A.
Appointment; term; qualifications; compensation. The Business Administrator
shall be appointed by the Mayor with the advice and consent of the
Council for the term of the Mayor appointing him (her) and until a
successor has been appointed and qualified. He shall be chosen solely
on the basis of his executive and administrative qualifications, with
special reference to his actual experience in or his knowledge of
accepted practice in respect to the duties of his office as hereinafter
set forth. At the time of his appointment, he need not be a resident
of the Township or of this state, but shall become a resident of the
Township within one year of the date of his appointment, except that
he may reside outside of the Township with approval of the Council.
The Business Administrator shall receive such compensation as shall
be fixed annually by ordinance.
B.
Business Administrator as head of other departments. The Mayor, with
the advice and consent of the Council, may also appoint the Business
Administrator as head of any other department or departments, either
on a temporary or permanent basis, without additional compensation
unless otherwise approved by the Council.
C.
Powers and duties of the Business Administrator. Under the direction
and supervision of the Mayor and through the divisions and otherwise,
the Business Administrator shall:
(1)
Coordinate the administration of all departments, divisions and offices
of the Township government, in accordance with written delegation
of authority by the Mayor.
(2)
Prescribe and enforce rules for efficient management and operation
of the Township government and for administrative reporting to Mayor
and Council.
(3)
Plan and direct the work of the Department of Administration.
(4)
Direct the preparation and administration of the annual operating
and capital budgets and maintain a continuing review and analysis
of budget operations, work programs and costs.
(5)
Report periodically to the Mayor and Council on administration of
the government, including notable efficiencies, economics and savings.
(6)
Assign office space, furniture and facilities among and within departments.
(7)
Maintain an inventory and depreciation schedule of all property owned
by the Township and have custody of all municipal property, real and
personal, not assigned to any other department.
(8)
Maintain a continuing review of federal, state and county programs
of interest to the Township in such manner as to assure that the Township
shall be made aware of financial and other aids to which it may be
legally entitled and prepare applications for such aid.
(9)
Administer the Township's insurance program.
(10)
Develop and enforce sound purchasing and personnel practices and
procedures for all departments, divisions, offices and agencies of
the Township.
(11)
Perform such other duties as the Mayor may prescribe or as may follow
from functions prescribed by Council for the Department of Administration.
A.
Establishment and functions. There shall be a Division of the Budget
within the Department of Administration, the head of which shall be
the Business Administrator. The Division of Budget shall:
(1)
Prepare and prescribe uniform forms of budget requests for the use
of all departments, divisions and all other spending offices and agencies,
together with appropriate instructions for such use.
(2)
Review and analyze all budget requests for appropriations.
(3)
Study the organization and operation of any and all departments and
divisions and all other spending offices and agencies for the purposes
of budget analysis.
(4)
Prescribe and require each department and division and other spending
agencies for which Township appropriations are made to maintain records
and produce reports of their respective workload and performance,
expressed in appropriate work units, which may be prescribed or approved
for each of the departments, divisions and other spending agencies
by the Business Administrator.
(5)
Compile the budget document in accordance with the policies established
by the Mayor, for presentation by the Mayor to the Council in accordance
with the Charter and this Code.
B.
Budget preparation.
(1)
On or before December 1 in each year, each department head shall
submit to the Business Administrator requests for appropriations for
the ensuing budget year, including a statement of departmental programs,
expenditures and number of employees for the last completed fiscal
year and for the then-current fiscal year as estimated, together with
the departmental requests for the ensuing fiscal year. In a separate
capital section, the departmental requests shall also set forth the
estimated capital needs and appropriation requests for capital purposes
of the department for the then-current fiscal year and ensuing fiscal
years.
(2)
The Business Administrator shall compile and evaluate the requests
for appropriations received from department heads for consideration
by the Mayor. During the months of November and December in each year,
each department head shall appear before the Mayor and the Business
Administrator at public hearings to be held during that month on the
various requests.
(3)
On or before December 15 in each year, the Business Administrator
shall prepare estimates of property and nonproperty tax revenues which
may be anticipated for the support of the budget for the ensuing fiscal
year.
(4)
On or before the 15th day of January or such other date as established
by law, the Mayor shall submit to the Council the budget document
which shall include the proposed municipal budget in the form required
by law. There shall be appended to the budget an analysis of all items
of expenditure and revenue.
C.
Budget adoption. The budget shall be considered, amended as deemed
appropriate by the Council, approved and adopted by resolution of
the Council after public hearing, as required by law; provided, however,
any increase in any item or items of the budget as submitted by the
Mayor shall require the affirmative vote of not less than four Council
members.
