The fiscal year of the Township shall begin on the first day
of January and end on the 31st day of December in each year, as provided
by law.
A.
The Township budget shall be prepared by the Administrator. During
the month of November in each year, all department heads shall submit
to the Administrator requests for appropriations for the next ensuing
budget year and appear before him at public hearing, which shall be
held during that month, on the various requests.
B.
Budget requests shall be in such form and detail as the Administrator
shall prescribe.
C.
On or before the 15th day of January in each year, the Administrator
shall submit to the Committee his recommended budget, together with
such explanatory comment or statement as he may deem desirable. The
budget shall be in such form as required by law for municipal budgets.
It shall, in addition, include a current operating section and a capital
section, together with detailed analysis of the various items of expenditure
and revenue and, to the extent feasible, 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 capital program, in keeping with the provisions of the Master
Plan, shall include:
(1)
A clear summary of its contents.
(2)
A list of all capital improvements which are proposed to be undertaken
during the six years next ensuing, with appropriate supporting information
as to the necessity for such improvements.
(3)
Cost estimates, method of financing and recommended time schedules
for each such improvement.
(4)
The estimated annual cost of operating and maintaining the facilities
to be constructed or acquired.
B.
The above information may be revised and extended each year with
regard to capital improvements still pending or in process of construction
or acquisition.
C.
The results of studies which shall be maintained of prior years'
capital improvement budget estimates versus actual costs to assist
in improving the accuracy of future estimates.
D.
In the capital section of the budget document, the Administrator
shall include such capital projects and outlays as he may select from
the capital program, together with the relevant explanation and justification.
Where contracts are let by competitive bidding pursuant to the
Charter, the Committee may award the contract or may authorize the
Administrator to make the award, in the manner prescribed by law.
A.
All purchases of any supplies, materials or equipment or contractual
services for a department shall be made by the Purchasing Agent in
the Department of Finance, pursuant to a written requisition from
the director of the department whose appropriation will be charged
and the certification of the Director of Finance that a sufficient
unencumbered balance of appropriation is available to pay therefor.
All purchasing shall comply with the Local Public Contracts Law.[1]
[Amended 7-16-2007 by Ord. No. 2007-2924]
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
B.
The director of each department shall file with the Administrator
of the Township 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 director shall immediately
notify the Administrator.
C.
The Purchasing Agent, as provided in § 7-39, is authorized to award any contract, without public advertising for bids, in an amount up to $44,000 or the maximum bid threshold established by the Governor pursuant to his or her authority under N.J.S.A. 40A:11-3, whichever is greater. The Purchasing Agent shall regularly provide a report to the Township Administrator listing all contract awards that have been made pursuant to this authority, which the Township Administrator shall provide to the Township Committee in the ordinary course
[Added 3-1-2021 by Ord. No. 2021-3304]
A.
Pursuant to the provisions of N.J.S.A. 40:23-6.26 to 40:23-6.29,
as amended, and 40A:11-11, the Township of Middletown is hereby authorized
to enter into contracts with the County of Monmouth for the joint
use by the Township of Middletown and other municipalities in the
County of Monmouth of administrative services and facilities of the
Office of Purchasing Agent of the County of Monmouth appropriate to
procurement of certain materials, supplies and equipment which may
be determined to be required from time to time by the Township, and
which the Township may otherwise lawfully purchase for itself. The
services and facilities of said Office of County Purchasing Agent
shall be provided without cost to the Township of Middletown.
B.
The proper municipal officials of the Township of Middletown are
hereby authorized and empowered to execute, on behalf of the Township
of Middletown, such contracts with the County of Monmouth as may be
authorized and approved by resolution of the Township Committee of
the Township of Middletown.
[Amended 6-10-1975 by Ord. No. 1039; 5-2-1983 by Ord. No. 1573]
Where purchases in excess of $1,000 are made without competitive
bidding, the purchasing officer shall obtain, wherever possible, at
least three price quotations for the item or items to be purchased
and shall record and maintain such quotations in his office for at
least two years from the time they are furnished. Wherever circumstances
permit, the purchase shall be made from the lowest of such quotations
received from a responsible bidder. This section shall not apply to
purchases made pursuant to N.J.S.A. 40A:11-6.1.
A.
