Borough of Wildwood Crest, NJ Chapter 21 Claims Procedure

[HISTORY: 1968 Code Chapter 21 §§ 21-1 — 21-8 as amended through 6-7-2017 by Ord. No. 1256-2017. Amendments noted where applicable.]

§ 21-1 Payment of claims. [1]

A. A requisition and purchase order system shall be instituted by the Borough of Wildwood Crest and shall be operated as follows:

(1) The Chief Financial Officer is designated as the certifying and approval officer for the purposes herein.

(2) All persons claiming payment from the Borough for supplying goods or rendering services shall fully explain such claim by submitting a detailed invoice accompanied by a Borough purchase order/voucher to the Chief Financial Officer.

(3) The department head or other municipal official having personal knowledge that the goods or services were supplied shall certify the purchase order to the fact that the goods have been received or the services have been rendered to the Borough. The purchase order shall further be approved or disapproved by the Commissioner under whose department the goods or services were received.

(4) The Chief Financial Officer shall ascertain the existence of proper and sufficient appropriations for the payments to be made, determine that there is legal authority for the payments, certify the availability of funds and approve the purchase order. The Chief Financial Officer may deny a purchase order if any of the provisions of this chapter have not been satisfied.

(5) A summarization of all purchase orders, the bill list, together with copies of the purchase orders shall be provided to the Board of Commissioners at a reasonable time prior to the next regularly scheduled Commissioners' meeting for approval or disapproval by the Board of Commissioners. A copy of the bill list shall be appended to the minutes approving payment of bills.

(6) All checks drawn against the various Borough accounts for the payment of claims against the Borough shall be signed by the Commissioner of Revenue and Finance or designee, the Borough Clerk or designee and the Chief Financial Officer or designee.

(7) The use of procurement cards (P-Cards) shall be permitted in accordance with the Borough of Wildwood Crest Purchasing Card Program Policies and Procedures Manual, as may be amended or supplemented from time to time, and adopted by resolution of the Board of Commissioners. The Borough Qualified Purchasing Agent is hereby appointed the Program Manager, and the Chief Financial Officer is designated the responsible supervisor of the Program Manager.

[Amended 11-18-2020 by Ord. No. 1339]

B. No employee or official of the Borough of Wildwood Crest shall make any purchase of goods or services on the part of the Borough unless it shall have been properly authorized by a requisition and purchase order, as described herein.

C. The Chief Financial Officer shall have the duty to audit, warrant and make recommendations on all claims and bills.

[1] Editor's Note: Former § 21-1, Purchasing, as amended, was repealed pursuant to 3-6-2019 by Ord. No. 1298. Subsequent subsections were renumbered for organizational purposes.

§ 21-2 Payroll.

A. There is hereby established a payroll account in the Borough of Wildwood Crest. The Chief Financial Officer shall thereafter draw checks on the payroll account to the employees entitled to payment from those accounts. All payroll checks shall be signed by the Chief Financial Officer.

B. The Board of Commissioners shall adopt a "Salary Ordinance" in January of each year, and such other times as necessitated by contractual agreements with the various employee collective bargaining units, with the ranges set forth by the salary ordinances and contractual agreements in effect at that time.

C. The Chief Financial Officer shall pay all full-time, part-time, and seasonal employees based on the salary ordinance set forth in Subsection B above.

D. Each department head shall certify the time sheets to the Chief Financial Officer the next working day after the end of the pay period.

§ 21-3 Bid Opening Committee.

A. In response to any advertised Notice to Bidders, all bids for goods, services, equipment etc., in accordance with and pursuant to the full provisions of the Local Public Contracts Law, shall be timely submitted to the Municipal Clerk's office on or before the designated date and time fixed for said receipt of bids.

B. Thereafter, the Bid Opening Committee, to be comprised of the Borough Clerk or Deputy Borough Clerk, and the Chief Financial Officer or the Purchasing Agent, shall open all bids received at the designated (and advertised) date, time and place, and disclose the results thereof to all parties present.

C. All opened bids shall next be referred to the Borough Engineer and/or affected Department Head, as appropriate or required, and then to the Solicitor, in each case, for their evaluation and recommendation to the Board of Commissioners.

D. The Borough Clerk or Deputy Borough Clerk shall report the results of the bid opening to the Board of Commissioners at the next meeting of the governing body immediately following said bid opening.[1]

[1] Editor's Note: Former §§ 21-4, Failure to comply. 21-5, Repealer, 21-6, Severability, and 21-7, Effective date, were repealed 3-6-2019 by Ord. No. 1298.