[1972 Code § 2-4.1; Ord. No. O-16-05; Ord. No. O-18-70]
There shall be a Department of Administration, the Director
of which shall be the Business Administrator. The Department shall
be administered through Divisions of Administration. The head of one
of such divisions may also be designated as Assistant Administrator
to act in the absence of the Business Administrator or to have such
other functions, powers and duties as may be assigned by the Business
Administrator. The Business Administrator need not be a resident of
the City of Bayonne.
[1972 Code § 2-4.2; Ord. No. O-16-05; Ord. No. O-18-70]
Within the Department of Administration there will be a Division
of Administration. Under the direction and supervision of the Director,
the Division shall:
a.
Prescribe and install uniform forms and procedures for budget preparation
by all departments, and assist in the review and analysis of budget
requests and in the preparation of the budget document.
b.
Administer the City's personnel program, including job classification,
pay plan and other personnel policies, and maintain a complete system
of personnel records of municipal officers and employees.
c.
Study, prepare and install methods and systems for administration
of the various Departments.
d.
Manage and sell City property acquired through tax foreclosure or
not needed for public use.
[Ord. No. O-18-70]
Within the Department of Administration there shall be a Division of U.C.C. and Building, the head of which shall be the Construction Official. Under the direction and supervision of the Construction Official, the Division shall also have administrative oversight of the personnel employed to perform building, construction code, subcode and zoning enforcement and administration. The Division shall, with the oversight of the Construction Official and through the appropriate Construction and Subcode Officials, issue all permits for construction and certificates of occupancy, perform all inspections and other duties required by the State Uniform Construction Code and Chapter 15 of the Revised General Ordinances of the City of Bayonne, Section 15-1, the State Uniform Construction Code Enforcing Agency and its Subcodes, and such other inspections or activities as may be necessary to comply with law, statute or regulation or to promote the goals of community development and housing preservation. The Division shall also, with the oversight of the Division Head and through the Zoning Officer, perform all of the functions and duties of the office of zoning as required by the Zoning Chapter of the Revised General Ordinances of the City of Bayonne.
[Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Grants Management Community Development Block Grant. Under the
supervision of the Director, the Division shall:
a.
Perform all of the functions and duties associated with implementation
of Community Development Block Grant Programs and related grants.
b.
Monitor and administer the Community Development Block Grant Program.
c.
Manage all aspects of all grants received by the municipality.
d.
Coordinate applications for grants from the State and Federal Government
and private sources.
e.
Handle all grant drawdowns, documentation and reporting in accordance
with grant requirements.
f.
Oversight of all affordable housing initiatives and any other activities
deemed by the Director to be related to community development.
[Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Human Resources whose head shall be the Personnel Officer. The
Division shall:
a.
Administer the human resources function for all departments.
b.
Ensure compliance with civil service and other applicable regulations.
c.
Coordinate all hiring, termination and discipline functions with
each department.
d.
Manage and oversee the municipal payroll.
e.
Manage and oversee all employee benefits.
f.
Provide for an employee assistance program.
g.
Manage all employee pre-placement testing, screenings, and physicals.
[Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Finance, which shall be under the administrative direction of the
Chief Financial Officer. The Chief Financial Officer shall be responsible
for the development of financial policies for recommendation to the
Mayor and shall, prior to this appointment, be qualified by training
or experience in government finance and fiscal management.
[Ord. No. O-18-70]
The Chief Financial Officer shall be appointed by the Mayor
with the advice and consent of the Municipal Council for the term
prescribed by law. The Chief Financial Officer may serve as the head
of the Division of Finance as well as Municipal Treasurer or Municipal
Comptroller. Through the Divisions of Accounts and Control, Treasury,
and the Office of the Tax Collector, the Chief Financial Officer shall
be responsible for the following:
a.
The accounting, pre-auditing and control of all City revenues and
expenditures;
b.
The custody, receipt and disbursement of City funds;
c.
The safety and investment of the City investments;
d.
The management of the City's debts;
e.
The safeguarding of the City's financial interests;
f.
The assessment of a penalty charge of $40 for any check issued to
the City of Bayonne, or to any of its Departments or subdivisions,
returned to the City uncollected for any reason;
g.
