[2000 Code § 2:13-1.1]
A requisition and purchase order system shall be maintained.
[2000 Code § 2:13-1.2]
No employee or official of the Borough shall incur any liability
on the part of the Borough of Avalon unless it shall have been properly
authorized by a purchase order.
[2000 Code § 2:13-1.3]
In case of emergencies during off hours, work may be authorized
but a purchase order must be obtained on the next working days.
[2000 Code § 2:13-1.4]
In instances where numerous miscellaneous purchases are made
from a particular vendor, a purchase order may be issued in an amount
not to exceed $400 for a specific month. When the purchases total
($400, an additional purchase order may be issued in an amount not
to exceed $400 for a specific month.
[2000 Code § 2:13-1.5; New]
The Business Administrator shall designate in writing and file
with the Revenue and Finance Office and the Borough Clerk's Office
the person or persons in each department or office who shall prepare
and sign requisitions for purchase orders.
[2000 Code § 2:13-1.6; New]
a.
The requisition and purchase order system shall be operated as follows:
1.
The requisition and purchase order shall be combined on one form.
2.
The form shall be prepared online using the Borough accounting system.
3.
The requisition shall be prepared, coded and signed by the properly
designated person.
4.
All requisitions shall be approved by the Mayor or Business Administrator.
5.
The requisition shall be given to the Revenue and Finance Office.
6.
The Revenue and Finance Office shall check the requisition to the
budget appropriation, and if the balance is sufficient, authorize
the purchase by signing same and assigning a purchase order number.
7.
The purchase order shall be distributed as follows:
|
Original
|
Shall be the Voucher.
|
|
First Copy
|
Shall be the Purchase Order and shall be delivered to the Vendor
along with the original.
|
|
Second Copy
|
Shall be retained by the Revenue and Finance Office and filed
in alphabetical order until payment is made. It will then be pulled
and filled in alphabetical order in a paid file.
|
|
Third Copy
|
Shall be retained as Directed by the Business Administrator.
|
[2000 Code § 2:13-2.1; New]
Any person claiming payment from the municipality shall present
a detailed bill of demand on a voucher to the Chief Financial Officer
on or before the 10th day of the month, unless the same be a Saturday,
Sunday or legal holiday, in which event the claim shall be submitted
on the next regular business day. The certificate of claimant appearing
on voucher must be executed. Claims received after this date shall
not be processed for payment until the regular meeting of the following
month, unless the Mayor or Business Administrator shall so direct
in writing.
[2000 Code § 2:13-2.2; New]
The Chief Financial Officer shall then verify that the signatures
of the officer or employee of the department or office for which the
claim is made, who has been duly designated in writing by the Business
Administrator and filed in the Office of Revenue and Finance, certify
that the materials have been received by, or the services rendered
to the local unit appears on every claim.
[2000 Code § 2:13-2.3; New]
Claims shall then be presented to the Mayor or Business Administrator,
who, if satisfied the claims are proper, shall approve the same. After
such approval is given, the Mayor or Business Administrator shall
file the claims with the Chief Financial Officer. Checks shall then
be prepared for payment of said claims and the check number and date
shall be recorded on the voucher.
[2000 Code § 2:13-2.4]
The checks and vouchers shall then be given to the Borough Clerk,
not later than 9:00 a.m. on the Friday of the week preceding the regular
meeting of the month, to present to the Borough Council for formal
approval.
[2000 Code § 2:13-2.5]
Claims shall be considered by the Borough Council which shall
approve the same by roll call vote, except that the Borough Council
may reject any claim presented to it, stating the reason for such
rejection. Any disapproved claim shall be referred back to the Borough
Clerk with such instructions as the Borough Council may give at the
time of disapproval.
[2000 Code § 2:13-2.6]
It shall be the duty of the Borough Clerk to record all claims
in the official minutes, indicating that the Borough Council has by
formal action approved the same with appropriate record as to any
claims disapproved or rejected.
[2000 Code § 2:13-2.7; New]
After formal approval by the Borough Council, the checks shall
be signed by the Mayor or Acting Mayor and the Borough Clerk or Deputy
Borough Clerk, and countersigned by the Chief Financial Officer or
such other officer or officers as designated by Resolution of the
Borough Council.
[2000 Code § 2:13-2.8]
Signed checks and vouchers shall then be turned over to the
Borough Clerk, whose duty shall be to mail out the checks and keep
the vouchers on file.
[2000 Code § 2:13-3.1; New]
There shall be maintained a payroll account in the Borough designated
the "Borough of Avalon Payroll Account," and from time to time the
Chief Financial Officer, on receipt of a check for the amount due
to the payroll account, shall deposit the same to the credit of the
payroll account, charging the appropriated budgetary accounts with
that amount. The Chief Financial Officer shall thereafter draw checks
on the payroll account to the employees entitled to payment from those
accounts. All payroll checks have a facsimile of the Mayor's signature
imprinted upon them and shall be signed by the Borough Clerk or Deputy
Borough Clerk and countersigned by the Chief Financial Officer or
such other officer or officers as designated by resolution of the
Borough Council.