D.
Budget operation. Budget appropriations shall be controlled by an
encumbrance system which shall be installed by the Chief Financial
Officer. In consultation with department heads, the Business Administrator
may establish quarterly or such other periodic allotments of appropriation
as he may deem desirable. Each department shall plan and administer
its expenditure program within the limits of such allotments. No commitment
shall be approved by the Chief Financial Officer in excess of any
such allotment except upon written authorization by the Business Administrator.
E.
Expenditure control. If at any time during the budget year the Business
Administrator shall ascertain that the available revenue, plus balances
for the year, will be less than the total appropriations, he shall
reconsider the work programs and allotments of the several offices,
departments, divisions and agencies. Upon such reconsideration and
with the approval of the Mayor, he shall revise the allotments so
as to forestall, so far as possible, the making of commitments and
expenditures in excess of the revenue to be realized during the fiscal
year.
A.
Establishment and functions. There shall be a Division of Purchasing
within the Department of Administration, the head of which shall be
the Business Administrator. The Division of Purchasing shall:
(1)
Purchase, store and distribute all supplies, material and equipment
and contract for all services required by any department, division,
office or agency of the Township.
(2)
Establish and enforce specifications with respect to such services,
supplies, materials and equipment.
(3)
Inspect and supervise the inspection of all deliveries of supplies,
materials and equipment and the rendition of contractual services,
and determine their qualities, quantities and conformance with specifications.
(4)
Have charge of any and all central storerooms and warehouses which
may hereafter be established.
(5)
Transfer to or between departments, divisions, offices and agencies
and from or to central stores such supplies, materials and equipment
as need appears, and arrange for the sale of surplus or obsolete items
thereof.
(6)
Solicit and secure quotations whenever possible and solicit and secure
bids through public bidding as required by law.
(7)
When an emergency as contemplated in N.J.S.A. 40A:11-6 exists, purchase
any and all materials and supplies and/or services reasonably necessary
to resolve any such emergency, and to negotiate and award such contracts
on behalf of the Township in accordance with emergency purchase procedures
established with the approval of the Mayor. Prior to exercising such
emergency authority, the head of the Division of Purchasing shall
obtain the written approval of the Mayor to negotiate and award such
emergency contracts.
B.
Purchase controls.
(1)
Every contract or agreement for the performance of any work or the
furnishing or hiring of any materials or supplies for a department
shall be made by the Business Administrator pursuant to a written
requisition from the head of the department or agency whose appropriation
will be charged and the certification of the Chief Financial Officer
that a sufficient unencumbered balance of an appropriation is available
to pay therefor. All such contracts or agreements for the performance
of any work or the furnishing or hiring of any materials or supplies
shall conform with all applicable requirements of the New Jersey Local
Public Contracts Law (N.J.S.A. 40A:11-1 et seq.).[1]
(2)
Except as the Mayor or 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 law
and established pursuant to this Code have been followed.
(3)
Purchase by quotation. Where purchases in excess of the quotation
threshold are made without competitive bidding, the Business Administrator
shall obtain, wherever possible, at least three price quotations for
the items purchased and shall record and maintain such quotations
in his office for at least one year from the time they are furnished.
Whenever circumstances permit, the purchase shall be made from the
lowest of such quotations received from a responsible bidder.[2]
A.
Establishment and functions. There shall be a Division of Personnel
within the Department of Administration. The head of the division
shall be the Business Administrator. The Division of Personnel shall:
(1)
Assist in the recruitment of qualified persons for the offices and
positions in the Township government.
(2)
Prepare and recommend to the Mayor such rules as he may find necessary,
appropriate or desirable to improve personnel administration within
the government.
(3)
Prepare, install and maintain a job classification plan based upon
the duties, authority and responsibility of offices, employments and
positions in the government.
(4)
Prepare and maintain a pay plan based upon such job classification,
subject to approval by the Council.
(5)
Establish and maintain a roster of all persons in the government
which shall set forth the significant facts relating to personnel
administration.
(6)
Establish and develop in-service training programs for persons in
the Township's employ.
(7)
Maintain a continuous study of the operation and effect of personnel
methods and practices in the Township, including hours and days of
work, leaves of absence, sick leave, vacation, pension and retirement
provisions, and report his findings and recommendations to the Mayor.
(8)
Supervise contract negotiations carried on by the Township with employee
groups and unions and other representatives of Township employees
in accordance with controlling statutes and laws.
B.