The Township Committee shall establish or approve by resolution uniform
standards and tests for requisitions and purchases in the form of
a purchasing manual, which shall be in conformity with all applicable
ordinances, which manual may be amended from time to time by the Committee
by resolution. The purchasing manual, as amended, shall be available
for inspection by the public at the office of the Township Clerk,
and copies of the same shall be available to the public pursuant to
and at the price per page as set forth in N.J.S.A. 47:1A-1 et seq.
[Amended 11-23-1976 by Ord. No. 1143]
B.
The Department of Finance 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 Director,
it is necessary to determine whether the materials or supplies furnished
are of the quality and standard required.
[Amended 5-2-1983 by Ord.
No. 1573; 8-4-1997 by Ord. No. 97-2479]
A.
In the event that the Administrator determines that an emergency
exists, and in the further event that the cost does not exceed the
amount set forth in or the amount calculated by the Governor pursuant
to N.J.S.A. 40A:11-6, the Administrator may purchase any item required
for the immediate protection of the public health or safety. In all
such cases, the Administrator shall forthwith report such cases to
the Township Committee.
The Administrator shall present to the Committee once each month
a summary of the financial transactions of the Township since the
next preceding report.
A.
No bill or claim shall be paid unless it contains a detailed statement
of the items or demand, specifying particularly how the bill or demand
is made up, and a certification of the party claiming payment that
it is correct.
B.
No bill, claim or demand shall be paid unless the voucher on which
it is presented carries a certification of a department head, or of
his duly designated representative, having personal knowledge of the
facts that the goods have been received by, or the services rendered
to, the Township.
[Amended 7-16-2007 by Ord. No. 2007-2924]
A.
Except as may otherwise be provided by resolution adopted pursuant
to the Local Bond Law,[1] the Director of Finance is designated as the financial
officer to sell and award bonds in accordance with the advertised
terms of public sale. This person shall report publicly and in writing
to the Committee at the next meeting thereof as to the principal amount,
interest rate and maturities of the bonds sold, the price obtained
and the name of the purchaser.
[1]
Editor's Note: See N.J.S.A. 40A:2-1 et seq.
B.
The Director of Finance shall supervise the administration of municipal
debt and the receipt and delivery of bonds and notes for transfer,
registration or exchange, subject to the provisions of the Local Bond
Law.
The Committee will designate and retain a registered municipal
accountant of the State of New Jersey to prepare and submit annually
a postaudit of Township accounts in accordance with state laws and
regulations.
For budget and purchasing purposes those boards, councils, committees,
commissions and other bodies not specifically assigned elsewhere shall
be allocated to the Administrator.
The Committee will consider and act upon the Administrator's
recommended budget in accordance with the requirements of the Local
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 prescribed or approved by the Administrator.
In consultation with the Committee, the Administrator shall establish
quarterly or such other periodic allotments of appropriations as he
may deem desirable. Each department shall plan and administer its
work program within the limits of such allotments, and no commitments
shall be incurred in excess of any such allotment except upon written
authorization of the Administrator.
A.
Within the limits of available appropriations, the Administrator
shall negotiate contracts and other legally binding obligations of
the Township upon approval of the Committee.
B.
Any such document shall be signed by the Mayor, attested by the Clerk
or Deputy Clerk and approved by the Township Attorney for legal form
and sufficiency.
C.
Purchase orders, for which a formal contract is not required by the
Charter, may be executed by the Administrator without further approval.
[Amended 1-27-1986 by Ord. No. 1843; 7-16-2007 by Ord. No. 2007-2924]
A.
All bills, claims and demands against the Township shall be deemed
approved or disapproved by the Committee in accordance with the action
of the Director of Finance or Assistant Director of Finance. A voucher
on a form prescribed by the Director of Finance shall be presented
for each bill, claim or demand and shall be paid only upon the audit,
warrant and approval of the Director of Finance or Assistant Director
of Finance. Disbursement shall be made by a combination warrant —
blank check or draft, warranted by the Director of Finance or Assistant
Director of Finance and signed by the Mayor, except that payroll checks
shall be signed by the Director of Finance or Assistant Director of
Finance with no countersignature required. Provision may be made for
facsimile signatures on checks to provide for all disbursements of
Township funds.
B.
The Director of Finance or Assistant Director of Finance shall prepare
for each regular meeting of the Committee a list of all bills, claims
and vouchers which have been paid through the close of business on
the second day next preceding the meeting and since the last preceding
list was compiled. Such list shall be prepared in sufficient quantity
for each member of the Committee and the Administrator, and at least
one copy shall be filed with the Clerk as a public record open to
examination in this person's office.
