The budget shall be prepared by the Mayor with the assistance of the Business Administrator. During the month of November, the Mayor shall require all Directors to submit requests for appropriations for the ensuing budget year and to appear at public hearings, which shall be held during that month, on the various requests.
The Business Administrator, with the assistance of the Chief Financial Officer, shall prepare all estimates of nonproperty tax revenues anticipated for the support of each annual budget.
The budget document shall be prepared in such form as is required by law for municipal budgets and in accordance with the Charter. There shall be appended to the budget a detailed analysis of all items of expenditure and revenue.
On or before January 15, the Mayor shall submit to the Council the recommended budget, together with such explanatory comment or statement as deemed desirable. At this time, the budget shall become the Council's budget.
Council may reduce any item or items in the Mayor's budget by a vote of the majority of the Council, but any increase in any item or items shall become effective only upon an affirmative vote of 2/3 of the entire membership of the Council.
In any budget year for which budget dates are extended by law, the Mayor shall submit to the Council the recommended budget not less than 16 days prior to the extended date for the introduction and approval of municipal budgets.
The Council shall, where practicable, provide for the maintenance of a system of work programs and quarterly allotments for operation of the budget. It shall be the duty of the officer or department administering any such program to develop and report appropriate unit costs of budgeted expenditures.
If at any time during the budget year the Mayor shall ascertain that the Township government is faced with the probability of incurring a cash deficit for the current year, the Mayor shall reconsider the work programs and allotments of the several departments. Upon such reconsideration and with the approval of the Council, the Mayor may revise budget allotments so as to forestall, as far as possible, the making of commitments and expenditures in excess of the revenues to be realized during the fiscal year. The Mayor shall file with the Chief Financial Officer a copy of such revised allotments, and the Chief Financial Officer shall control all expenditures within the limits thereof.
Provision shall be made by ordinance for the exercise of a control function in the management of the finances of the municipality by some officer other than the Business Administrator. The control function shall include provision for an encumbrance system of budget operation, for expenditures only upon written requisition, for the pre-audit of all claims and demands against the municipality prior to payment, and for the control of all payments out of any public funds by individual warrants for each payment to the official having custody thereof.
[Amended 7-29-2015 by Ord. No. 2015-20]
Awarding of contracts; bidding procedures.
Public bids received pursuant to N.J.S.A. 40A:11-1 et seq. may be received at a time and place designated by the Mayor and/or designee. Public bid openings shall be attended by, at least, a representative of the Business Administrator and the Municipal Clerk.
The Mayor is empowered to prepare specifications for the performance of work or the purchases or furnishing or hiring of any materials, supplies or services needed by the Township to publicly advertise for and receive bids on the aforesaid, to require bidding deposits made in conjunction with the bids and performance security from contractors who are awarded bids and, when desirable, to establish regulations for the qualification of prospective bidders, to require standard questionnaires for prospective bidders and classify and reclassify prospective bidders, all in accordance with N.J.S.A. 40A:11-1 et seq.
All advertisements for the bids shall be published at least once, 10 calendar days prior to the date fixed to receive bids, in a newspaper of general circulation within the Township of Robbinsville. All bids requiring public advertisement shall designate the manner of submitting bids, the method of receiving bids and the time and place for receipt of bids.
Bids received in advance shall remain sealed and shall only be opened for examination at the time and place fixed for the receipt of bids. At the time and place set for the receipt of bids, all bids tendered shall be publicly received and immediately unsealed and their contents announced publicly in the presence of any present bidding parties or their agents. The price and terms of the bids shall become incorporated as a part of the minutes of the Council meeting at which the Council takes action thereon.
The Council shall award the contract by authorizing the Mayor and Municipal Clerk to execute such or reject all bids within 60 calendar days after receipt. The Council shall reserve the right at all times to reject any and all bids received.
The security delivered with the bids shall be returned to the unsuccessful bidders within three days, Saturdays, Sundays and holidays excepted. The security of the successful bidder shall be retained until a contract is executed and any performance security has been submitted.
If an award of contract cannot be made within the sixty-day period, the three lowest responsible bidders may agree to an extension in making the award, which shall not exceed an additional 30 calendar days.
In awarding the bid, any authorized formal contract shall be executed by the Mayor, attested to by the Municipal Clerk and the Seal of the Township affixed thereto. In lieu of a formal contract, the Business Administrator or Mayor may issue a purchase order to the successful bidder for the required purchase for amounts up to the required bid minimum in any fiscal year, pursuant to the Local Public Contracts Law. The successful bidder shall then be required to perform in accordance with the terms set forth in the specifications for such items.
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
A certification from the Chief Financial Officer that a sufficient unencumbered balance of appropriation is available to pay therefor shall accompany each contract/bid award.
There is hereby created the position of Purchasing Agent for the Township of Robbinsville.
The Purchasing Agent shall be appointed by the Mayor.
The Purchasing Agent is required to possess a valid Qualified Purchasing Agent certificate, as issued by the New Jersey Division of Local Government Services, Department of Community Affairs.
The Purchasing Agent shall have, on behalf of the Mayor and Municipal Council of the Township of Robbinsville, the authority, responsibility and accountability for the purchasing activity pursuant to the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.); to prepare public advertising for and to receive bids and requests for proposals for the provision or performance of goods, services and construction contracts; to award contracts pursuant to New Jersey law in accordance with the regulations, forms and procedures promulgated by state regulatory agencies and Robbinsville Township; and to conduct any activities as may be necessary or appropriate to the purchasing function of the Township of Robbinsville.