There shall be a Department of Administration,
and the director of this Department shall be the Business Administrator.
The Business Administrator may designate a member of this Department
as Assistant Administrator to act for and in place of the Business
Administrator in his or her absence.
The Department of Administration shall be headed
by the Business Administrator. In addition to the Business Administrator,
the Department of Administration contains various officers whose primary
function is clerical or administrative in nature. Generally, the offices
contained within the Department of Administration are those most public
in nature. Since most of the offices within the Department are located
within the municipal building and since the Administrator is a full-time
Township employee whose office is also located in the municipal building,
direct supervision can be best achieved by placing these offices within
the Department of Administration.
The Department of Administration shall provide
for an annual dog census.
[Amended by Ord. No. 1984-16; Ord. No. 2001-10]
There shall be a Division of Administration,
the director of which shall be the Business Administrator, who shall
perform the following duties and supervise the following operations:
A.
Prescribe uniform forms and procedures for budget
preparation by all departments.
B.
Develop and administer the Township's personnel program,
including preparation of pay plans, recruitment of needed personnel,
in-service training programs and a complete system of personnel records.
The Administrator shall prepare and maintain a register of all appointments
made by the Mayor, by the Council or by the Mayor with the advice
and consent of Council, indicating in the register the date of the
original appointment, the term for which the individual was appointed
and the date of the termination of this term of appointment. The Business
Administrator shall act as personnel officer of the Township and have
full charge of all matters pertaining to personnel administration.
C.
Review and analyze budget requests and assist in preparation
of the budget document.
D.
Have, exercise and discharge the functions, powers
and duties of centralized purchasing.
E.
Coordinate the processes of appointment and removal
of Township employees within the various departments and, to this
end, review and advise on all proposed appointments and discharges
of personnel prior to any such action by a department, as well as
maintaining an orderly system for the consideration, review and adjustment
of employee grievances.
F.
The Business Administrator shall review the list of
claims and vouchers and the supporting documentation as presented
to him or her by the Chief Financial Officer at least three days prior
to the regular Township meeting. Such list of bills, claims and supporting
documents shall be reviewed by the Business Administrator and put
in final form for Council action.
G.
Assist in the preparation of the budget.
(1)
The budget shall be prepared under the direction of
the Mayor. During the month of November, the Mayor shall require all
department heads to submit requests for appropriations for the ensuing
budget year and to appear before the Mayor and/or the Business Administrator
at public hearings which shall be held during that month on the various
requests. During the period of December 1 through January 14, the
Mayor, with the assistance of the Business Administrator, shall analyze
appropriation requests and capital programs and may confer informally
with the Council with respect thereto.
(2)
The Business Administrator shall cause to be prepared
all estimates of nonproperty tax revenues anticipated for the support
of each annual budget.
(3)
The budget document shall be prepared in such form
as is required by law for municipal budgets and in accordance with
the Charter. There shall be appended to the budget a detailed analysis
of all items of expenditure and revenue. Such analysis shall include
a comparison of the total number of positions of each class and grade
to be authorized by the budget with the actual number thereof employed
at the beginning and ending of the preceding budget period. As far
as practicable, such analysis shall include appropriate statements
of the cost of performance of functional programs and activities in
terms of quantitative, countable units of work for operating and capital
expenditures.
(4)
On or before the 16th of January, the Mayor shall
submit to Council his or her budget document, which shall include
his or her proposed current budget in the form prescribed by the Local
Budget Law, a capital budget and such comment or statement as he or
she may deem desirable.
(5)
The Business Administrator shall, in conjunction with
the Chief Financial Officer, recommend budget transfers of the current
budget during the last two months of the year so that no budget appropriations
are overspent and shall submit such recommendations to Mayor, Council
and Chief Financial Officer.
H.
Award contracts. All awards of contracts and purchases
shall be in accordance with the requirements of N.J.S.A. 40A:11-1
et seq., Local Public Contracts Law, as amended.
I.
Control purchases. All purchases of any work, supplies,
materials, equipment or contractual services for the Township's accounts
shall be made by the Division of Administration pursuant to a written
requisition from the head of the department whose appropriation will
be charged. In the event that the Business Administrator, who is the
head of the Department of Administration, shall be unavailable for
a period of 24 or more hours, the Mayor may approve purchase orders.
J.
Establish and approve uniform standards for requisitions
and purchases. The Division of Administration shall control the delivery
of all supplies, materials, equipment and other items of purchase
and shall make or cause to be made proper test checks and inspection
thereof. The Division shall ascertain whether such supplies, materials,
equipment and other items purchased comply with the specifications
and shall cause necessary tests to be made to determine whether the
materials or supplies furnished are of the quality and standard required.
The Business Administrator shall further cause an inventory list of
all material and equipment to be maintained by the Township and shall
require division heads and others having control of materials and/or
equipment to maintain such detailed inventory list as the Administrator
may deem advisable and to provide for their periodic revision. Equipment
shall be listed on the inventory list with full particulars, such
as date of purchase, cost, serial numbers and such other pertinent
information as the Business Administrator shall deem advisable.
K.
Establish a purchasing procedure.
(1)
Each department shall follow such procedure and use
such forms for purchasing as the Business Administrator shall prescribe.
Upon request of the Business Administrator, each department head shall
submit a complete statement of the materials, supplies and equipment
and work and labor under contract which will be required by the department
during the ensuing year, half year or quarter year, as the Administrator
may determine according to the best estimate of the department head.