Employee grievances. The Business Administrator shall establish,
subject to approval of the Mayor, a written procedure for review and
adjustment of employee grievances consistent with all relevant constitutional
and statutory requirements, a copy of which shall be made available
to all employees, including department and division heads.
C.
Complaints against employees. Investigate and report thereon to the
Mayor with respect to all complaints received by the Township involving
a Township employee.
A.
Establishment. There shall be a Division of the Treasury within the
Department of Administration, the head of which shall be the Chief
Financial Officer.
[Amended 8-20-2012 by Ord. No. 19-12]
B.
Functions of Division of Treasury. The Division of Treasury and the
Chief Financial Officer shall:
(1)
Have custody of all funds of the Township to be deposited in authorized
depositories.
(2)
Have custody of all investments and invested funds belonging to the
Township or funds in its possession as a fiduciary except as otherwise
provided by law, and keep such funds and all municipal moneys not
required for current operations safely invested or deposited in such
interest-bearing accounts as may be approved by the Business Administrator,
as permitted by law.
(3)
Make disbursements of municipal funds solely upon authorization in
the manner provided by the Administrative Code and other ordinances
and general law.
(4)
Maintain accounts of all cash receipts and disbursements, and make
reports thereon, in accordance with the system of accounts approved
or prescribed by the Chief Financial Officer; and prepare a monthly
statement of the unexpended and unencumbered balance in each account,
for the information of the Council, Mayor, Business Administrator
and general public.
(5)
Develop, maintain and enforce a uniform system of accounts, including
forms, standards and procedures for all departments of the Township
government.
(6)
Establish and maintain the Township's central bookkeeping and accounting
records according to sound accounting principles, and in accordance
with the requirements of the Director of the State Division of Local
Finance.
(7)
Prepare and provide such records and reports as may be prescribed
or approved by the Business Administrator for the determination of
the cost of performance of each functional program or activity, measured
in such work units as may be appropriate thereto.
(8)
Supervise the administration of the Township debt and the receipt
and delivery of Township bonds and notes for transfer, registration
or exchange.
(9)
Audit all receipts and disbursements of the Township government and
of each of its departments and preaudit all bills, claims and demands
against the Township, including payrolls.
(10)
Control all expenditures to assure that budget appropriations are
not exceeded, and maintain such books and records as may be required
for the proper exercise of such budgetary control, including an encumbrance
system of budget operation.
(11)
Review each proposed expenditure and commitment to be made on behalf
of any department for conformity with state law, the Charter and ordinances
of the Township, and authorize only such expenditures and commitments
as conform with all the requirements of the Administrative Code.
(12)
Maintain a central payroll system and all social security, pension
and insurance records required for municipal personnel.
C.
Payment of bills and claims.
(1)
No department, office or agency of the Township shall expend or commit
any funds of the Township unless the Chief Financial Officer shall
first certify that there is an unencumbered balance of appropriation
and funds available for the purpose.
(2)
Prior to the payment of any bill, claim or demand against the Township,
a department head shall certify that the materials, supplies or equipment
have been received according to a purchase order system or that the
work, labor or services shall have been rendered to order or contract.
(3)
Disbursements in the payment of bills, claims or demands shall be
made by the Chief Financial Officer upon preaudit and warrant and
approved by the Chief Financial Officer or by the Business Administrator,
as the Mayor shall determine. Every warrant shall be payable to the
order of the person entitled to receive it and shall specify the purpose
for which it is drawn and the account of appropriation to which it
is chargeable. Each warrant or check shall bear the signature of the
Mayor or the Business Administrator and be countersigned by the Chief
Financial Officer, or in lieu thereof, facsimile signatures may be
used which are affixed to checks by mechanical method through the
use of a check signer machine; provided, however, that the signature
of one of the aforementioned officers shall be subscribed in his own
handwriting.
(4)
Notwithstanding anything in this section to the contrary, disbursements
shall not be made for any voucher in excess of $500 without prior
Council approval; provided, however, the Council may direct that vouchers
in lesser amounts shall also be submitted to it for approval. No such
Council approval shall be required for any of the following payments:
A.
Establishment; appointment of Township Tax Collector. There shall
be a Division of Collections within the Department of Administration,
the head of which shall be the Township Tax Collector, who shall be
appointed by the Mayor with the advice and consent of the Council
for a term of four years commencing January 1, and continuing until
a successor has been appointed and qualified. The Tax Collector shall
receive such compensation as shall be fixed annually by ordinance.
B.
