Township of Montville, NJ
Morris County
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[HISTORY: Adopted by the Township Committee of the Township of Montville as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Administration of government — See Ch. 4.
Open Space Dedicated Trust Fund — See Ch. 36.
[Adopted by Ord. No. 1308 as Ch. 3.04 of the 1998 Code]

§ 31-1 Budget preparation and operation.

A. 
The Administrator shall annually prepare and submit to the Committee his recommended current expense budget and capital budget. Both documents shall be submitted as required by law or ordinance and shall include appropriate provisions to carry out Committee policies and directives. The Administrator shall transmit the budgets to the Committee, together with his recommendations, within the time limited by law for the introduction and adoption by the Township Committee of municipal budgets.
B. 
The Committee shall provide for controls in the operation of the budget and the management of finances. Such controls may include a system of work programs and quarterly allotments, issuance of purchase orders, authorization of disbursements without Committee action, reports of income and expenditure and such others as it deem appropriate.

§ 31-2 Personnel and purchasing.

The Committee shall provide by ordinance for the organization and administration of central personnel and central purchasing functions serving all Township departments.

§ 31-3 Purchase controls.

All purchases made and contracts awarded for any supplies, materials or equipment or contractual services shall be pursuant to a written requisition from the head of the department whose appropriation will be charged and the certification of the department head or Chief Financial Officer that a sufficient unencumbered balance of appropriation is available to pay therefor. All such contracts shall conform to applicable requirements of state statutes for competitive bidding.[1]
[1]:
Editor's Note: Original Sec. 3.04.030B, regarding approval of requisitions over $1,000, which previously followed this section, was deleted at time of adoption of Code (see Ch. 1, General Provisions, Art. I).

§ 31-4 Claims, bills and vouchers.

A. 
All bills or claims against the Township shall be in writing, fully itemized and on such forms or vouchers as the Township shall provide. All such vouchers shall be sworn to by the claimant before submission for approval and payment, as required by law.
B. 
Certification, review and approval.
(1) 
All bills and claims must be supported by a certification for the receipt of the goods, or of the satisfactory rendering of the services, by the responsible person empowered to accept the same on behalf of the Township. Any such person so certifying is accountable to the Township Committee for such goods received or services rendered. Every bill or claim shall then be reviewed and checked under the direction of the Township official who completed the administrative certification on the voucher form.
(2) 
All vouchers which have been reviewed and checked with supporting papers attached will then be presented to the department head having responsibility in the matter. Each such voucher will be reviewed and, if approved by the department head, will then be referred to the Chief Financial Officer.
(3) 
The Chief Financial Officer shall examine all vouchers previously approved by the appropriate department head, will indicate his approval on each such voucher and shall submit same to the Township Administrator in the form of the list prescribed in § 4-43B(7) herein, together with a certification that the claim is in accordance with and within budgetary appropriations.[1]
[1]:
Editor's Note: Original Sec. 3.04.040B(4), regarding Township Administrator approval of vouchers, which previously followed this subsection, was deleted at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
(4) 
All expenditures over $100 require approval of the Township Administrator.
C. 
Authorization of payment.
(1) 
All vouchers recommended for payment shall be presented to the Township Committee by the Township Administrator at a regular meeting or an adjourned regular meeting, and the Township Clerk shall place the approval of vouchers on the agenda.
(2) 
Authorization to draw the checks and pay the amounts of the approved vouchers shall be by motion of the Township Committee.
(3) 
The Township Clerk shall incorporate the list of individual vouchers approved into the official minutes.
D. 
Payment. The corresponding vouchers shall accompany all checks drawn in payment therefor when said checks are presented to the Mayor, the Township Clerk and the Chief Financial Officer for their respective signatures.
E. 
Filing; availability for inspection. All bills, vouchers and canceled checks shall be filed in a safe place and made available for public inspection upon request.
[Adopted by Ord. No. 1308 as Ch. 3.08 of the 1998 Code]

§ 31-5 Purpose.

A. 
It is in the best interest of the Township of Montville to earn additional revenue through the investment and prudent management of its cash receipts. Public Law 1983, Chapter 8, approved January 18, 1983, amended N.J.S.A. 40A:5-2 and N.J.S.A. 40A:5-14 to require that each local unit adopt a Cash Management Plan.
B. 
The following shall constitute the Cash Management Plan for the Township of Montville which shall deposit and manage its funds pursuant to the plan.

§ 31-6 Definitions.

As used in this article, the following terms shall have the meanings indicated:
CASH MANAGEMENT PLAN
The plan established by ordinance adopted by the Township Committee of the Township of Montville.
CHIEF FINANCIAL OFFICER
The Chief Financial Officer/Director of Finance for the Township of Montville.
FISCAL YEAR
The twelve-month period ending December 31.

§ 31-7 Designation of depositories.

At least once each fiscal year at its organization meeting, the Committee shall, by resolution, designate the depositories for the Township of Montville in accordance with N.J.S.A. 40A:5-14.

§ 31-8 Audit requirement.

The Cash Management Plan shall be subject to the annual audit conducted pursuant to N.J.S.A. 40A:5-4.

§ 31-9 Authority to invest.

The Committee, at its organization meeting, shall pass a resolution designating the Township official(s) who shall make and be responsible for municipal deposits and investments.

§ 31-10 Investment instruments.

The Chief Financial Officer shall invest at his/her discretion in any investment instruments as approved by the State of New Jersey, Department of Community Affairs, Division of Local Government Services and in accordance with N.J.S.A. 40A:5-15.1.

§ 31-11 Records and reports.

A. 
The Chief Financial Officer shall report all investments in accordance with N.J.S.A. 40A:5-15.2.
B. 
At a minimum the Chief Financial Officer shall:
(1) 
Keep a record of all investments.
(2) 
Report investments to the Township Committee on a quarterly basis.

§ 31-12 Cash flow; disposition of funds.

A. 
The Chief Financial Officer shall ensure that the Township's accounting system provides regular information concerning the Township's cash position and investment performance.
B. 
All moneys shall be turned over to the Chief Financial Officer or his or her staff and deposited in accordance with N.J.S.A. 40A:4-15.
C. 
The Chief Financial Officer is authorized and directed to invest surplus funds of the Township as the availability of the funds permit. In addition, it shall be the responsibility of the Chief Financial Officer to minimize the possibility of idle cash by depositing the Township's moneys in interest-bearing accounts wherever practical and in the best interest of the Township of Montville.