The Manager shall be the Director of the Department of Administration. Within the Department of Administration, there shall be a Division of Purchasing, a Division of Personnel, and a Division of the Budget.
[Amended 1-26-2009 by Ord. No. 2009-1]
A. 
Purchasing Agent. Within the Department of Administration, there shall be a Division of Purchasing pursuant to N.J.S.A. 40A:11-9. The head of the Division shall be the Town Purchasing Agent, with the authority, responsibility, and accountability for the purchasing activity, to prepare public advertising for bids and to receive bids for the provision or performance of goods or services and to award contracts, permitted pursuant to N.J.S.A. 40A:11-9(a).
B. 
Purchase controls. Purchases shall be authorized only upon the requisition of a department head, which requisition shall be made to the Manager and Purchasing Agent at such times and in such form as the Manager or Purchasing Agent may prescribe or approve. All purchases made and contracts awarded for any supplies, materials or equipment or contractual services shall be pursuant to a written requisition from the head of the department against which the appropriation will be charged and the certification of the Treasurer that a sufficient balance of appropriation is available to pay therefor. All such purchase contracts in excess of $2,500 shall conform with the applicable requirements of state statutes for competitive bidding. Except as the Manager may specifically authorize in case of emergency, no purchase shall be made and no bill, claim or voucher shall be approved unless the procedures prescribed by or pursuant to this chapter have been followed. The Purchasing Agent and the Manager may, at their option, in cases where competitive bidding is not required, submit a proposed purchase to competitive bidding, open the bids obtained and award contracts.
C. 
Award of contracts; execution. Where contracts are by law required to be let to competitive public bidding, the Council may, upon recommendation of the Manager, let the contract in the manner prescribed by law. The Mayor or, in the event of his inability to act, such Councilman as the Town Council shall designate to act as Mayor during his absence or disability shall execute and sign contracts let and authorized pursuant to the Charter and ordinances, and their respective signatures shall be attested by the Clerk.
D. 
Standards and tests. The Purchasing Agent shall establish and approve uniform standards for requisitions and purchases, shall control the delivery of all supplies, materials and equipment and other items purchased, and shall make or cause to be made proper test checks and inspections thereof. The Purchasing Agent shall ascertain whether the supplies, materials, equipment and other items purchased comply with specifications and shall cause laboratory or other tests to be made whenever, in the Purchasing Agent's or Manager's opinion, it is necessary to determine whether the materials or supplies furnished are of the quality and standard required and shall accept or reject deliveries in accordance with the results of the Purchasing Agent's inspection.
E. 
Storerooms. The Purchasing Agent shall control any general storerooms or stockrooms which the Council may authorize. The Purchasing Agent may take transfers of supplies, materials and equipment between departments, officers and agencies; sell surplus, obsolete, unused or waste supplies, materials and equipment; and make any other sales authorized by the Council.
The Town budget shall be prepared by the Manager.
A. 
Budget requests. During the month of November, in each year, the Manager shall require all department heads to submit requests for appropriations for the ensuing budget year and to appear before him at a public hearing, which shall be held during that month on the various requests.
B. 
Budget document. Upon the basis of departmental requests, budget hearings, his analysis of the needs and resources of the Town and such policy guides as may be prescribed by resolution of the Council, the Manager shall prepare his recommended budget in the form required by general law for municipal budgets. On or before January 15 in each year, the Manager shall present to the Council his budget document consisting of:
(1) 
The recommended budget; and
(2) 
A budget message.
C. 
Budget message. The budget message shall consist of such explanatory comments, exhibits and schedules concerning the budget as the Manager may deem desirable, together with:
(1) 
An outline of the proposed financial policies for the ensuing budget year, including explanations of the important features of the budget and any major changes in policy.
(2) 
An analysis of revenue and costs and of work performance contemplated by the budget so far as appropriate units of measurement may have been developed and installed.
(3) 
A statement of pending capital projects and proposed new capital projects relating the amounts required for capital purposes to the down payments and other expenditures financed from current appropriations and to the amount of bonds to be issued during the budget year.
(4) 
A capital program of proposed capital projects for the budget year and the next five years, which may be prepared by the Planning Board, together with his comments thereon and estimates of costs.
D. 
Budget operation. The Manager shall control the expenditure programs for each department through the application of work programs and periodic allotments of budgeted appropriations. No department shall incur any expenditure in excess of the amount so allotted. Whenever it shall appear to the Manager that the amount appropriated for any department or for any purpose within a department is in excess of the amount required to be expended to provide the quantity and quality of services authorized by the budget, the Manager may, by administrative order, with the approval of the Council, reduce the amount available for expenditure by any department during the remainder of any year. If at any time during the budget year the Manager shall ascertain that the municipal government is faced with the probability of incurring a cash deficit for the current year, he shall reconsider the work programs and allotments so as to forestall, so far as possible, the making of commitments and expenditures in excess of the revenues to be realized during the fiscal year.