There shall be a Department of Administration, the head of which shall be the Business Administrator appointed by the Mayor with the advice and consent of Council for the same term as the Mayor. He shall be responsible for the efficient and economical administration of the Department and shall have the general functions, powers and duties of a department head pursuant to this chapter.
The Business Administrator shall perform such duties and exercise such powers as are provided by statute, the Charter, this Administrative Code and ordinance. In addition thereto, under the direction and the supervision of the Mayor, he shall:
A.
Assist in the preparation of the budget;
B.
Administer a centralized purchasing system;
C.
Be responsible for the development and administration of a sound personnel system;
D.
Supervise the management, planning and operations of all boards, commissions and committees as assigned by the Council to the Department of Administration; and
E.
Perform such other duties as the Council may prescribe.
A.
The Business Administrator shall administer a centralized purchasing system.
B.
All purchases of any supplies, materials or equipment or contractual services (other than professional services) for any department shall be made by the Business Administrator, pursuant to a written requisition from the head of the department whose appropriation will be charged and the Treasurer's certification that a sufficient unencumbered balance of appropriation is available to pay therefor. All such purchase contracts shall conform to applicable requirements of state statutes for competitive bidding. Wherever economies can be effected, the Mayor may purchase materials, supplies or equipment pursuant to a contract or contracts entered into on behalf of the state or of one or more municipalities by the State Division of Purchase and Property, as authorized by law.
The Mayor shall establish a procedure for the purchase of any item or items required for the immediate protection of the public health, safety, morals or welfare, which will permit such emergency purchases to be made for specific purposes in a manner other than that prescribed by this article.
Where purchases in excess of $500 are made without competitive bidding, the Business Administrator shall obtain, wherever possible, at least three informal price quotations for the item or items to be purchased and shall record and maintain such quotations in his office as a public record. Wherever circumstances permit, the purchase shall be made from the lowest of such quotations received from a responsible bidder.
The Mayor shall establish or approve uniform standards for requisitions and purchases. The Business Administrator 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 Business Administrator shall ascertain whether said supplies, materials, equipment and other items purchased comply with the specifications and shall cause laboratory or other tests to be made whenever in the opinion of the department head it is necessary to determine whether the materials, supplies or equipment furnished are of the quality and standard required.
Within the Department of Administration, there shall be a Division of Community Development, the head of which shall be the Housing Coordinator. The Division shall:
A.
Operate and administer programs intended to improve the housing conditions in the Town and improve community facilities needed to serve its residents.
B.
Maintain and disseminate information to residents about municipal, state and federal programs intended to improve housing conditions, increase employment and provide public services.
C.
Assist and support other Town departments and public service organizations that are working to improve housing and community facilities.
D.
Maintain and disseminate information to the general public about the benefits of living and working in the Town of Phillipsburg.
E.
Administer the Economic Development Revolving Loan Fund.
There shall be an Economic Development Committee, which shall consist of nine members to be appointed by the Mayor. Each of the members of the Committee shall be appointed for a term of one year. The Committee shall organize and adopt rules to govern the conduct of its business. The Committee shall advise and consult with the Council, the Mayor and the Planning Board with respect to the economic and industrial development of the Town. It shall prepare and present to the Council such programs and activities as it might find appropriate and beneficial for the Town. The Mayor shall assist the Committee to promote the commercial and industrial developments of the Town under such plans and programs as the Council shall approve and subject to the provisions of a Master Plan adopted by the Planning Board.
The Department of Administration shall provide a public information center to assist residents and visitors in need of Town services. The Department shall also install and maintain a system for the receipt and prompt adjustment of citizens' complaints as to municipal services.