[Amended 11-14-2005 by Ord. No. 53-2005; 11-4-2020 by Ord. No. 406-2020]
It is the policy of the City of Cape May that no article or service shall be contracted for or purchased by any department, board agency or office of the City except in accordance with the procedures set forth in the City's approved Purchasing Manual, which shall be adopted by City Council and amended by resolution from time to time as appropriate.
A. 
Method of approval.
(1) 
All persons having any claim against the City for supplying materials or rendering services shall fully explain their claim on a voucher form approved by the City for such use.
(2) 
The duly executed voucher must be forwarded to the Chief Financial Officer, and before same is acted upon, the voucher must either be approved or disapproved by the City Manager and the department head under whose department the materials or services are supplied.
(3) 
All checks drawn against the various City accounts for the payment of claims against the City shall be signed by the City Manager and countersigned by the Chief Financial Officer.
(4) 
A summarization of all vouchers, containing such information acceptable to City Council, which shall be known as a "Bill List," together with copies of all vouchers, shall be provided to City Council at a reasonable time prior to the regularly scheduled Council meeting. A copy of the Bill List shall be appended to the resolution approving payment of bills.
B. 
Payment of claims not exceeding $500.
(1) 
All claims for payment not exceeding $500 in amount may be approved for payment by the Chief Financial Officer and paid between regular City Council meetings; provided, however, that any such claim paid in accordance with this subsection shall be presented to City Council at its next regular meeting for ratification.
(2) 
Prior to being paid by the Chief Financial Officer, any claim for payment not exceeding $500 must be brought to the attention of the City Manager, who shall provide written approval for such payment. Additionally, prior to paying such claims, the Chief Financial Officer shall make the certification required by N.J.S.A. 40A:5-16(b), ascertain the existence of proper and sufficient appropriations for the payments to be made and determine that there is legal authority for the payment, evidenced by action of the Purchasing Department or agent or officer in respect to the goods or services ordered and the incurring of the expense therefor.
(3) 
Any monies disbursed or claims paid pursuant to this subsection shall be made by check drawn on the City, signed by the City Manager and countersigned by the Chief Financial Officer.
[Added 1-17-2023 by Ord. No. 488-2022]
It is the policy of the City of Cape May that, in connection with any procurement of software for use by the City, the City shall reasonably assure the software is designed to resist attack and that the City maintains adequate security controls to prevent tampering or access by malicious actors.