[Amended 12-23-1980 by Ord. No. 29-80[1]]
The budget document shall consist of the Mayor's budget message,
a proposed current expense budget, a proposed capital budget and such
explanatory comments, exhibits and schedules as the Mayor may deem
necessary or desirable to explain the relation of the budget plan
to the needs and fiscal resources of the municipality.
A.
On or before November 1 in each year, each department head shall
submit to the Department of Budget and Financial Operations 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 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 the five ensuing fiscal years. The above information shall also
be submitted to the Business Administrator for his review.
B.
The Department of Budget and Financial Operations and the Department
of Administration shall compile and evaluate the requests for appropriations
received from department heads for consideration by the Mayor. During
the month of November in each year, each department head shall appear
before the Mayor and the Business Administrator and the Director of
the Department of Budget and Financial Operations at public hearings
to be held during that month on the various requests.
C.
On or before December 15 in each year, the Business Administrator
and the Department of Budget and Financial Operations shall prepare
estimates of property and nonproperty tax revenues which may be anticipated
for the support of the budget for the ensuing fiscal year.
D.
On or before the 15th day of January, 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 a detailed analysis of all items of expenditures 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. As 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.
E.
There shall also be appended to the budget document a capital section,
which shall include a budget of capital projects proposed or continued
for the current budget year, together with a projection and description
of capital needs and financing anticipated for the ensuing five years.
[Amended 8-19-1997 by Ord. No. 26-97]
A.
Upon receipt by the Township Council of the proposed annual municipal
budget from the Mayor, the Council President shall schedule various
workshop meetings for the purpose of considering this budget, and
the Council President shall schedule attendance at these various meetings
for various municipal officers, particularly department heads, for
the purpose of discussing the budget with department heads, including
the Township Administrator and the Chief Financial Officer among other
department heads. The Council President shall advise the department
heads, by written memorandum, as to the date, time and place of their
requested attendance and said department heads shall comply with these
requests.
B.
On or before March 20, or such reasonable date thereafter as the
Township Council deems appropriate, the budget shall be considered,
approved and adopted by resolution after public hearing and acceptance
by the Council, which may or may not alter the budgetary items in
accordance with law and certification of the Director of Division
of Local Government Services in accordance with the Budget Law.[1]
[1]
Editor's Note: See N.J.S.A. 40A:4-1 et seq.
Budget appropriations shall be controlled by an encumbrance
system which shall be installed by the Treasurer. 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 Treasurer in excess of any such allotment, except
upon written authorization by the Business Administrator.
A.
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 written requisitions
and computerized requisitions from the head of the department whose
appropriation will be charged and the certification of the Treasurer
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
in an amount as determined from time to time by the Governor, pursuant
to N.J.S.A. 40A:11-3b or 40A:11-6.1, shall conform to all applicable
requirements of the New Jersey statutes for competitive bidding, namely
N.J.S.A. 40A:11-3 through 40A:11-39, its amendments and supplements
thereto.
[Amended 9-25-1990 by Ord. No. 40-90; 6-26-2007 by Ord. No. 28-2007]
B.
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
pursuant to the code have been followed.
C.
The Director of each department shall designate, in writing, and
file with the Business Administrator the name or names of employees
in the department authorized to receive supplies, materials and equipment.
The person so designated shall accept deliveries and sign for them
only where the goods are in exact conformity with the order. Should
there be any doubt as to quantity or quality, the receiving employee
shall immediately notify the department head for appropriate action.
If any supplies, materials or equipment are rejected, the department
head shall immediately notify the Business Administrator.
Where contracts are let to public competitive bidding, the Council
shall let the contract in the manner prescribed by law. The Council
should consider the recommendation of the Business Administrator and
the appropriate department head. All awards of contracts shall be
accompanied by the Treasurer's certification where required.
[Amended 6-26-2007 by Ord. No. 28-2007]
Where purchases in excess of $3,150 are made without competitive
bidding, the department ordering the product or service shall obtain,
wherever possible, at least three price quotations and said quotations
shall be maintained and attached to the purchase order issued and
filed in the Finance Department. Wherever circumstances permit, the
purchase shall be made from a responsible bidder.
The Business Administrator shall establish, upon approval of
the Mayor, a procedure for the purchase of any item or items required
for the immediate protection of the public health, safety, morals
or welfare, which will permit such emergency purchases to be made
for specific purposes in a manner other than that prescribed by this
article.
The Business Administrator shall establish uniform standards
and requisitions and purchases. The Department of Administration 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 Department shall ascertain whether
said supplies, materials, equipment and other items purchased comply
with the specifications and shall cause laboratory or other tests
to be made whenever, in the opinion of the department head, it is
necessary to determine whether the materials or supplies furnished
are of the quality and standards required.
Within the limits of available appropriations, the Mayor is
authorized to negotiate and execute contracts and other legally binding
obligations of the Township. Any such document shall be signed by
the Mayor, attested by the Clerk and approved by the Township Attorney
for legal form and sufficiency. This authorization to contract is
subject, however, to any requirement of this chapter for specific
Council action.
No bill, claim or demand shall be paid unless it contains an
itemized statement of the goods sold and delivered or work, labor
or services performed and a certification of the party claiming payment
that it is correct; or shall any bill, claim or demand be paid unless
the voucher has attached to it a certification by the department head
or his duly designated representative having personal knowledge of
the fact that the goods have been received or that the work, labor
or services have been rendered to the Township and that those services
or goods are consistent with the existing contract or agreement.
[Amended 7-10-1984 by Ord. No. 15-84; 2-12-1991 by Ord. No. 2-1991; 4-8-2003 by Ord. No. 19-2003; 4-26-2005 by Ord. No. 12-2005]
A.
A voucher on a form prescribed by the Administrator shall be presented
to each bill, claim or demand and shall be paid only upon the audit,
warrant and approval of the Administrator and the Chief Financial
Officer. Disbursement shall be made by check signed by the Mayor or
Administrator and countersigned by the Treasurer, except that the
Treasurer alone may sign payroll checks.
B.
The Chief Financial Officer/Director of Finance/Treasurer shall prepare
for the Council for public meetings a list of all current bills, claims
and demands for payment. The list shall be made a part of the record
of the public meeting, with copies supplied to the Township Clerk
for distribution with Council packets. A copy shall then be filed
with the Clerk as a public record open to examination in his/her office.
C.
With the exception of the following specific items, disbursements
shall not be made for any voucher in excess of $2,500 on any bill,
claim or demand without prior Council approval. The specific exclusions
from this approval are as follows:
(1)
Intergovernmental payments: Musconetcong Sewerage Authority, County
of Morris, State of New Jersey, Mount Olive Board of Education, etc.
(2)
Property tax refunds resulting from tax appeals, overpayments or
deductions that were granted.
(3)
Utility payments: electric, vehicle fuel, telecommunications, streetlighting,
propane/natural gas.
(4)
Tax lien redemptions.
(5)
Recreational trips funded through program participants and paid from
the recreation utility fund.
(6)
Postage.
(7)
Payroll.
(8)
Debt service.
(9)
Insurances: medical/dental/prescription/disability/life/COBRA/Morris
County Joint Insurance Fund.
[Amended 7-7-2009 by Ord. No. 15-2009]
D.
Such other procedures shall be followed as may be promulgated by
the Local Finance Board and the Division of Local Government Services.