Functions of the Division of Collections. The Division of Collections
and the Township Tax Collector shall:
(1)
Perform the function of a collector of taxes under general law, including
without limitation thereto the preparation and mailing of tax bills,
enforcement of tax collections by tax sales and otherwise, and the
maintenance of tax accounting records in such manner as may be prescribed
or approved by the Chief Financial Officer.
(2)
Receive and collect all current and delinquent real property and
other taxes and charge and receive penalties and interest pursuant
to law.
(3)
Make, or cause to be made, and certify searches for tax and other
liens on real property as may be authorized by law, and charge and
collect for the use of the municipality the fee required pursuant
to law for any such search. The department head may appoint or designate
any of the division employees as Official Tax Searcher to perform
these functions within the Division.
(4)
Assist the Division of Assessments in the preparation of the annual
tax list and duplicate.
(5)
Assist the Division of Assessments and the Township Engineer in maintaining,
updating and changing the Township Tax Map, as required.
(6)
Render bills for all fees and charges for water usage and service
authorized by ordinances of the Township, and supervise the collection
thereof, and keep all necessary records regarding such billings and
collections.
(7)
Render bills for all fees and charges for utility and other services
rendered and provided by the Township as is or may hereafter be authorized
by ordinances of the Township, and supervise the collection thereof,
and keep all necessary records regarding such bills and collections.
(8)
Deposit daily, to the credit of the Township, all moneys received,
in one or more depositories selected by the Council; maintain full
and complete records and accounts of all sums collected and received
according to such procedure and systems as may be prescribed or approved
by the Chief Financial Officer; and make such monthly reports and
accountings of the funds of the Township collected, received and deposited
as may be required, which reports and accountings shall be filed as
a public record with the Township Clerk.
(9)
Be responsible for the management and sale of all Township-owned
property acquired by foreclosure or otherwise for nonpayment of taxes.
Be responsible for the sale of any and all tax sale certificates covering
properties which the Township determines not to acquire through foreclosure
or otherwise. All of the said sales of both tax sale certificates
and real property shall be conducted in accordance with general law
and any applicable ordinances under the supervision of this Division
and in accordance with the terms and conditions prescribed by the
Council for any specific sale.
C.
Tax Clerk.
(1)
Establishment of office. There is hereby created the office of the
Tax Clerk, who shall be appointed by the department head for a term
of one year, commencing January 1, and shall receive such salary as
may be fixed annually by ordinance.
(2)
Duties of Tax Clerk. The Tax Clerk shall assist the Tax Collector
with his official duties under the supervision of the Tax Collector
and perform such other duties as may be assigned by the Mayor or the
Business Administrator.
A.
Establishment; appointment of Tax Assessor. There shall be a Division
of Assessments within the Department of Administration, the head of
which shall be the Tax Assessor, who shall be appointed by the Mayor
with the advice and consent of the Council for a term of four years,
commencing July 1 next following his appointment, except the term
of the first Assessor appointed under this Code shall run from January
1, 1980, until June 30, 1984, and continuing thereafter until a successor
has been appointed and qualified. The Tax Assessor shall receive such
compensation as shall be fixed annually by ordinance.
B.
Functions of the Division of Assessments. The Division of Assessments
and the Tax Assessor shall:
(1)
Value all real property in the Township for the purpose of assessments
and taxation in accordance with general law, the Charter and ordinances,
and exercise and perform all the powers, functions and duties of a
municipal Tax Assessor pursuant to law, and perform such other duties
as prescribed by the Mayor and Council.
(2)
Prepare the tax lists and duplicate as required by law and maintain
adequate assessment records of each and every parcel of real property
assessed or exempted, and maintain such files, records and procedures
as may be required for the valuation and assessment of personal property
pursuant to law.
(3)
Have custody and maintain a current Tax Map of the Township as a
public record, and cause to be recorded thereon all changes in ownership
of the real property assessed, employing for that purpose the facilities
of other departments and offices as provided by this Administrative
Code, within the limits of available appropriations.
(4)
Make appraisals of property for any Township purpose upon the direction
of the Mayor, Business Administrator or Chief Financial Officer.
C.
Board of Assessments for Local Improvements. There shall be a Board
of Assessments for Local Improvements, when necessary for the assessment
of local improvements, and such Board when so constituted shall serve
within the Division of Assessments. The Board shall consist of three
members and shall be appointed by the Mayor with the advice and consent
of the Council when necessary. The Board, as constituted, shall have
the function, powers and duties and shall follow the procedures prescribed
by N.J.S.A. 40:56-1 et seq.