Payment quarterly to the Bayonne Urban Enterprise Zone Corporation
based upon the amount billed for the Special Improvement District
less the value of mixed-use residential exemptions;
h.
Report to the Council annually, at such time as the Council may require,
on the nature and terms of outstanding leases, the rent reserved by
each, and their respective expiration dates.
[1972 Code § 2-5.3; Ord. No. O-09-28 § 1; Ord. No. O-16-05; Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Accounts and Control, the head of which shall be the City Comptroller.
The Division shall:
a.
Develop, maintain and enforce a uniform system of accounts, including
forms, standards and procedures for all Departments of the municipal
government. Any uniform system of accounts shall include appropriate
provision for such records and reports as may be prescribed or approved
by the Chief Financial Officer for the determination of the cost of
performance of each functional program or activity, measured in such
work units as may be appropriate thereto; and for such data, records
and reports as may be prescribed or approved by the Chief Financial
Officer for the preparation and execution of a budget for the expenditure
of public funds for capital purposes to give effect to general improvement
programs.
b.
Maintain and operate the City's central bookkeeping and accounting
records according to sound accounting principles and in accordance
with the requirements of the Director of the State Division of Local
Government.
c.
Audit all disbursements of the municipal government and of each of
its Departments; pre-audit bills, claims and demands against the City,
including payrolls, and require each Department Director to certify
that materials, supplies or equipment have been received and accepted
as specified and that services have been duly rendered.
d.
Control all expenditures to assure that budget appropriations are
not exceeded and maintain such books and records required for the
proper exercise of such budgetary control, including an encumbrance
system of budget operation.
e.
Review each proposed expenditure and commitment to be made on behalf
of any Department for conformity with State Law, the Charter and ordinance
of the City and authorize only expenditures and commitments which
conform with all the requirements of this chapter.
f.
Install a central payroll system and insure that it is operated and
maintained in accordance with State requirements.
g.
Submit a monthly report of encumbrances, expenditures and unencumbered
balances to the Council and Business Administrator, commencing with
the adoption of the municipal budget.
h.
Undertake periodic audits and studies of various Departments to further
assist the safeguarding and efficient use of municipal assets.
i.
Advise the Business Administrator and the Council of any need for
budgetary transfers, amendments or emergency appropriations.
j.
Perform such other duties as may be assigned by the Chief Financial
Officer or Director of Administration.
[Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Treasury, the head of which shall be the City Treasurer. He shall
be appointed by the Director to serve for the term prescribed by law,
and any vacancy shall be filled for the unexpired term only. The Division
shall:
a.
Have custody of all investments and invested funds of the City or
in its possession in a fiduciary capacity, except as otherwise provided
by law, and keep such funds and municipal moneys not required for
current operations safely invested or deposited in interest-bearing
accounts as may be approved by Director of Administration.
b.
Make disbursements of municipal funds upon warrant of the Comptroller
by an individual warrant check for each bill, claim, wage and salary
payment.
c.
Keep a full account of all cash receipts and disbursements by the
Division according to the system of accounts approved by the Director
of Administration.
d.
Have the safekeeping of all bonds and notes of the City and the receipt
and delivery of City bonds and notes for transfer, registration or
exchange.
e.
Oversee the daily operation of the payroll function.
f.
Oversee the preparation and filing of all payroll tax reports.
g.
Ensure the timely payment of all municipal debt payments.
h.
Other duties as assigned by the Chief Financial Officer or the Director
of Administration.
[Ord. No. O-18-70]
Payment of claims certified and approved by the proper officers
as herein provided shall be authorized by the Council at least once
during each month of the calendar year. The Director of Administration
shall submit a list of such claims to the City Clerk at least two
days before the time fixed for the meeting at which such claims are
to be authorized for payment. The Director of Administration shall
state at the foot of the list his recommendations with regard to the
payment of the claims. When a claim is disapproved for payment by
the Director of Administration, he shall state his reasons for disapproval.
Payment of salaries to City Officers and employees shall be made by
checks signed by the City Comptroller and City Treasurer. Payment
of claims and other disbursements shall be on warrants signed by the
Director of Administration, the Comptroller, the Treasurer and the
Clerk. If there is a vacancy in the Office of the Director of Administration
or during his disability or absence from the City, such warrants shall
be signed by the Mayor in addition to the officers herein named, provided
that the Director of Administration may direct that in the event of
his disability or absence from the City, another City Official in
his Department may be designated by him to sign such warrants on his
behalf.
