[HISTORY: Adopted by the City Council of the City of Vineland 12-18-1976 by Ord. No. 1062 (Ch. 4 of the 1990 Code). Amendments noted where applicable.]
There is hereby established the Department of Administration of the City of Vineland, the head of which shall be designated and known as the "Business Administrator," in accordance with N.J.S.A. 40:69A-44.
The Business Administrator shall be appointed by the Mayor of the City of Vineland, with the advice and consent of the City Council.
The Business Administrator shall be appointed for and serve during the term of office of the Mayor appointing him and until the appointment and qualification of his successor.
No person shall be qualified for appointment as Business Administrator unless such person shall have 10 years' administrative experience in business or government and have actual experience in or knowledge of budget preparation, centralized purchasing functions and development and administration of personnel systems. In accordance with N.J.S.A. 40:69A-44, any person appointed as Business Administrator need not reside in the City of Vineland at the time of his appointment, but during his tenure in office, he may reside outside of the City of Vineland only with the approval of the City Council.
[Amended 6-23-1992 by Ord. No. 92-40; 7-25-2000 by Ord. No. 2000-62; 12-26-2001 by Ord. No. 2001-86]
The Business Administrator shall:
Prescribe the internal organization of the work of the Department, consistent with applicable statutes and ordinances.
Appoint, direct and supervise subordinate officers and employees of the Department and make individual work assignments.
Provide information reports on the work of the Department as may be required by the Mayor.
Serve as hearing officer in lieu of the department head as required in any departmental hearing of the City of Vineland.
Administer an information systems office for the provision of technology services to all departments.
Perform such other duties as directed by the Mayor not inconsistent with applicable statutes and ordinances.
[Amended 12-26-2001 by Ord. No. 2001-86]
Under the general supervision of the Mayor and direct supervision of the Business Administrator, the Department of Administration shall:
Prescribe and prepare uniform forms for budget requests for use by all departments, boards and agencies; review and analyze all budget requests for appropriations and make recommendations and comments; assist in the conduct of annual budget hearings; and otherwise assist the Mayor in the preparation of the City budget.
Administer a centralized purchasing system.
Be responsible for the development and administration of a sound personnel system, including, without limitation, maintaining a job classification and pay plan based upon the duties, authority and responsibilities of offices, employments and positions in the City.
Receive all bidding documents for City contracts from the Purchasing Board, tabulate all bids and make reports and recommendations to the City Council regarding the same.
Maintain a continuing review of federal and state aid programs of interest to the City of Vineland so that the City may apply for available funding.
Provide technology services to all departments through an information systems office, as well as care for, store and maintain information systems equipment owned by the City of Vineland and in the custody of the Department.
Assign office space, furniture and facilities among and within City departments and agencies.
Perform such other duties, as prescribed by the City Council, not inconsistent with applicable statutes and ordinances.
[Amended 2-27-2001 by Ord. No. 2001-9; 7-28-2020 by Ord. No. 2020-38]
Within the Department of Administration, there shall be a Division of Purchasing, the head of which shall be the Purchasing Agent. The individual designated to serve as the Purchasing Agent shall possess a Qualified Purchasing Agent Certificate pursuant to N.J.S.A. 40A:11-9. Under the general supervision of the Mayor and the Business Administrator, the Qualified Purchasing Agent shall:
Be assigned the authority, responsibility, and accountability for the purchasing activity for the City of Vineland.
Prepare public advertisements for bids and receive bids for the provision or performance of goods or services on behalf of the City of Vineland.
Award contracts permitted pursuant to N.J.S.A. 40A:11-3, in the name of the City of Vineland.
After receipt of bids, read, record, and tabulate all bids received, and provide a written record of the same to the Business Administrator for recommendation to City Council.
Conduct any activities as may be necessary or appropriate to the purchasing function of the City of Vineland as its contracting agent.
Develop and provide procedures and forms for requisitions and purchases by all City personnel.
Supervise and control the receipt of all supplies, materials, equipment, and other items purchased on behalf of the City of Vineland.
Maintain an inventory of all supplies, materials, and equipment purchased by the City of Vineland.
