[Amended by Ord. No. 10-08]
The director of the Department of Administration shall be known
and designated as the "Business Administrator." The Department of
Administration shall consist of the Office of Business Administrator
and the following four divisions:
The Business Administrator shall be appointed by the Mayor with
the advice and consent of the Council. The Business Administrator
shall be chosen solely on the basis of his/her executive and administrative
qualifications with special reference to his/her actual experience
in, or his/her knowledge of, accepted practice in respect to the duties
of his/her office as hereinafter set forth. At the time of his/her
appointment, (s)he need not be a resident of the Township or state,
but during his/her tenure of office, (s)he may reside outside of the
Township only with approval of the Municipal Council.
The Business Administrator shall have, exercise and discharge
the functions, powers and duties of the Department of Administration.
The Department, under the direction and supervision of the Mayor,
shall:
A.
Prepare and compile budget studies, analyses and schedules, assist
in the conduct of departmental budget hearings and otherwise assist
the Mayor in such a manner as (s)he shall require in the preparation
of the annual municipal budget;
B.
Administer a centralized purchasing system, approve the purchase
of materials, supplies, equipment and contractual services used by
any department of the Township government. All purchases shall be
made in accordance with the procedures prescribed by this code and
subject to law;
C.
Be responsible for the development and administration of a sound
personnel system;
D.
Develop, prescribe and enforce rules and requisitions for the efficient
management of the Township government, for the avoidance of any duplication
or overlapping of effort among the departments or among the units
within a department and for the improvement of methods and procedures
of administration;
E.
Assign office space, furniture and facilities among and within the
departments;
F.
Maintain an inventory and depreciation schedule of all capital equipment
owned by the Township and have custody of all municipal property,
real and personal, not assigned to any other department;
G.
Maintain a continuing review of federal and state aid programs of
interest to the Township in such a manner as to assure that the Township
shall receive any and all aids to which it may be legally entitled;
H.
Recommend to the Township Council the award of bids which will include
the recommendation of the director of the affected department and
consultants;
I.
The Business Administrator also shall, subject to the direction of
the Mayor, supervise the administration of each of the departments
established by this code. For this purpose, (s)he shall have power
to investigate the organization and operation of any and all departments,
to prescribe standards and rules of administrative practice and procedure,
and to consult with the heads of the departments under his/her jurisdiction;
and
J.
Perform such other duties as Council may prescribe.
The Business Administrator shall:
A.
Prepare and prescribe uniform forms of budget requests for the use
of all departments and all other spending agencies, together with
appropriate instructions for such use.
B.
Review, analyze and approve all budget requests for appropriations.
C.
Study the organization and operation of any and all other spending
agencies for the purposes of budget analysis.
D.
Prescribe and require each department and other spending agencies
for which Township appropriations are made to maintain records and
produce reports of their respective work load and performance, expressed
in appropriate work units which may be prescribed or approved for
each of the departments and other spending agencies by the Business
Administrator.
E.
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.
The Business Administrator shall supervise the administration
of each annual budget. Immediately after the budget has been enacted,
and after consultation with the heads of the departments, (s)he shall
establish quarterly or such other periodic allotments of appropriations
to each department as (s)he and the Mayor shall approve. At the beginning
of each allotment period, the amount specified shall become available
to each department for obligation during that period. Such allotments
for any department may be modified, upon request of the head of the
department, by the Business Administrator or by direction of the Mayor.
The Business Administrator shall file with the Department of Finance
a copy of each allotment and modification thereof. An encumbrance
system of accounts to control expenditures within the limits of budget
appropriations and such allotments shall be maintained by the Department
of Finance.
The Business Administrator shall maintain a continuous administrative
review of departmental operating methods, organization and management.
In cooperation with the department heads and divisions thereof, (s)he
shall develop and implement standards to improve administrative practices
and procedures and the management of the Township government.
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, (s)he shall reconsider
the work programs and allotments of the several offices, departments
and agencies. Upon such reconsideration, and with the approval of
the Mayor, (s)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.
There shall be a Division of Purchasing within the Department of
Administration. The head of the Division shall be the Purchasing Agent.
B.
Under the direction and supervision of the Business Administrator,
the Purchasing Agent shall:
(1)
Act as the contracting agent of the Township.