[Ord. No. O-18-70]
Within the Department of Administration there shall be the Tax
Collector, who shall be appointed by the Director of Administration
to serve for the term prescribed by law. Pursuant to N.J.S.A. 40A:9-145.7,
no person shall be appointed or reappointed as Tax Collector without
first holding a Tax Collector's Certificate issued by the State of
New Jersey. The Division shall:
a.
Perform the functions of a collector of taxes under general law including,
but without limitation thereto, the preparation and mailing of tax
bills, the enforcement of tax collections by tax sales and otherwise,
and the maintenance of tax accounting records in such manner as may
be prescribed or approved pursuant to the Charter and this chapter.
b.
Receive and collect all current and delinquent real and personal
property taxes, and charge and receive penalties and interest, pursuant
to law.
c.
Make, or cause to be made, and certify searches for tax and other
liens on real property as may be authorized by law, and charge and
collect for the use of the city the fee required pursuant to law for
any such search. The Tax Collector may appoint or designate one of
the Division employees as Official Tax Searcher to perform these functions
within the Division.
d.
Receive funds entrusted to or under the control of any Department
and deposit all funds received by it in depositories authorized by
the Council by resolution.
e.
Charge $10 for the preparation of a duplicate tax bill, and $50 for
the preparation of a duplicate certificate of redemption. The $10
fee may be waived by the Director of Administration.
f.
Pursuant to N.J.S.A. 54:5-54, charge $50 for preparation of a redemption
calculation requested by a property owner or property owner's agent
after two free redemption calculations have been provided in any one
calendar year. A request for a redemption calculation shall be made
in writing to the Tax Collector.
g.
Pursuant to N.J.S.A. 54:5-97.1, charge $50 for preparation of a redemption
calculation requested by a third party lien holder. Any request for
a redemption calculation shall be made to the Tax Collector in writing
and specify the date to be used for the calculation, which shall be
the date of the notice. Neither the City Tax Collector nor the City
of Bayonne shall be liable for an incorrect calculation. The fee paid
to the City of Bayonne shall not become part of the lien and shall
not be passed on to any party entitled to redeem under N.J.S.A. 54:5-54.
h.
The Tax Collector may write off any delinquency in the amount of
$10 or less.
i.
Perform other duties as assigned by the Chief Financial Officer or
the Director of Administration.
[1972 Code § 2-4.3; Ord. No. O-16-05; Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Purchasing, the head of which shall be the Purchasing Agent.
[Ord. No. O-18-70]
a.
Whenever it becomes necessary that any materials or supplies be purchased
by a Department, the Head of the Department shall fill out a requisition
slip stating the article required and the use for which it is required
and requesting the Purchasing Agent to make the purchase. If the cost
in aggregate of materials and/or supplies requested does not exceed
the maximum amount permitted by N.J.S.A. 40A:11-3, the Purchasing
Agent shall make the purchase of the same and deliver such articles
to the Department Head. If the estimated cost of materials or supplies
requested by the individual Department exceeds $1,000, the Purchasing
Agent shall attempt to get three quotations therefor and shall make
the purchase on the basis of the most responsible quotation which
is most advantageous to the City, price and other appropriate factors
considered, and shall maintain a written record of attempts made and
quotations obtained. The Purchasing Agent shall deliver one copy of
the order blank bearing the cost of the article or articles purchased
to the Comptroller, one copy to the Director of the Division of Administration,
one copy to the Department Director making the requisition, and one
copy shall be retained in his office. The copies shall be open at
all times for public inspection.
b.
The Council shall, at intervals to be fixed by it, solicit proposals
by public advertisements for the furnishing of all materials and supplies
usually required by it or any Department under its control and shall
award the contracts to the lowest responsible bidder. Such proposals
shall be received and processed as hereinafter provided.
c.
