[Ord. No. 1991-1 § 4-3; Ord. No. 1993-6 § 1]
There is hereby established the Division of Treasury within the Department of Finance, the head of which division shall be the Chief Financial Officer and who shall be appointed by the Mayor, with the advice and consent of the Borough Council, as defined in P.L. 1988, c. 110 for a term of four years.
[Ord. No. 1991-1 § 4-4; Ord. No. 1992-9 § 1; Ord. No. 1994-34 § 1; Ord. No. 1994-39 § 1; Ord. No. 1995-12 §§ 1, 2; Ord. No. 1996-05 § 1; Ord. No. 1996-24 § 1; Ord. No. 1999-01 § 4; Ord. No. 1999-25 § 1; Ord. No. 2001-20; Ord. No. 2002-03; Ord. No. 2002-11; Ord. No. 2002-13; Ord. No. 2004-13; Ord. No. 2008-06; Ord. No. 2009-18 § I; Ord. No. 2010-22; Ord. No. 2011-15 § 1; Ord. No. 2017-02; Ord. No. 2017-06 § 1; Res. No. 2017-79; amended 9-12-2023 by Ord. No. 2023-18]
a. 
Under the supervision of the Chief Financial Officer the Division of Treasury shall:
1. 
Keep and maintain bank records of all financial transactions of the Borough in accordance with applicable law and regulations.
2. 
Have custody of all public moneys of the Borough.
3. 
Make monthly reports to the Mayor and Borough Council of all receipts, expenditures, commitments and expended appropriations.
4. 
Deposit to the credit of the Borough, in its designated legal depository(ies), within 48 hours of receipt thereof, all moneys received from any source by or on behalf of the Borough or any department, board, committee, office or agency thereof, except as otherwise provided by this Revision or state statute.
5. 
Disburse funds of the Borough for the payment of bills and demands under a preaudit and voucher system, subject to the approval of the Mayor and Borough Council; except that payments for the payroll account shall be made pursuant to paragraph 6 hereof. Every voucher shall be in the form of a check payable to the order of the person entitled to receive it and shall specify the purpose for which it is drawn and the account or appropriation to which it is charged. Each check shall bear the signature of the Mayor or Borough Administrator, Chief Financial Officer or Assistant Chief Financial Officer and a Council member of the Finance Committee and/or Council President.
6. 
Upon receipt of a voucher and/or an amount due the payroll account, deposit same to the credit of the payroll account, charging the appropriate budgetary account therewith. Disbursements from the payroll account may be made by payroll checks signed by the Borough Clerk or Mayor, upon pre-audit, a warrant and signature of the Chief Financial Officer and approval by the Mayor and Borough Council. In case of error or adjustment in the payroll, the Chief Financial Officer shall make a correction of same in the payroll records.
7. 
Assist the Borough Administrator in the preparation of the annual Borough operating and capital budgets.
8. 
Keep the Borough Administrator informed as to any Federal, State, County or private aid projects under which the Borough may be eligible for receipt of funds.
9. 
Oversee the financial administration and billing of the water and sewer utility and the beach utility.
10. 
Perform such other duties as may be required or permitted by state statute or this Revision.
b. 
Fees for Copies of Records. The following schedule of fees shall be charged:
1. 
The public records of the Borough of Belmar shall be accessible for examination and copying in accordance with N.J.S.A. 47:1A-1 et seq., upon the terms and conditions herein provided. Such inspection shall be made only at reasonable times during the business hours and without interference with the conduct of the affairs of the office or other place where such records are kept or maintained.
2. 
Prior to allowing access to any government record, the custodian thereof shall redact from that record any information which discloses the social security number, credit card number, unlisted telephone number, or driver license number of any person, in accordance with N.J.S.A. 47:1A-5 and redact any personal information or information otherwise protected by law.
3. 
A copy or copies of a government record may be purchased by any person upon payment of the following fees:
$0.05 per letter size page or smaller.
$0.07 per legal size page or larger.
4. 
If the Borough can demonstrate that its actual costs for duplication of a government record exceed the foregoing rates, the Borough shall be permitted to charge the actual cost of duplicating the record. The actual cost of duplicating the record, upon which all copy fees are based, shall be the cost of materials and supplies used to make a copy of the record, but shall not include the cost of labor or other overhead expenses associated with making the copy except for a Special Service Charge as provided herein, if applicable.
