A.
Mayor and Business Administrator to prepare budget. The budget shall
be prepared by the Mayor with the assistance of the Business Administrator.
During the month of November, the Mayor shall require all department
heads to submit requests for appropriations for the ensuing budget
year and to appear before the Mayor or the Business Administrator
at public hearings which shall be held during that month on the various
requests. On or before January 15, the Mayor shall submit to the Council
his recommended budget, together with such explanatory comment or
statement as he may deem desirable.
B.
Tax revenue estimates by Business Administrator. The Business Administrator,
with the assistance of the Treasurer and Auditor, shall prepare all
estimates of nonproperty tax revenues anticipated for the support
of each annual budget.
C.
Budget documents. The budget documents shall be prepared in such
form as is required by law for municipal budgets and in accordance
with the Charter. There shall be appended to the budget a detailed
analysis of all items of expenditure and revenue. Such analysis shall
include a comparison of the total number of positions of each class
and grade to be authorized by the budget with the actual number thereof
employed at the beginning and ending of the preceding budget period.
So far as practicable, such analysis shall include appropriate statements
of the cost of performance of functional programs and activities in
terms of quantitative countable units of work for operating and capital
expenditures.
A.
The Business Administrator shall supervise the administration of
each budget. In consultation with department heads, he shall establish
quarterly or such other periodic allotments of appropriations as he
may deem necessary. Each department shall plan and administer its
expenditure program within the limits of such allotments.
B.
If at any time during the budget year the Business Administrator
shall ascertain that the Borough government is faced with the probability
of incurring a cost deficit for the current year, he shall reconsider
the work programs and allotments of the several departments. Upon
such reconsideration, and with the approval of the Mayor, he may revise
budget 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. He shall file with the Treasurer a copy of
such revised allotments, and the Treasurer shall control all expenditures
within the limits thereof.
All purchases of any supplies, materials or equipment or contractual
services for the Borough's account shall be made by the Division of
Administration, pursuant to a written requisition from the head of
the department whose appropriation will be charged and the certification
of the Treasurer that a sufficient unencumbered balance of appropriation
is available to pay therefor. All such purchase contracts in excess
of $2,500 shall conform with applicable requirements of state statutes
for competitive bidding.
Where contracts are let to public competitive bidding, the Council
may, upon recommendation of the Business Administrator, with respect
to all contracts other than public works and, upon recommendation
of the Director of Public Works with respect to public works contracts,
let the contract in the manner prescribed by law. The Mayor shall
execute and sign contracts let and authorized pursuant to the Charter
and ordinances.
The Business Administrator shall establish and approve uniform
standards for requisitions and purchases. The Division of Administration
shall control the delivery of all supplies, materials, equipment and
other items purchased shall comply with the specifications. The Division
of Administration shall cause laboratory or other tests to be made
whenever, in the opinion of the division head, they are necessary
to determine whether the materials or supplies furnished are of the
quality and standard required.
A.
Statement of estimate requirements. Each department shall, upon request
of the Business Administrator, submit a complete statement of the
materials, supplies and equipment, and work and labor under contract,
which will be required by the department during the ensuing year,
half year or quarter year as the Administrator may determine according
to the best estimate of the department head. Such statement shall
be in such form and detail as the Administrator may require.
B.
Requisition by department head. Purchases shall be made upon requisition
of a department head to the Purchase Control Clerk under such procedures
and in such form as the Business Administrator may prescribe or approve.
Except as the Business Administrator may 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 the code have been
followed.
A.
Audit; warrant; disbursements. Bills, claims and demands against the Borough shall be paid only after submission to and approval by the Council as provided in Subsection B of this section. A voucher on a form prescribed by the Treasurer shall be presented for each bill, claim or demand and shall be paid only upon the audit warrant and approval of the Treasurer and Business Administrator. Disbursements shall be made by a combination warrant, bank check or draft warranted by the Treasurer, signed by the Mayor and Treasurer.
B.
Listing for Council. The Treasurer and Business Administrator shall
prepare for each regular executive session of the Council, prior to
the public meeting, a list of all bills, claims and vouchers which
they recommend for payment. The Council shall approve any or all such
items by resolution and, upon such approval, the Treasurer shall issue
his warrant for each item approved. Such list shall be prepared in
sufficient quantity for each member of the Council, the Mayor and
the Business Administrator and at least one copy shall be filed with
the Clerk as a public record open to examination in his office.
A.
Procedure for change. No changes in quantities, work performed, services
rendered, materials, supplies, or equipment delivered or provided
shall be authorized, permitted, or accepted except by the following
procedure:
(1)
Every change order requested shall be submitted to the Borough Council
in advance for authorization in writing by the Business Administrator
and shall be numbered consecutively for each project or contract.
(2)
Whenever a requested change order is in excess of $500, the official
requesting such change order shall immediately notify the Borough's
Business Administrator or his designee before the service is rendered
or the materials, supplies, or equipment is actually delivered. After
notification to the Business Administrator, the official requesting
the same shall be authorized to accept the service required or the
materials, supplies or equipment needed. Within 48 hours after notification
to the Business Administrator of the proposed change order, said official
shall submit, in writing, a memorandum of his conversation with the
Business Administrator setting forth the reason for the change orders
and the need for same. Upon receipt of the written memorandum from
the official requesting the change order, the Borough's Business Administrator
shall submit, in writing, a memorandum to the Borough Council setting
forth the formal request for the passage of the resolution authorizing
such change order. All change orders shall be acted upon by the Borough
Council within 30 days from the Business Administrator's request.
(3)
Where change orders are less than $500, the official authorized to
accept the service or the materials, supplies or equipment delivered
shall within 48 hours notify the Borough Council of the increased
cost in the project or contract at which time the Borough Council
will take the required action to amend the contract price accordingly.
B.
Exceptions. Exceptions shall be as follows:
(1)
When an emergency condition requires immediate action, the Business
Administrator, pursuant to N.J.S.A. 40A:11-6, may authorize the necessary
action to be taken, but only to the extent necessary to meet such
emergency. The action shall be immediately reported to the Council,
which shall act to ratify the action and authorize payment.
(2)
Minor field (site) modifications, provided that such modifications
do not affect the overall scope of the contract. Where such modifications
are necessary, the Business Administrator may authorize the work performed
or items ordered, and then promptly report such change order to the
Borough Council for ratification and payment authorization. In the
event that such a change order would result in an inability to complete
the full contracted scope of services without increasing the contracted
price, the Council shall approve such change orders in advance.
C.
Other change orders. Where any other change order is requested:
(1)
The Business Administrator shall file with the Council a request
for the change order, stating the facts involved and a representation
that the proposed change order may be allowed under the provisions
of this code and the regulations of the State of New Jersey, Department
of Community Affairs, Local Finance Board. Every request for the change
order shall be accompanied by a certification of funds which is to
set forth that adequate appropriations are available for such request.
Where the request, justification, and certification are prepared by
an official other than the Business Administrator, the Business Administrator
shall countersign the change order.
(2)
The Council shall take whatever steps it determines are necessary
to assure itself that the requested change order is necessary and
that it will, in fact, be carried out.
(3)
If the Council so determines that the change order is proper, necessary,
and in accordance with law, it shall pass a resolution authorizing
the execution of a written amendatory contract dealing with the change
or changes. The resolution authorizing the change order shall be passed
promptly and not at the completion of the entire project.