[2000 Code § 2:13-3.2; New]
The Chief Financial Officer shall present to the Borough Council
for approval, checks drawn on the order of the Borough of Avalon Payroll
Account.
[2000 Code § 2:13-3.3; New]
The heads of each division or office shall certify the payroll
to the Revenue and Finance Office at least four working days prior
to the due date of the payment of salaries of wages.
[2000 Code § 2:14-1]
The Borough of Avalon shall annually, at its reorganization
meeting by resolution, designate the legal depositories for all Borough
funds. The resolution may be amended or supplemented as the Borough
of Avalon deems necessary. Such resolution(s) shall be deemed a part
of the Cash Management Plan.
[2000 Code § 2:14-2]
The Borough of Avalon shall annually establish by resolution
adopted at its annual reorganization meeting the required signatories
to all Borough bank accounts.
[2000 Code § 2:14-3; New]
All Borough funds received by any official or employee shall
be turned over to the Tax Collector at the end of each day, except
beach fees and tennis fees which shall be deposited daily into the
Chief Financial Officer's account and a duplicate deposit slip provided
to the Chief Financial Officer.
[2000 Code § 2:14-4; New]
All revenues received by the Chief Financial Officer shall be
deposited to interest bearing accounts in the legal depositories.
[2000 Code § 2:14-5]
The following funds shall not be required to be maintained in
interest bearing accounts:
a.
Change funds.
b.
Petty cash funds.
c.
Payroll funds.
d.
Trust funds to the extent that the deposit of such funds to an interest
bearing account would require by law the payment of interest to the
provider of funds.
e.
Checking accounts established for the express purpose of paying bills
approved by the Borough Council. The balance in these funds shall
be kept at the minimum amount required for the orderly operation of
the account.
f.
Compensating balances maintained for the purpose of obtaining specific
services from financial institutions. Such accounts shall be established
only under terms of written agreements approved by the Borough of
Avalon.
[2000 Code § 2:14-6; New]
The Tax Collector and Utilities Collector shall deposit daily
all funds directly to the Chief Financial Officer's bank accounts.
[2000 Code § 2:14-7; New]
No Borough funds shall be disbursed by the Chief Financial Officer
prior to approval of the Borough Council, except for:
[Added 8/11/99 by Ord. 463-99; 12/13/00 Resolution 218-00
Borough participation with Lincoln National Life Insurance Co. and
Lincoln Financial Group for LOSAP deferred compensation plan]
a.
A Length of Service Award Program (LOSAP) is herewith created in
accordance with State Law N.J.S.A. 40A:14-183 et seq. to reward members
of the Volunteer Fire Department for their loyal, diligent and devoted
services to the residents of the Borough of Avalon.
b.
The LOSAP shall provide for fixed annual contributions to a deferred
income account for each volunteer member who meets the criteria set
forth below; that such contributions shall be made in accordance with
a plan that shall be established by the Borough of Avalon pursuant
to N.J.S.A. 40A:14-183 et seq.; and that such plan shall be administered
in accordance with the laws of the State of New Jersey; the U.S. Internal
Revenue Code and Ordinance No. 463-99.
c.
The LOSAP shall provide for annual contributions to each eligible
member who meets the criteria as follows:
1.
Fifty points are required for a member to be eligible for an annual
contribution.
d.
The annual contribution shall be $1,500 per eligible member.
e.
No credit for service rendered prior to the establishment of this
service award program shall be provided under this section.
f.
Five years of active participation is required prior to a volunteer
being eligible to receive payment of award contributions.
g.
The estimated total amount to be budgeted for the program has been
calculated as follows:
1.
For regular annual services: $23,000 per year based on 20 eligible
volunteers.
h.
Each active volunteer member shall be credited with points for volunteer
services provided to the Volunteer Fire Department in accordance with
the provisions of Schedule "A," attached hereto.
i.
Under this Length of Service Award Program, a system would be established
by the Borough of Avalon to provide tax-deferred income benefits to
active qualified members of the Avalon Volunteer Fire Department,
by means of investment in those products permitted pursuant to N.J.S.A.
43:15B-3.
[New]
The Borough Council may authorize the Borough to enter into
a shared service agreement with one or more other municipalities or
units of government to provide jointly any service which could be
provided by any of the municipalities separately and individually.
In doing so, the Borough shall comply in all respects with the State
Statutes.
[New]
Copies of shared service agreements may be found in the office
of the Borough Clerk.
