Borough of Chesilhurst, NJ
Camden County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Borough Council of the Borough of Chesilhurst as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Payment of claims — See Ch. 9.
Chief Financial Officer — See Ch. 60, Art. IV.
Purchasing and payment of claims— See Ch. 80.
[Adopted 6-14-2007 by Ord. No. 2007-8]

§ 30-1 Overtime.

A. 
Anticipated overtime.
(1) 
The Chief Financial Officer shall be empowered to certify and approve the request for overtime.
(2) 
Overtime requests shall be anticipated and requested in writing, signed by the department head. The department head shall identify the particular account to be charged for the requested overtime prior to the overtime being actually worked.
(3) 
Before the request for overtime is approved, the Chief Financial Officer must certify that funds are available. If the Chief Financial Officer approves the request for overtime, he shall encumber the funds.
(4) 
No overtime shall be worked unless the request has received authorization, on the advice of the Chief Financial Officer, from the Mayor or his designee.
(5) 
The authorized person in the department requesting the overtime must sign the payroll sheet or time card. The payroll sheet or time card must have attached thereto the approved overtime request. The payroll sheet or time card and approved overtime request must be submitted to the Finance Committee, where two signatures are required authorizing the payment of overtime.
B. 
Unanticipated by mandatory overtime.
(1) 
An overtime report must be filled out immediately by the supervisor on duty who authorized the unanticipated overtime.
(2) 
The department head shall sign the report and send it to the Mayor and Chief Financial Officer.
(3) 
A copy shall be attached to the payroll sheet, and a copy shall be submitted to the Finance Committee.
C. 
Corrective action.
(1) 
If the overtime exceeds 2 FTEs in a given month, or 1 FTE in any given quarter, the department head must submit a corrective action plan to the Finance Committee.
(2) 
This plan will be reviewed by the Mayor or his designee.
(3) 
If the overtime persists or the plan is not effective, the department head will be required to present him/herself before Mayor and Borough Council.
(4) 
Two appearances before Mayor and Borough Council will be grounds for disciplinary action.

§ 30-2 Purchases of goods and services not subject to competitive bidding.

A. 
The Chief Financial Officer shall be empowered to certify and approve the purchase of materials, equipment and supplies not otherwise subject to competitive bidding.
B. 
The Finance Committee shall identify the particular account to be charged for the goods or services being sought and shall obtain three quotes for each such items prior to purchase.
C. 
Before the goods or services are ordered, the Chief Financial Officer must certify that funds are available. If the Chief Financial Officer approves the request for the purchase of goods and services, he shall encumber the funds.
D. 
No purchase shall be made unless the request has received authorization, on the advice of the Chief Financial Officer, from the Mayor.
E. 
The Chief Financial Officer shall create a purchase order to correspond with the authorized purchase request.
F. 
The authorized person in the department requesting the purchase of goods or services must sign all invoices for approved and authorized purchases. All invoices and purchase orders must be submitted to the Finance Committee, where two signatures are required authorizing the generation of payment of the invoice.
G. 
The Finance Committee shall provide a monthly written report to the Borough Council at its next meeting for ratification of all payments and claims received, reviewed, certified or disapproved since the previous monthly Borough Council meeting.
H. 
The kind and manner of keeping of general books of account for the Chief Financial Officer for the Borough shall be kept and maintained by the Chief Financial Officer as required by state law.
[Adopted 7-5-2007 by Ord. No. 2007-9]

§ 30-3 Revisions and amendments not to exceed current appropriation.

All revisions and amendments to the current Salary Ordinance shall be subordinate to the Budget Ordinance in that:
A. 
No salary can exceed the current appropriation under which it falls; and
B. 
No hourly wage can be set that would exceed or exhaust the current appropriation given historical scheduling practices.

§ 30-4 Staff increase.

Before any revision or amendment that will result in a staff increase can be presented to Council, the department head must state the reason and show justification for the increase in staff.
A. 
The department head must be able to provide, in support of a proposal to revise or amend, a staffing guide, organizational chart and proposed schedule, as well as other supporting documents such as work flow diagrams.
B. 
If a new department is to be created, the matter should be brought before Council by the Mayor. No new department may be created within the Borough of Chesilhurst except through a duly enacted ordinance.

§ 30-5 Certification by Chief Financial Officer.

The Chief Financial Officer shall certify that the proposed revision or amendment will not exceed the current appropriation or that there is additional revenue to offset the increased expense.

§ 30-6 Proposal by Council member.

If a Council member is sponsoring the revision or amendment, he/she must confer with the Chief Financial Officer and the Mayor before presenting the proposal to the Council.

§ 30-7 Referral to Budget and Finance Committee.

A. 
Any proposed revision or amendment that involves an increase in staff or salaries or wages that exceed the current appropriation, without offsetting funds, must be referred to the Budget and Finance Committee for review and comment before it can be presented to the full Council.
B. 
The Budget and Finance Committee shall review the proposal with the Chief Financial Officer and determine whether:
(1) 
The proposal can be categorized as an emergency and the Budget Ordinance should be amended to increase the appropriation; or
(2) 
There are funds available in another account(s) from which transfers can be made; or
(3) 
It is neither an emergency nor are there funds available to be transferred, in which case the proposal will not be considered in its present form.

§ 30-8 Emergency proposals.

If the proposal is categorized as an emergency:
A. 
The Committee will recommend the amount by which to increase the appropriation; and
B. 
If approved, the Budget Ordinance shall be amended and the Salary Ordinance shall be permitted to be increased by the recommended amount.

§ 30-9 Funds available from other accounts.

If funds are available from another account(s):
A. 
The specific amount(s) and account(s) shall be designated and recommended to Council;
B. 
If approved, the funds will be encumbered; and
C. 
The transfer(s) must be made in accordance with state statute.

§ 30-10 Revised budgets.

If the proposal to revise or amend is approved, the Mayor shall inform all departments of the revised budget.

§ 30-11 Referral to Wage Review Committee.

Any revision or amendment that involves a pay increase such as a raise or promotion must be referred to the Wage Review Committee.