In accordance with the statutory authority of the Treasurer of the State of New Jersey pursuant to N.J.S.A. 52:34-7, the City of Vineland hereby adopts and incorporates herein any and all adjustments to the bid thresholds for awarding the contract for goods or services without advertising for public bidding as permitted in accordance with N.J.S.A. 40A:11-3 as the said bid thresholds may from time to time be adjusted by the Treasurer of the State of New Jersey. The Qualified Purchasing Agent shall have the authority to review, negotiate, and award such contracts pursuant to N.J.S.A. 40A:11-3 within the thresholds as hereinabove set forth.
Within the Department of Administration, there shall be a Division of Personnel, the head of which shall be the Personnel Officer. Under the general supervision of the Mayor and the Business Administrator and under the direct supervision of the Personnel Officer, the Division shall:
Maintain personnel files for each official, department head and employee, which files shall include, without limitation, any appointment papers, applications, civil service test certifications, documents relating to all civil service and/or departmental actions pertaining to each individual, and employee benefits records.
Coordinate all civil service actions relating to any employee and act as a clearinghouse for all department heads or other appointing authorities for the transmittal and receipt of all civil service forms and correspondence.
Certify the employment and/or eligibility of City employees for the Public Employees Retirement System of New Jersey, the Police and Firemen's Pension Fund of New Jersey, the Old Age and Survivors' Insurance System and any and all employee benefit plans.
Maintain a continuous study of the operation and effect of personnel administration, including hours and days of work, leaves of absence, sick leaves, vacations, pensions and retirement, and report its findings and recommendations to the Business Administrator and the Mayor.
[Added 12-23-1980 by Ord. No. 1236; amended 12-11-1984 by Ord. No. 84-52; 12-26-1984 by Ord. No. 84-59; 12-26-2001 by Ord. No. 2001-86]
The City Treasurer shall be assigned to the Department of Administration.
[Added 10-24-2017 by Ord. No. 2017-72]
Division established. Within the Department of Administration, there shall be a division of Equipment Maintenance and Vehicle Fueling Facility.
Functions of the Division. Under the direct supervision of the Business Administrator, the Division shall:
Operate and manage the City garage or garages and yards for the storage, servicing, repair and maintenance of the City's motor vehicles and other equipment.
Maintain and repair such other motor vehicles and motorized equipment of the City as may be directed by the Business Administrator and certify the amounts due and payable thereunder.
Control the use and maintenance of motor vehicles stored and serviced by the Division through vehicle operating records, cost studies and replacement schedules.
Operate, maintain and repair the municipally owned vehicle fueling facility, including the maintenance of records for the use of such facility, as shall be directed by the Business Administrator.
[Added 10-24-2017 by Ord. No. 2017-72]
The City Engineer shall be appointed by the Mayor with the advice and consent of City Council and shall serve during the term of the Mayor and until the appointment and qualification of his/her successor in accordance with N.J.S.A. 40:69A-43. The City Engineer shall be the supervisor of the Division of Engineering and shall be directly responsible to advise the Business Administrator and other municipal elected officials, departments and employees of the proper compliance and administration of various laws, regulations, technical practices, operations, and management technique with regards to the Division of Engineering and related activities conducted by the municipality.
[Amended 7-23-2019 by Ord. No. 2019-48]
Salary of City Engineer, full-time position. The City Engineer shall receive an annual salary to be paid in the same manner as department heads and officers of the City of Vineland, with the salary range as set forth in Ordinance No. 8 and amendments thereto. The position of City Engineer shall be considered a full-time position.
Outside employment. The City Engineer shall not accept any outside employment but shall devote his/her working hours and his/her energies solely to the duties of his/her office, unless the City Council shall, by special resolution, otherwise provide.
Qualifications of City Engineer. The City Engineer of the City of Vineland shall be a licensed professional engineer, licensed in the State of New Jersey with a civil engineering background. The City Engineer shall have a minimum of 10 years' experience as a licensed professional engineer in the State of New Jersey and shall have minimum of five years' experience working as a professional engineer for a governmental entity in the State of New Jersey.
[Amended 7-23-2019 by Ord. No. 2019-48]
Powers and duties of City Engineer. The City Engineer, in addition to the functions, powers and duties that are hereby or may hereafter be conferred and imposed upon him/her by law and the ordinances of the City of Vineland, pursuant to the policies adopted by the Director, shall:
Direct the operation of the Division of Engineering, manage the activities of the staff and coordinate engineering services with other divisions and departments.