If the purchase price of materials or supplies, either in the aggregate
sum for all Departments for a full year or on an individual purchase
for one Department exceeds the current public bidding threshold as
specified under Local Public Contracts Law N.J.S.A. 40A:11-3 as may
be amended by the State Legislature, the Purchasing Agent shall advise
the Director of the Department requesting same and the Director shall
request the Council to authorize bids for the purchase. If the Council
deems it necessary to make the purchase therefor, a resolution shall
be adopted authorizing the City Clerk to advertise for bids. After
bids are received and opened, the Council shall adopt a resolution
awarding a contract to the lowest responsible bidder who shall comply
with all the requirements prescribed by the Council. Bids shall be
received and processed as hereinafter provided.
d.
Upon the execution of a contract, materials or supplies purchased
shall be delivered to the Department which requested the purchase,
and the receiving Department shall examine the materials and supplies
to make certain they comply with the specifications.
e.
No purchase shall be made by the Purchasing Agent unless the amount
remaining as a balance of an appropriation is sufficient to meet the
cost, unless provision shall be made by the Council for the making
of a further appropriation to meet the cost.
f.
All contracts needed to be drawn to carry out the terms and provisions
of this section shall be prepared by the Department of Law. Resolutions
authorizing the City Clerk to advertise for bids shall be prepared
by the City Clerk at the written request of the Purchasing Agent for
bids to be taken pursuant to paragraph b of this subsection and at
the written request of the requesting Director pursuant to paragraph
c of this subsection. Resolutions authorizing a contract following
the receipt of bids shall be prepared by the City Clerk with the assistance
of the Department of Law where necessary. All other resolutions will
be prepared by the Department of Law or shall be approved by the Department
of Law.
g.
The Purchasing Agent is hereby designated as the agent for the receipt
of sealed bids and proposals advertised pursuant to this subsection
unless provided otherwise by the Council in the resolution authorizing
the advertisement. The Purchasing Agent, on the date and time for
receiving bids, shall comply with the following procedure:
1.
Bids shall be received by the Purchasing Agent in the presence of
the Law Director or his designee.
2.
Bids shall be received and opened pursuant to the Local Public Contracts
Law. (N.J.S.A. 40A:11-1, et seq.)
3.
The Purchasing Agent shall forward all received bids to the appropriate
Department and shall report in writing to the Council the items for
which bids were solicited, number of bids received, names of bidders
and bid prices.
4.
Upon receipt of the bids, the appropriate Department will review
same to make certain they meet their specifications and then recommend
to the Municipal Council whether and to whom a contract should be
awarded or whether the bids should be rejected. In the case of bids
for materials and supplies needed for several Departments or for all
Departments, the Purchasing Agent with the assistance of the Directors
and the Engineer will make the necessary recommendation to the Council.
h.
Insofar as N.J.S.A. 40A:11-36(1) only regulates the sale of the City's
personal property not needed for public use if the estimated fair
market value of the property to be sold is in excess of $2,500, if
the Purchasing Agent should determine that the City would be best
served by selling certain of the City's personal property not needed
for public use (i.e., excess inventory, outdated, defective and/or
irreparable equipment and/or material to be scrapped or junked) having
an estimated fair market value of less than $2,500, then he shall
place the personal property up for sale consistent with the following
guidelines:
1.
In establishing the market value of a certain piece of personal property,
the Purchasing Agent shall contact original suppliers, salvage operators
and/or used equipment dealers and obtain a minimum of three bids in
writing. The request for bid shall contain, where applicable, the
manufacturer's name, serial number, model number and a brief description
of the property including its current operational status.
2.
Should an organization, person or entity from which a bid price is
solicited, refuse to reply in writing and/or express no interest in
the property offered, it shall be the responsibility of the Purchasing
Agent, or his designee, to document the conversation, including company
name, contact name, exact phone number and any and all comments made
by the contact during said conversation as to the utility and/or value
of the subject property. The Purchasing Agent's report of such a conversation
shall be memorialized in writing and shall be considered a bid, albeit
negative. If the Purchasing Agent receives three such negative bids,
the property in question may be disposed of pursuant to paragraph
h7 of this subsection.
3.
Once three written bids have been obtained, the bidder submitting
the highest bid will be determined to be the successful bidder.
4.