(2)
In the event of an immediate need or requirement,
the directors, and such other persons as are authorized by the Business
Administrator, shall be authorized to make periodic purchases not
to exceed the sum of $20. Such purchases may be made without the person
securing the authorization of the Business Administrator.
(3)
Aggregate.
(a)
Where contracts are in the aggregate less than
15% of the bid threshold as established pursuant to N.J.S.A. 40A:11-3,
they may be awarded without soliciting competitive quotations. The
Business Administrator retains the authority, however, to require
price quotations whenever he or she deems such quotations to be warranted.
(b)
Where contracts are in the aggregate less than
the bid threshold but 15% or more of that amount and for those contracts
that are for subject matter enumerated in Subsection 1 of N.J.S.A.
40A:11-5 except for paragraph (a) of that section concerning professional
services and paragraph (b) of that subsection concerning work by employees
of the Township, the contract shall be awarded after soliciting at
least two competitive quotations, if practicable. The award shall
be made to the vendor whose response is most advantageous, price and
other factors considered. The record of the quotation solicitation
shall be retained and shall be included in with the voucher used to
pay the vendor.
(4)
The Business Administrator shall establish a procedure
for the purchase or rental of any items required for the immediate
protection of the public health, safety, morals or welfare of the
Township, which procedure will permit such emergency purchases or
rental to be made for specific purposes in a manner other than that
prescribed by this section.
There shall be a Division of Parks and Recreation,
the head of which shall be the Business Administrator.
A.
Duties. The Division shall:
[Amended 7-1-2014 by Ord. No. 2014-9]
(1)
Administer and operate playgrounds, facilities for indoor and outdoor
sports, athletic and recreational programs, activities for children
and adults, and all Township-sanctioned civic and recreational events.
(2)
Use public school property by agreement with the Board of Education
to the extent that such property may be adaptable and available for
recreational programs and purposes of the Department.
(3)
Prepare and develop plans for the development of additional public
recreational areas and facilities for submission to the Council.
B.
Recreation Advisory Committee. Within the Division, there shall be
a Recreation Advisory Committee to consist of nine members, three
to be appointed by the Mayor, with the advice and consent of the Council,
and six to be appointed by the Council. Each member shall serve for
a term of three years, except that of those first appointed, three
shall be appointed for a term of one year and three for a term of
two years and the remaining three for a term of three years. The Mayor's
appointments shall be one for one year, one for two years and one
for three years, and the Council's appointments shall be two for one
year, two for two years and two for three years. The members of the
Recreation Advisory Committee shall be residents of the Township of
Delran; however, this residency requirement shall only apply prospectively
to future appointments, with any current members who do not meet such
requirement being "grandfathered" in. The Committee shall provide
for a Chairperson and for such other internal organization as it may
deem desirable and, further, shall consult with and advise the Business
Administrator and the Mayor from time to time with respect to recreational
policies, programs and activities within the Township. The official
duties of the Recreation Advisory Committee shall be as follows:
[Amended 7-1-2014 by Ord. No. 2014-9]
(1)
Approve and, subject to Township Council veto, and authorize all
Township civic and recreational events. In approving these events,
the Recreation Advisory Committee will consult with, and report directly
to, the Business Administrator and the Mayor. In exercising its veto,
by a majority vote, Township Council can veto both the Recreation
Advisory Committee's approval of an event or disapproval of an event.
In approving and authorizing event, the Recreation Advisory Committee
shall use a checklist prepared by the Recreation Advisory Committee
and approved by Township Council.
(2)
Approve and authorize all events to be held on Township-owned property.
(3)
Consult with, advise, and report to, Township Council as to civic
and recreational events which have been proposed by residents, volunteers,
and other interested parties and approved by the Recreation Advisory
Committee.
(4)
In administering events as described above, the role of the Recreation
Advisory Committee shall be approving the expenditure of Township
funds for the event and ensuring that volunteers and/or others who
are involved in the event are properly insured, and any other such
administrative duties with which Township Council shall charge them
on a case-by-case basis.
(5)
If an event is presented to the Recreation Advisory Committee for
approval and the event is denied, the individual or entity seeking
approval of the event may appeal this denial to the Township Council
by written correspondence to the Township Clerk within ten (10) days
of the denial of the event. Township Council will then hear this appeal
at the next regularly scheduled meeting of the Township Council and
Township Council shall then have the ability to exercise its veto
power.
C.
Games and exhibitions; fees. The Division, through
the Recreational Advisory Committee, may provide for the giving of
indoor and outdoor exhibitions, games and contests and may use and
employ public property for such purposes. The Division may charge
and collect, for the use of the Township, a reasonable fee for each
person entering or using the facilities, exhibitions, contests or
games provided under this section when authorized by the Business
Administrator.
D.
Rules and regulations. The Division may adopt reasonable
rules and regulations and bylaws for the conduct of all persons while
on or using such public property devoted to park or recreational uses.
The Division shall recommend to the Council such ordinances as may
be necessary to enforce reasonable rules and regulations.
E.
CIVIC EVENT
RECREATIONAL EVENT
Definitions. As used in this chapter, the following terms shall have
the meanings indicated:
[Added 7-1-2014 by Ord. No. 2014-9]
An event promoting and/or related to the Township.
An event organized for the purposes of enjoyment.