[Amended 8-27-2019 by Ord. No. 2019-55]
Report, at least monthly, to the Director in such form as shall be prescribed by the Director on the operation of the Division during the preceding month and make such other reports as may be requested by the Director.
Perform his or her duties as prescribed by law and the ordinance of the City and such other duties as may be required of him/her by the Mayor, the City Council and the Director of Public Works.
Prescribe the internal organization of the work of his/her office, consistent with applicable statutes and ordinances.
In conjunction with the Superintendent of Public Works, establish standards and procedures for the control, use and care of all City-owned equipment, materials and supplies in the custody of the Department of Public Works.
Recommend, with the Director of Public Works, the appointment of subordinate officers and employees of the Division of Engineering and make all individual assignments.
Recommend for approval payrolls, bills and claims chargeable to the City Engineering Division appropriation.
Prepare and assist in the preparation of loan and grant applications to state and federal government agencies for City projects and inform the Director of Public Works, the Mayor and Council of all available financial aid.
Maintain the custody and charge of and keep in the place provided by the City Council the original or true copies of maps, charts, documents, worksheets and data which he/she has acquired or prepared for the City; and, upon the termination of his/her services to the City, he/she shall surrender to his/her successor all City property, papers, maps, charts and records, together with a status report on any pending project.
The City Engineer shall survey and inspect, from time to time, the physical condition of all public structures, roads, subsurface utilities and other physical facilities in the City and evaluate the need for repairs, replacements, maintenance, additions and extensions thereof. He/she shall thereupon make recommendations for capital improvement programs to the Planning Board, the Mayor and the Council.
Provide such operating standards and maintain or direct the compilation of such engineering data and records as may be necessary or desirable for the proper and efficient administration of the public works facilities.
Prepare or cause to be prepared plans and specifications for construction projects undertaken by the City, either by City employees or under public contract, and make such inspections of the work of public contractors as may be necessary or desirable, supervise the performance of public works contracts and certify the amounts due and payable thereunder.
Prepare plans and specifications and administer and oversee contracts let pursuant to said plans and specifications for solid waste management.
Coordinate the activities of consulting engineers that may be retained, from time to time, by the City in connection with the contractual responsibilities of such engineers and examine and reject or approve all vouchers submitted for work performed by contractors in accordance with public projects or improvement contracts entered into by the City.
Prepare all engineering data, surveys, designs and applications for approval for traffic signals and signing as required by the Department of Transportation of the State of New Jersey.
Provide professional engineering advice and assistance to the Mayor, the Council and all departments, as required and within the limits of available appropriations.
Perform land use studies and review of applications for land use and development as provided by ordinance or statute and provide or cause to be provided assistance to the City Planning Board for review of subdivision applications and plats, master planning studies and capital budget preparation and analysis.
Maintain or cause to be maintained the City Official Map, Tax Maps and the City Zoning Maps in current legal status at all time and secure the prompt recording thereon of all changes in ownership and prepare, maintain and preserve maps, charts and records of roads, easements, rights-of-way, utilities, public buildings and structures and all public facilities owned or operated by the City of Vineland.
Keep a complete record of all streets, roads, highways, public lands, alleys, public parks and squares and other places hereafter laid out, opened or altered in the City in a suitable book to be provided for that purpose, wherein shall be entered the true and lawful description thereof, specifying in each case the date of the survey or the time when the same was made and laid out, opened or altered, according to law. The Division of Engineering shall keep an accurate and complete record of all grades of streets and highways established by order of the City Council, and furnish a complete and accurate map in each of such cases.
Provide technical assistance, labor and equipment to other divisions within the Department of Public Works as expeditiously as possible based upon the priority of the assistance needed by said divisions.
[Added 10-24-2017 by Ord. No. 2017-72; amended 8-27-2019 by Ord. No. 2019-55]
The City Planner shall be the Supervisor of the Division of Planning.
Functions of the Division. The Division of Planning shall:
Advise and assist the Mayor with regards to the physical planning of all matters relating to the development of the City.
Provide staff assistance to the Planning Board and Zoning Board of Adjustment on all matters under their jurisdiction.
Perform continuous studies and collect data to serve as a basis for planning recommendations to the administration.
Act as liaison to the South Jersey Transportation Planning Organization, County Planning Board, Landis Sewerage Authority, United States Census Bureau, and other regional, state and federal planning organizations.
Administer redevelopment plans.