There is hereby created pursuant to N.J.S.A. 40A:9-136 and N.J.S.A.
40A:60-7b the Department of Administration which shall be headed by
a Borough Administrator.
[Amended 6-17-2009 by Ord. No. 2336-09]
A.
Creation
of position. The position of Borough Administrator of the Borough
of Roselle is hereby created, and the employment of a Borough Administrator
is hereby authorized.
B.
Appointment;
qualifications; residency. The Borough Administrator shall be appointed
by the Mayor with the advice and consent of the Borough Council. Said
appointment shall be on the basis of the administrative qualifications
of the appointee, with special regard to his/her education and training
in government affairs and actual experience therein. The appointee
need not be a resident of the Borough at the time of his/her initial
appointment, but unless a waiver of such requirement is granted by
a duly adopted ordinance of the Borough, he/she shall become a resident
within six months after formal appointments as Borough Administrator
and shall continue his/her residence throughout his/her period of
service.
C.
Salary.
The compensation of the Borough Administrator shall be fixed by the
annual Salary Ordinance of the Borough.
D.
Duties
and responsibilities. For the purpose of carrying out his/her responsibilities,
the Borough Administrator shall develop and promulgate, with the approval
of the Council, sound administrative, personnel and purchasing practices
and procedures for all departments, boards, agencies and employees
of the Borough. He/she shall be responsible to the Council in all
matters and, with the exception of the duties of the office of the
Borough Clerk as set forth in N.J.S.A. 40A:9-133e, shall coordinate
the operations, activities and administrative practices of all departments,
boards, agencies and employees of the Borough. The Borough Administrator
shall perform the duties hereinafter enumerated and such other duties
as may from time to time be assigned to him/her by the Council.
(1)
He/she shall act as the administrative official of the Borough government.
(2)
He/she shall supervise, integrate and coordinate the functions of
all departments, boards, agencies, officials and employees of the
Borough, with the exception of the duties of the office of the Borough
Clerk as set forth in N.J.S.A. 40A:9-133e.
(3)
He/she shall assist the Mayor and Council in the preparation of the
annual budget and make recommendations thereon. After adoption of
the annual budget, the Borough Administrator shall see to it that
the same is properly carried out.
(4)
He/she shall, in the absence of a "Qualified Purchasing Agent" as
set forth in N.J.S.A. 40A:11-9b being employed and designate by the
Borough, coordinate the purchasing of supplies, services, materials
and equipment. He/she shall cause to have certified the receipt of
the same and attend to the submission of proper vouchers for payment
and review of all disbursements in connection therewith. If the Borough
has appointed a Qualified Purchasing Agent, the Borough Administrator
shall oversee the activities of such official.
(5)
Except for workshop, regular and/or special meetings of the Mayor
and Council for purposes of taking governmental action for which the
Borough Clerk shall arrange and prepare agenda for and such other
duties of the office of the Borough Clerk as set forth in N.J.S.A.
40A:9-133e, he/she shall have prepared an agenda for and arrange meetings
and conferences of the Mayor and/or Council or members thereof and
other agencies of the Borough when so requested by the Mayor and/or
Council.
(6)
He/she shall advise the Mayor and/or Council and all background matters
as an aid to the establishment of policy.
(7)
He/she shall follow up acts of the Mayor and/or Council by correspondence,
review of minutes and personal conferences.
(8)
He/she shall receive, distribute and follow up requests for information
and complaints from citizens on all manner of problems and keep the
Mayor and Council informed with respect thereto.
(9)
He/she shall implement all policies formulated by the Council.
(10)
He/she shall prepare and present to the Mayor and Council an annual
report on Borough affairs and such other reports as may be required
from time to time on Borough affairs.
(11)
He/she shall advise the Mayor and Council on all matters of administrative
organization and personnel and on matters affecting public relations
and the public.
(12)
He/she shall devote his/her entire time and effort to the performance
of his/her duties and functions and shall not engage in any other
occupation or employment while employed by the Borough of Roselle,
except that he/she may perform the duties of any other position in
the Borough government when so assigned by the Council and as otherwise
provided by law, except where state statute or other ordinances of
the Borough require a specific official to undertake such duties.
He/she shall attend all regular and special meetings and regular conference
meetings of the Mayor and Council and, when so requested by the Mayor
and/or Council, shall attend meetings of other public bodies.
E.
Absence,
disability or vacancy. During the absence of or disability of the
Borough Administrator or if there shall exist a vacancy in the office
of Borough Administrator, Council may, by resolution, appoint any
employee or officer of the Borough to perform the duties of the Borough
Administrator during such absence, disability or vacancy.
F.
Removal;
termination of employment. The Borough Administrator shall serve at
the pleasure of the Council and may be removed from office by vote
of 2/3 of the membership of the Council. Said removal shall be effective
three months after adoption of the resolution approving same by the
Council; however, the Council may make such removal effective immediately
if the resolution provides that the Borough Administrator shall forthwith
be paid any unpaid balance of his/her salary, and his/her salary for
the next three calendar months following adoption of the resolution.
Within the Department of Administration there are hereby created
the Divisions of Economic Development, Code Enforcement, Purchasing,
Recreation, and Labor Counsel as hereafter described, the heads of
which shall be directly responsible to the Borough Administrator and
such clerical and other personnel as the Mayor and Council may determine
necessary.
There is hereby established within the Department of Administration
the Division of Economic Development which shall be responsible to
promote, assist and facilitate economic development within the Borough.
The Division shall perform such specific duties and responsibilities
as may by designated by the Mayor and Council and the Borough Administrator
and shall be assisted by any appropriate Borough department, division,
board, commission or official in the exercise of such duties and responsibilities.
