The Manager shall be the Director of the Department of Administration.
Within the Department of Administration, there shall be a Division
of Purchasing, a Division of Personnel, and a Division of the Budget.
[Amended 1-26-2009 by Ord. No. 2009-1]
A. Purchasing Agent. Within the Department of Administration, there
shall be a Division of Purchasing pursuant to N.J.S.A. 40A:11-9. The
head of the Division shall be the Town Purchasing Agent, with the
authority, responsibility, and accountability for the purchasing activity,
to prepare public advertising for bids and to receive bids for the
provision or performance of goods or services and to award contracts,
permitted pursuant to N.J.S.A. 40A:11-9(a).
B. Purchase controls. Purchases shall be authorized only upon the requisition
of a department head, which requisition shall be made to the Manager
and Purchasing Agent at such times and in such form as the Manager
or Purchasing Agent may prescribe or approve. All purchases made and
contracts awarded for any supplies, materials or equipment or contractual
services shall be pursuant to a written requisition from the head
of the department against which the appropriation will be charged
and the certification of the Treasurer that a sufficient balance of
appropriation is available to pay therefor. All such purchase contracts
in excess of $2,500 shall conform with the applicable requirements
of state statutes for competitive bidding. Except as the Manager may
specifically authorize in case of emergency, no purchase shall be
made and no bill, claim or voucher shall be approved unless the procedures
prescribed by or pursuant to this chapter have been followed. The
Purchasing Agent and the Manager may, at their option, in cases where
competitive bidding is not required, submit a proposed purchase to
competitive bidding, open the bids obtained and award contracts.
C. Award of contracts; execution. Where contracts are by law required
to be let to competitive public bidding, the Council may, upon recommendation
of the Manager, let the contract in the manner prescribed by law.
The Mayor or, in the event of his inability to act, such Councilman
as the Town Council shall designate to act as Mayor during his absence
or disability shall execute and sign contracts let and authorized
pursuant to the Charter and ordinances, and their respective signatures
shall be attested by the Clerk.
D. Standards and tests. The Purchasing Agent shall establish and approve
uniform standards for requisitions and purchases, 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 Purchasing Agent shall ascertain whether
the supplies, materials, equipment and other items purchased comply
with specifications and shall cause laboratory or other tests to be
made whenever, in the Purchasing Agent's or Manager's opinion,
it is necessary to determine whether the materials or supplies furnished
are of the quality and standard required and shall accept or reject
deliveries in accordance with the results of the Purchasing Agent's
inspection.
E. Storerooms. The Purchasing Agent shall control any general storerooms
or stockrooms which the Council may authorize. The Purchasing Agent
may take transfers of supplies, materials and equipment between departments,
officers and agencies; sell surplus, obsolete, unused or waste supplies,
materials and equipment; and make any other sales authorized by the
Council.
The Town budget shall be prepared by the Manager.
A. Budget requests. During the month of November, in each year, the
Manager shall require all department heads to submit requests for
appropriations for the ensuing budget year and to appear before him
at a public hearing, which shall be held during that month on the
various requests.
B. Budget document. Upon the basis of departmental requests, budget
hearings, his analysis of the needs and resources of the Town and
such policy guides as may be prescribed by resolution of the Council,
the Manager shall prepare his recommended budget in the form required
by general law for municipal budgets. On or before January 15 in each
year, the Manager shall present to the Council his budget document
consisting of:
(1) The recommended budget; and
C. Budget message. The budget message shall consist of such explanatory
comments, exhibits and schedules concerning the budget as the Manager
may deem desirable, together with:
(1) An outline of the proposed financial policies for the ensuing budget
year, including explanations of the important features of the budget
and any major changes in policy.
(2) An analysis of revenue and costs and of work performance contemplated
by the budget so far as appropriate units of measurement may have
been developed and installed.
(3) A statement of pending capital projects and proposed new capital
projects relating the amounts required for capital purposes to the
down payments and other expenditures financed from current appropriations
and to the amount of bonds to be issued during the budget year.
(4) A capital program of proposed capital projects for the budget year
and the next five years, which may be prepared by the Planning Board,
together with his comments thereon and estimates of costs.
D. Budget operation. The Manager shall control the expenditure programs
for each department through the application of work programs and periodic
allotments of budgeted appropriations. No department shall incur any
expenditure in excess of the amount so allotted. Whenever it shall
appear to the Manager that the amount appropriated for any department
or for any purpose within a department is in excess of the amount
required to be expended to provide the quantity and quality of services
authorized by the budget, the Manager may, by administrative order,
with the approval of the Council, reduce the amount available for
expenditure by any department during the remainder of any year. If
at any time during the budget year the Manager shall ascertain that
the municipal government is faced with the probability of incurring
a cash deficit for the current year, he shall reconsider the work
programs and allotments so as to forestall, so far as possible, the
making of commitments and expenditures in excess of the revenues to
be realized during the fiscal year.