[HISTORY: Adopted by the Mayor and Council
of the Borough of Park Ridge 11-14-1966 by Ord. No. 66-14. Amendments noted where
applicable.]
GENERAL REFERENCES
Administrative organization — See Ch. 2.
[Amended 3-10-1969 by Ord. No. 69-3; 8-16-1976 by Ord. No.
76-18; 7-11-1977 by Ord. No. 77-20]
Any and all purchases to be made by the Borough
of Park Ridge, or any department thereof, which do not require sealed
bids pursuant to statute shall be in accordance with the method designated
herein, as follows:
A.
Approvals. All purchases in excess of $250 shall be
made on requisition and purchase order forms approved by the Borough
Administrator and Borough Treasurer. All purchase requisitions in
excess of $250 must be approved by the Borough Administrator, who
will assign a purchase order number, and by the Borough Treasurer,
who shall verify that sufficient funds exist in the departmental line
item from which the purchase is to be charged. In the case where the
Borough Administrator has determined to approve a purchase in an amount
less than $500, a voucher may be certified by the Chief Financial
Officer with the approval of the Borough Administrator and sent to
the Borough Treasurer for disbursement. All such payments shall require
ratification by the governing body in the month following payment.
[Amended 7-8-1980 by Ord. No. 80-8; 5-13-1997 by Ord. No.
97-8; 11-9-2010 by Ord. No. 2010-35]
B.
Requisition forms.
(1)
Requisition forms are to be submitted by the appropriate
department head to the office of the Borough Administrator, setting
forth fully the materials to be purchased or services to be rendered,
including the unit price, the total cost, the preferred supplier and
the departmental account to be charged.
(2)
In all cases, the purchasing of goods and services
will conform to the Local Public Contracts Law (N.J.S.A. 40A:11 et
seq.).
C.
Purchase order distribution. The vendor copy of the
purchase order and a voucher shall be forwarded to the vendor or supplier.
The commitment copy shall be forwarded to the Borough Treasurer to
be recorded as an encumbrance against the department. The purchasing
copy with the requisition form shall be retained in the office of
the Borough Administrator, and the department and receiving copies
shall be forwarded to the department head.
D.
Receipt of goods or completion of services. Upon delivery
of the goods ordered or completion of the services rendered, the department
head or the departmental representative shall sign the vendor's invoice
and have said invoice attached to the receiving copy of the purchase
order. The department head shall sign the receiving copy and forward
same to the Borough Administrator to be attached to the properly executed
voucher from the vendor or supplier.
E.
Voucher approval. By no later than 12:00 noon of the
first Monday of the month, the department head shall sign all vouchers
to be paid in that month.
[Amended 3-10-1969 by Ord. No. 69-3; 8-16-1976 by Ord. No.
76-18; 7-11-1977 by Ord. No. 77-20]
Any person, partnership, association or corporation
claiming payment from the Borough of Park Ridge shall present to the
Borough Administrator a bill of demand on a voucher form of the borough
detailing goods or services rendered, duly certified or supported
by an affidavit of claimant, pursuant to N.J.S.A. 40A:5-16. All vouchers
shall be submitted to the office of the Borough Administrator not
later than 12:00 noon on the Friday preceding the first Monday of
the month. Any voucher submitted after the deadline shall be held
for payment until the following month.
[Amended 7-8-1974 by Ord. No. 74-16; 8-16-1976 by Ord. No.
76-18; 7-11-1977 by Ord. No. 77-20; 11-9-2010 by Ord. No. 2010-35]
A.
All vouchers,
after being signed by the head of each department, shall be presented
to the committee head and one additional member of the Borough Council
for payment approval. After such approval is given, the vouchers shall
be filed with the Borough Treasurer, who shall present all claims
for approval by the Borough Council at its next regular meeting.
B.
With respect
to the payment of purchases for the Electric and Water Department
made by the Borough's Board of Public Works, all such claims for payment
shall be reviewed and certified by the Borough's designated certifying
and approval agent or alternate designated certifying approval agent
in the absence of the designated certifying and approval agent, who
shall have such authority as conferred under N.J.S.A. 40A:5-17 and
shall act in accordance with the procedures set forth in within the
chapter. The certifying and approval agent or alternate designated
certifying approval agent in the absence of the designated certifying
and approval agent shall immediately provide a report to the Mayor
and Council detailing the claims approved for payment and disbursed
and those claims not approved for payment.
[Amended 6-14-2011 by Ord. No. 2011-019]
[Amended 3-10-1969 by Ord. No. 69-3; 8-16-1976 by Ord. No.
76-18; 7-11-1977 by Ord. No. 77-20]
Any claim disapproved by the Borough Administrator
or the Finance Chairman shall be voted upon by the members of the
Borough Council and may be approved by a majority vote.
[Amended 3-10-1969 by Ord. No. 69-3]
Claims shall be approved by the Borough Council,
by resolution, allowing a detailed list to be accepted and made a
part of the minutes without the necessity of reading each and every
claim.
The Borough Clerk shall record all claims in
the official minutes of the Borough Council by inserting therein a
copy of the resolution approving said claims and a list of those claims
approved.
[Amended 7-11-1977 by Ord. No. 77-20]
The Borough Treasurer shall indicate on each
said claim that it has been approved for payment, with the date of
approval noted on the claim.
[Amended 7-11-1977 by Ord. No. 77-20]
A.
The Borough Treasurer's office shall forthwith prepare
the necessary checks for the payment of approved claims. Said checks
shall be signed by the Mayor and countersigned by the Borough Clerk
and the Borough Treasurer and, upon completion of such, shall be forwarded
by the Borough Treasurer to the claimants.
B.
The Borough Treasurer shall record said payments in
the approved books and/or ledgers and shall prepare a monthly summary
of expenditures and encumbrances by department and by categories of
expense within each department.
[Amended 7-11-1977 by Ord. No. 77-20]
[Amended 8-13-1973]
The Mayor and Council may, by resolution, provide
for and authorize payment of advances to officers and employees of
the borough towards their expenses for authorized travel and expenses
incident thereto. Any such resolution shall provide for the verification
and adjustment of such expenses and advances and the repayment of
excesses advanced, by means of a detailed bill of items or demand
and the certifications or affidavit required by N.J.S.A. 40A:5-16,
which shall be submitted within 10 days after the completion of the
travel for which an advance was made.