5. 
Special Service Charges. Whenever the nature, format, manner of collation, or volume of a government record embodied in the form of printed matter to be inspected, examined, or copied pursuant to this section is such that the record cannot be reproduced by ordinary document copying equipment in ordinary business size or involves an extraordinary expenditure of time and effort to accommodate the request, the Borough may charge, in addition to the actual cost of duplicating the record, a special service charge of $25 per hour. A deposit of the estimated special service charge shall be required prior to the request being processed and the full amount of the actual special service charge shall be paid prior to the release of the documents. The requestor shall have the opportunity to review and object to the estimated special service charge prior to it being incurred.
6. 
The fee for a certified list of property owners shall be $0.25 per owner or $10, whichever is greater.
7. 
Fee for supplements of either the Land Development Book or the Codified Borough Ordinances — same as fees for copies of individual pages.
8. 
The fee for a duplicate tax bill shall be $5 per copy.
9. 
Mailing charges for any of said items shall be the actual postage charge incurred by the Borough.
10. 
Access to electronic records and non-printed materials shall be provided free of charge, but the public agency may charge for the actual costs of any needed supplies such as computer discs.
c. 
Library; Fees for Various Items. The following schedule of fees shall be charged from and after the effective date of this paragraph:
1. 
Photocopies and printed documents: first five black and white pages are free. Pages six and above are $0.25 per page. All color copies and printed documents are $0.50 per page.
2. 
Lifetime registration fee for nonresident: $25.
3. 
Replacement of lost library card: $1.
d. 
Vital Statistics Fees. The fees for the following are fixed for the purpose of regulating and controlling applications and certifications to be made and/or issued by the Registrar of Vital Statistics.
1. 
Fees:
(a) 
The fee for a certified original or additional copy of a birth, marriage or death certificate shall be $10 per copy.
(b) 
The fee for corrections made to birth, marriage, or death certificates shall be $10.
The Borough of Belmar shall collect in accordance with State of New Jersey Department of Human Services, fees for processing and issuing marriage licenses. The Borough of Belmar shall remit to the Department of Human Services whatever fee is promulgated by the State. Said fee shall be adopted by resolution of the governing body and said fee shall be forwarded to the State of New Jersey as required by law.
e. 
Fees for the Use of Public Property. The following "Schedule A" of fees shall be charged from and after the effective date of this paragraph. The Borough Council shall designate from time to time, by resolution, a revised "Schedule A" setting forth all fees for use of Borough property and said resolution shall be on file in the office of the Borough Clerk. The fees set forth in Schedule A may be waived for a nonprofit or not-for-profit organization or an organization which is recognized as a charitable organization by the State of New Jersey or the Federal government, and which provides proof of the same, if the organization provides a Borough of Belmar designated in-kind service which is approved by the Borough Administrator. The Borough Council may adopt rules for the use of any Public Property by resolution.[1]
[Ord. No. 2017-06 § 1; amended 3-5-2019 by Ord. No. 2019-08; 5-7-2019 by Ord. No. 2019-09; 6-5-2019 by Ord. No. 2019-22]
SCHEDULE A JOHN A. TAYLOR PAVILION:
The Taylor Pavilion is available to be used for events subject to a fee(s) as established in Schedule A.
HUISMAN GAZEBO:
The Huisman Gazebo is available for rental for a fee of $150 plus a separate security deposit of $200.
USE OF MEMORIAL FIELD:
Belmar Resident or Nonprofit Group:
No Charge for one day
Organized Group
$100 per day
Organized League
[Res. No. 2017-79]
$1,000 per season
[1]
Editor's Note: Schedule A fees now adopted by Resolution of the Borough Council.
f. 
Fees for Special Events as Permitted by 16-14.4 et seq. The following "Schedule B" of fees shall be charged from and after the effective date of this paragraph. The Borough Council shall designate from time to time, by resolution, a revised "Schedule B" setting forth all fees for special permits and said resolution shall be on file in the office of the Borough Clerk.