After a successful bidder has been determined by the Purchasing Agent,
the Director of the appropriate Department shall request of the Municipal
Council that a resolution approving of the sale be presented and passed
at the next scheduled Municipal Council meeting. Copies of all bidder
replies, the request for bid and all other pertinent information shall
be included with the request to the Municipal Council.
5.
Upon approval by the Municipal Council, the Purchasing Agent shall
notify the successful bidder and the bidder shall have five business
days from the date of notice within which to tender a certified check,
bank check or money order payable to the City of Bayonne in an amount
equal to the successful bid amount.
6.
Any and all property will be sold "AS IS" and "WHERE IS" with no
guarantees, either expressed or implied, as to the operational suitability
or nature of the property.
7.
Upon payment to the City of Bayonne of the bid price, the successful
bidder shall have five business days therefrom to remove the personal
property from City property. Should the successful bidder fail to
remove the personal property within five days of payment of the bid
price, the bid shall be forfeited and the property shall be re-offered
for bidding. This five day time frame can be extended by the Purchasing
Agent, in writing, for good cause.
8.
In the event that a minimum of three bidders have been contacted
and they have each indicated in writing that the personal property
being offered for sale has no resale value, then:
(a)
If the property is operational and useful, the Director of the
appropriate Department may offer it to another branch of the City
government or to a not-for-profit charitable organization. It shall
be the responsibility of the entity receiving the property to remove
the property at its own cost and expense.
(b)
If the property is defective and/or irreparable and no salvor
has exhibited interest in same, the Director of the appropriate Department
may dispose of the property through the City's recycling operation
or arrangements can be made to have it disposed of at a landfill.
(c)
In either event, if the property is under the aegis of the Director
of Public Safety, then the Purchasing Agent shall first obtain written
approval from the Public Safety Director that the property to be disposed
of poses no security concerns. If the Director of Public Safety determines
that security would be compromised by the disposal of property under
paragraph h8(a) or (b), then the property must first be processed
by the appropriate City employees and/or contractors to render it
free of any such problems prior to disposal.
(d)
In either event, the Director of the appropriate Department
shall request of the Municipal Council that a resolution approving
of the disposal be presented and passed at the next scheduled Municipal
Council meeting. Copies of all bidder replies, Public Safety Director's
written approval, if required, and any other pertinent information
should be included with the request.
|
Any property to be disposed of pursuant to paragraph h7(a) or
(b) of this subsection must be removed from City property within 20
days of the passing of the Municipal Council resolution approving
same unless the time is extended in writing and for good cause, by
the Purchasing Agent.
|
[Ord. No. O-18-70]
Within the Department of Administration there shall be a Division
of Tax Assessment, the head of which shall be the Municipal Tax Assessor.
The Municipal Tax Assessor shall be appointed by the Mayor with the
advice and consent of the Council to serve for the term provided by
law, and vacancies shall be filled for the unexpired term only. No
person may be appointed Tax Assessor unless he holds a Tax Assessor
Certificate provided for in N.J.S.A. 54:1-35.25 et seq.
A person who is reappointed to office after receiving a Tax
Assessor Certificate and thereafter serving in office for four consecutive
years shall be entitled to tenure pursuant to N.J.S.A. 54:1-35.31.
The Division of Tax Assessment shall:
a.
Have, perform and discharge all the functions, powers and duties
prescribed by law for a Municipal Assessor.
b.
Make assessments for benefits for local improvements and, for that
purpose, have and exercise the powers and duties of a Board of Assessment
for Local Improvement as provided by law.
c.
Maintain adequate assessment records of each separate parcel of real
property assessed or exempted and establish and maintain such files,
records and procedures as may be required for the valuation and assessment
of personal property, pursuant to law.
d.
Maintain a current tax map of the City as a public record and cause
to be recorded thereon all changes in ownership or character of the
real property assessed, employing for that purpose the facilities
of other Departments as provided by this chapter.
f.
Provide to the Municipal Council a listing by street address and tax lot and block number of all properties listed in Chapter 10, Section 10-2, which are of a mixed residential and commercial use. This list should contain the amount of Special Improvement District taxes which relate to residential units within mixed use properties. The purpose of the listing is to conform to Chapter 10.
g.
Provide reports as required by the Chief Financial Officer.