(2)
Prepare bids and specifications for the purchase of work, materials,
supplies or services desired to be acquired by the Township when the
estimated aggregate value thereof exceeds the effective bid threshold
amount as set forth in or determined pursuant to the Local Public
Contracts Law, N.J.S.A. 40A:11-1 et seq.
(3)
Recommend to the Business Administrator the award of bids duly solicited
in accordance with the above-mentioned statutory procedures.
(4)
Upon receipt of a requisition approved, in writing, by the finance
officer certifying the funds available, the purchasing agent shall
purchase at the lowest possible price, work, materials, supplies or
services, the aggregate value of which does not exceed the effective
bid threshold set forth or determined pursuant to N.J.S.A. 40A:11-1
et seq. When necessary to determine that the aggregate value of such
work, materials, supplies or services does not exceed the said bid
threshold amount, and when otherwise required by N.J.S.A. 40A:11-1
et seq., the Purchasing Agent shall obtain informal price quotes.
(5)
Upon receipt of notification from the Mayor or Business Administrator
that an emergency situation exists affecting the public health, safety
or welfare within the Township, the Purchasing Agent shall purchase
essential work, materials, supplies or services in compliance with
the provisions of the Local Public Contracts Law.
(6)
Inspect or supervise the inspection of all deliveries of supplies,
materials and equipment, and the rendition of contractual services,
and determine their quality, quantity and conformance with specifications.
(7)
Procure the highest quality work, materials, supplies or services
at the least expense to the Township.
(8)
Have charge of any central store rooms and warehouses that may be
established.
(9)
Transfer to or between departments, 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.
(10)
Keep accurate records of all purchases made by him/her on behalf
of the Township, including, but not limited to, bids and specifications,
the requisitioning department, the proposed use of acquired materials,
supplies, or services, and the purchase, amount and price.
(11)
Explore the possibilities of buying in bulk to enable the Township
to take maximum advantage of all available discounts.
(12)
Upon authorization by the Council, to join with other units of government
purchasing plans as provided in the Local Public Contracts Law.
All purchases made and contracts awarded for any supplies, materials
or equipment or contractual services shall be pursuant to a written
requisition from the director of the department, office or agency
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 such contracts shall conform with
applicable requirements of state statutes for competitive bidding.
The Division of Human Resources shall:
A.
Assist in the recruitment of qualified persons for the offices and
positions in the Township government.
B.
Prepare and recommend to the Business Administrator such rules as
(s)he may find necessary, appropriate or desirable to improve personnel
administration within the government.
C.
Prepare, install and maintain a job classification plan based upon
the duties, authority and responsibility of offices, employments and
positions in the government.
D.
Prepare and maintain a pay plan based upon such job classification.
E.
Establish and maintain a roster of all persons in the government
which shall set forth the significant facts relating to personnel
administration.
F.
Establish and develop in-service training programs for persons in
the Township government.
G.
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/her findings and recommendations to the
Business Administrator.
H.
Negotiate labor contracts.
[Amended by Ord. No. 10-08]
The Township Facility and Technology Manager shall be the head
of the Division of Facility and Technology. The Division shall:
A.
Operate and manage Township properties, including, but not limited
to, the Township municipal building, fire houses, senior citizen buildings,
field houses, library and other offices and any tax foreclosed property.
B.
Employ and supervise custodial, janitorial and engineering services
for all public buildings.
C.
Provide for the personnel as required to maintain the lawns, lands
and grounds surrounding public buildings.
The Director of Recreation shall be the head of the Division
of Recreation. The Division shall:
A.
Plan and develop areas, facilities and programs to encourage the
constructive use of leisure time by the children, youth and adults
of the community.
B.
Administer and operate the playgrounds, playfields and other indoor
and outdoor facilities maintained by the Township, in conjunction
with the Division of Parks and Playgrounds of the Department of Public
Works.
C.
Administer and operate community centers, social centers and other
facilities.
D.
Use and operate public school property to the extent that it may
be adaptable to and available for the programs of the division.
E.
Sponsor, arrange and provide for indoor and outdoor exhibitions,
games and contests.
F.
Adopt suitable rules for the use of grounds and facilities, and assign
to appropriate personnel, the responsibility for the enforcement thereof.