Schedule B
Permit
Fee
Special Events Application:
Nonprofit Groups
$35
Profit Organizations
$100
Police Security/Traffic Control:
Regular Officers, per hour:
$25
Special Officers, per hour:
$25
Department of Public Works:
Per hour:
$25
Rental Reviewing Stand, per diem
$250
Vendor Fees Seafood Festival:
Craft Vendor, per event:
$70
Food Vendor, per event:
Outside with 1 serving side:
$275
Outside with 2 serving sides:
$350
Under Tent - no electricity:
$375
Under Tent - with electricity:
$475
Special Commercial/Entertainment:
$200
Rental of public address equipment, per diem:
$50, plus a $100 deposit
User must provide the Borough of Belmar with a liability insurance policy naming the Borough of Belmar as additional insured.
g. 
Fees for advertisement and use of the electronic marina sign. Businesses located in the Borough of Belmar, which hold a valid mercantile license, shall be permitted to advertise on the electronic sign located at the marina. Terms and fees shall be set by resolution of the Mayor and Council.
[Ord. No. 2017-02; amended 5-7-2019 by Ord. No. 2019-11]
h. 
Returned Check Fee. The fee for a returned check shall be $20.
[Amended 2-2-2021 by Ord. No. 2021-01]
i. 
(Reserved)
j. 
Third-Party Payroll Disbursement.
[Added 7-25-2023 by Ord. No. 2023-11]
1. 
Purpose. The purpose and intent of these regulations is to abide by the requirements of N.J.S.A. 52:27D-20.1 and N.J.A.C. 5:30-17.1 et seq., governing electronic disbursement controls for payroll purposes.
2. 
Definitions. As used in this section, the following terms shall have the meanings indicated:
APPROVAL OFFICER
Person(s) responsible for authorizing and supervising the activities of the payroll service.
BOROUGH
Borough of Belmar.
PAYROLL SERVICE
Third-party payroll service organization.
3. 
Authorization.
(a) 
The Borough is authorized to use a payroll service to prepare payment documentation, take possession of Borough funds, and make such disbursements itself on behalf of the Borough.
(b) 
The following payroll service providers shall be required to comply with these regulations:
(i) 
Payroll service providers who use their own customized programming process to execute disbursements for the Borough;
(ii) 
Payroll service providers who use a third-party processor to execute disbursements for the Borough.
4. 
Borough requirements.
(a) 
The appointment of a payroll service shall be pursuant to the Local Public Contracts Law, see N.J.S.A. 40A:11-1 et seq., and shall require the contractor to do the following, not by way of limitation: data collection, agency report preparation, calculation of withholding, direct deposit of payroll disbursements, and/or transfer of Borough funds to contractor's account for subsequent disbursement of payment.
(b) 
Any renewal or extension of a contract under these regulations shall be by resolution.
(c) 
The Chief Financial Officer is hereby appointed the approval officer and is responsible for authorizing and supervising the activities of the payroll service and shall further be charged with the reconciliation and analysis of all general ledger accounts affected by the activities of the disbursing organization.
(d) 
If required by the contract between the Borough and the payroll service, the payroll service is permitted to hold Borough funds pending transmittal to a payee.
5. 
Payroll service requirements.
(a) 
A payroll service must meet all of the following requirements:
(i) 
Report any irregularities that may indicate potential fraud, noncompliance with appropriate laws, dishonesty or gross incompetence on the part of the approval officer;
(ii) 
Report circumstances that could jeopardize its ability to continue operations or otherwise interrupt the services provided to the Borough.
(b) 
A payroll service must meet the requirements of N.J.A.C. 5:30-17.5, requiring that the approval officer be assured that the servicer has its own internal controls and appropriately guard against theft and other adverse conditions.
(c) 
All contracts entered into pursuant to these regulations and the laws authorizing the same shall comply with the requirements of N.J.A.C. 5:30-17.6, which sets out a series of mandatory contractual terms and conditions.
6. 
Establishment of service. Upon the adoption of these regulations, the Borough Administrator, with the assistance of the Chief Financial Officer and Borough Attorney, as necessary, is hereby authorized and directed to enter into a contract for payroll service in accordance with all local public contracting laws and N.J.A.C. 5:30-17. Appointment of the payroll service shall be by separate resolution of the Borough.