Karin Parker, Deputy Clerk
In New Jersey, the Municipal Clerk must possess an RMC (Registered Municipal Clerk) designation in order to be appointed to one of the most important and exacting positions in municipal government. This entails the completion of courses through Rutgers, The State University, and passing an examination given by the Department of Community Affairs.
The Municipal Clerk is the heart of the municipal operation and by virtue of her/his position, serves as liaison officer between the governing officials and the taxpayers. The Municipal Clerk is an important public relations figure as she/he is expected to know everything about the operations of the municipality and how to accomplish what needs to be done.
Our goal is to assist all residents and members of the public in a friendly, helpful and courteous manner and to provide information to the Governing Body and all municipal departments.
The broad range of services provided by this office are accomplished by the dedicated employees who make up the department. The Municipal Clerk, regardless of the form of government, is charged with the following statutory duties:
- Processes and issues licenses, such as: raffle/bingo, Alcohol Beverage Control, peddlers, towing/wrecking, trailer park.
- Responds to resident and public complaints.
- Responds to resident and public inquiries.
- Provides copies of Ordinances and Resolutions and other information as requested by public and personnel.
- Provides street/road maps.
- Provides new resident information upon request.
- Maintains Landlord/Tenant Rental Registration.
- Reviews information for Township website and updates as needed.
Other services include, but are not limited to:
- Coordinates special projects.
- Processes and issues Blue/Red Light Permits to Emergency Service volunteers.
- Coordinates use of meeting rooms in the municipal building.
- Furnishes data to public information media.
- Receives and files bonds and insurance policies.
- Serves as coordinator and records manager responsible for implementing local archives and records retention programs.
- Maintains Off-Site Condition Disclosure file.
- Retains bond of Municipal Officials and employees.
- Distributes and receives Financial Disclosure forms as required.
Secretary to the Governing Body:
- Advertises, as required by law, and attends all meetings of the Township Committee and prepares Official Minutes of the meetings.
- Prepares meeting agendas.
- Processes, records, retains original copies and advertises Ordinances, Resolutions (when required by law), the Municipal Budget, bids for equipment and supplies, etc.
- Acts as liaison between the public and governing body.
- Administers and records Oaths of Office.
- Accepts, opens, records and maintains records for all bids.
- Maintains custody of all official records that are not specifically handled by other departments.
- Forwards adopted Ordinances to Codifier for processing.
- Maintains listing of Board/Commission members with term expirations.
Secretary to the Municipal Corporation:
- Signs majority of official documents.
- Attests signature of municipal officers and officials.
- Maintains custody of all minute books, deeds, bonds, contracts and archival records.
- Retains custody of the Municipal seal.
- Maintains legal documents.
- Serves as Chief Registrar of voters in the municipality subject to the requirements of Title 19 of the Revised Statutes.
- Certifies vacancies existing on the local level.
- Maintains receipt of nominating petitions and certifies to the County Clerk 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.
- Coordinates delivery and pick up of election machines with County.
- Furnishes material for local elections to poll workers.
- 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 of Primary, General, Municipal and School Board elections and forwards these results to the County Clerk for certification.
Guide to Township Committee Meetings:
The regular meetings of the Township Committee are held on the 1st and 3rd Monday of each month. The Township Committee meets in Executive Session at 6:30 PM; the public portion of the meeting begins at 7:30 PM. All meetings, unless otherwise specified, are held in the Municipal Building.
Agendas are available the day of the meeting in the Municipal Clerk’s office and are also available in the Court Room the night of the meeting. Every effort is made to post agendas on the website the Friday afternoon before the meeting. Copies of the introduced Ordinances are available to the public after introduction and before adoption at no charge.
Open Public Records Act
In January 2002, the Open Public Records Act was signed into law by then Acting Governor DiFrancesco which requires government records to be readily accessible for inspection, copying or examination.
A request form, which includes the requestor’s name, address and telephone number and the record sought, must be completed and submitted to the Municipal Clerk as the Custodian of Public Records.