[Amended 7-18-2017 by Ord. No. 2017-04]
The Borough Administrator shall be the Purchasing
Official for the Borough and shall enforce written procedures for
all purchases. The Mayor and Council by resolution may also appoint
a licensed qualified purchasing agent (“QPA”) to oversee
the purchasing function. If the QPA is not the Borough Administrator,
the QPA shall be supervised by the Borough Administrator.
[Amended by Ord. No. 84-15; Ord. No. 90-10; Ord. No. 96-05; 3-2-2021 by Ord. No. 2021-03]
A. Purpose. Section 59-1 of this chapter requires that the Borough
Administrator as the Purchasing Official for the Borough shall enforce
written procedures for all purchases within the Borough, and the governing
body wishes to adopt by ordinance such written procedures in the form
of a purchasing manual for use by Borough employees and officials.
B. Purchasing procedures/purchasing manual. The written procedures for
all purchases to be made by the Borough, unless pursuant to bond ordinance
or other enabling ordinance, are set forth in the Purchasing Manual,
a true copy of which is annexed hereto. All purchasing transactions, other than those otherwise
authorized by bond ordinance or other ordinances duly adopted by the
Mayor and Council, shall be conducted in accordance with the Purchasing
Manual.
C. Amendments. The Borough Administrator as the Purchasing Official
for the Borough shall keep the Purchasing Manual current and recommend
from time-to-time amendments to the Mayor and Council who may adopt
changes to the Purchasing Manual by resolution. Resolutions so adopted
shall amend the Purchasing Manual for the calendar year, and the amended
Purchasing Manual may then be adopted by ordinance by the Mayor and
Council.
[Amended by Ord. No. 84-15]
A. Any person claiming payment from the Borough shall
present a detailed bill or invoice of demand to the Borough Clerk,
duly certified by voucher, the form of which shall be specified by
the governing body from time to time.
B. It shall be the duty of the purchase order officer
to certify on each claim voucher that the materials have been received
by or the services rendered to the Borough and shall provide the same
to the Chief Financial Officer who shall thereupon prepare for and
certify to the Mayor and Council a list of all vouchers submitted
to the Borough for payment. Such list shall contain sufficient information
so as to allow the Mayor and Council to act thereon.
C. The Mayor and Council shall consider claims by review
of said certified list at a meeting of the Mayor and Council which
shall consider all claims as a whole. In the event that any individual
claims shall be rejected, the reason therefore, shall be set forth
in the minutes of the meeting at which same shall be considered. Disapproved
claims shall be referred back to the purchase order officer with instructions.
The minutes of meetings where claims are considered shall include
by attachment the certified list of vouchers from which shall be stricken
disapproved claims.
D. The purchase order officer shall be authorized to
indicate on claim vouchers approval thereof pursuant to the minutes
of the Mayor and Council with the date of approval noted thereon and
to make payment of all claims so approved.
E. It shall be the duty of the purchase order officer
to indicate on the claim vouchers that the claims have been approved
for payment, with the date of approval noted thereon.