There is hereby established within the Department of Administration
the Division of Recreation which shall be responsible to administer
all recreation activities within the Borough. The Division shall perform
such specific duties and responsibilities as may by designated by
the Mayor and Council and the Borough Administrator.
A.
There
is hereby established within the Department of Administration the
Division of Labor Counsel which shall be responsible to represent
the Borough in all legal matters related to labor issues.
B.
The
Division shall be headed by Labor Counsel who shall be on attorney
at law of the State of New Jersey with experience in labor and employment
matters, and shall perform such specific duties and responsibilities
as may be designated by the Mayor and Council and the Borough Administrator.
[Amended 4-15-2009 by Ord. No. 2332-09]
A.
Creation
of position: Purchasing Agent. Within the Department of Administration
shall be the Division of Purchasing headed by the Purchasing Agent
who shall be qualified pursuant to N.J.S.A. 40A:11-9b. Under the direction
and supervision of the Business Administrator, the Purchasing Agent
shall act as the Borough's "contracting agents" for the purposes of
the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.), and be
responsible for all purchasing and for the preparation of all bids
for public advertising, and shall administer the competitive contracting
process (N.J.S.A. 40A:11-4.3b). The Purchasing Agent shall award such
contracts in the manner provided by law and shall promptly report
same to the Borough Council, or the award of a contract to the Borough
Council which shall then make the award.
B.
Powers
and duties. The functions and responsibilities of the Purchasing Agent
shall include:
(1)
Procuring goods and services required by all Borough departments,
including the appropriate bid invitations, evaluations and recommendations
to the awarding authority.
(2)
Updating and upgrading of specifications for all commodities and
services purchased for the Borough to fit requirement decisions to
the best market advantage of the Borough, considering all factors,
including quantity, time and place.
(3)
Locating and developing sources of supply to establish dependable
vendors who will work with the Borough.
(4)
Ensuring good relations with suppliers and good vendor performance
in delivery, quality, pricing, invoicing and assistance when needed.
(5)
Collecting, selling and disposing of surplus property in accordance
with applicable law.
(6)
Developing and installing a comprehensive inventory and control system
for all equipment.
(7)
Administration and monitoring of all municipal contracts, leases
and agreements.
C.
Purchase
order system. All purchases and contracts awarded for supplies, materials,
service or equipment shall be pursuant to the Public Contract Law,
N.J.S.A., and the following procedures. All purchases of materials,
equipment, supplies, work and labor required by any department, office
or agency shall be made through the Purchasing Agent.
(1)
Requisition on Purchasing Agent. Pursuant to the Chief Financial
Officer's designation of applicable subaccounts within the chart of
accounts, all purchases for any department shall be made by the Purchasing
Agent, pursuant to a written requisition from the head of the department
whose appropriation will be charged and the certification of the Chief
Financial Officer that a sufficient unencumbered balance of appropriation
is available. No official or department shall obligate the Borough
except through the use of this requisition form on the Purchasing
Agent. Prior to payment, funds shall be encumbered by the Chief Financial
Officer. All such purchases which require competitive bidding shall
conform to applicable requirements of the Local Public Contracts Law,
N.J.S.A. 40A:11-1 et seq.
(2)
Purchase order. Having reached a decision as to where to place the
order, a prenumbered purchase order shall be prepared by the Purchasing
Department and signed by the Purchasing Agent.
(3)
The head of each department shall designate, in writing, 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 Purchasing Agent.
(4)
Standards and tests. The Purchasing Agent shall establish or approve
uniform standards for requisitions and purchases. The Purchasing Agent
shall control the delivery of all supplies, materials and equipment
and other items purchased and shall make or cause to be made test
checks and inspections thereof. He/she shall ascertain whether supplies,
materials, equipment and other items purchased comply with the specifications
and shall cause laboratory or other tests to be made whenever, in
his opinion, it is necessary to determine whether the materials, supplies
or equipment furnished are of the quality and standard required.
(5)
Voucher (Borough bill form). A regular Borough bill form shall be
sent with each purchase order to the vendor. Upon receipt of the bill
from the vendor, the using department shall complete the voucher indicating
that it has received the service, material, supplies or equipment
and attach the invoice or shipping tickets to the voucher. The Department
Head shall sign the voucher indicating that the items were received
or the work performed and that payment may now be made. The Purchasing
Agent shall check all figures and receipts before authorizing payment.
The voucher shall be then transmitted to the Chief Financial Officer
for inclusion on the Bill List, and to the Borough Clerk for the approval
of the Finance Committee of the Council for authorization for payment.
(6)
No purchase shall be made and no bill, claim or voucher shall be
approved unless the procedures prescribed by this section have been
followed.
D.
Change
orders and contingencies. The Borough Council shall be required to
authorize all change orders except:
(1)
Minor field modifications, to the extent normally permitted by the
Borough Council and its appropriate administrative officials, shall
be authorized by the Purchasing Agent, provided they do not affect
the overall scope of work of the contract. If change orders will result
in an inability to complete the full contracted scope of services
without increasing the contracted price, the Borough Council shall
approve in advance.
(2)
If the awarded contract includes a sum for contingencies, such sum
shall be encumbered against the particular appropriation, and charges
against that amount may be authorized by the Purchasing Agent.
E.
Emergency
contracts. The Purchasing Agent shall be designated as the person
to be notified, by the official in charge of the agency wherein the
emergency occurred, of the need for the performance of a contract,
the nature of the emergency, the time of its occurrence and the need
for invoking this section. If the Purchasing Agent is satisfied that
an emergency exists, then he/she shall be authorized to award a contract
or contracts for such purposes as may be necessary to respond to the
emergent needs. Such notification shall be reduced to writing and
filed with the Purchasing Agent as soon as practicable.
F.
Salary.
The compensation of the Purchasing Agent shall be fixed by the annual
Salary Ordinance of the Borough.
