City of East Orange, NJ
Essex County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the City Council of the City of East Orange 3-25-1968 by Ord. No. 20-1968 as Ch. 4, Art. I, Secs. 4:1-1 through 4:1-5, of the 1968 Code. Amendments noted where applicable.]
GENERAL REFERENCES
Administrative organization generally — See Ch. 5.
Boards, commissions and committees — See Ch. 14A.
Purchasing and contracting — See Ch. 68.

§ 18-1 Procedures for charging appropriations and paying of claims and bills.

[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No. 26-2016]
A. 
The Chief Financial Officer shall maintain a current record at all times of all charges against the various appropriations made by the City. All bills and claims for goods, materials or services provided or rendered to the City shall, prior to payment, be submitted to the Chief Financial Officer for his approval.
B. 
Payment and review.
(1) 
If the bill and claim as submitted shall appear to be in order, the items thereon correctly calculated, and if there is written approval annexed thereto by the Mayor, department head or responsible commission, board or agency of the City, as provided by law, and if there is an appropriation for the same, except in the case of emergencies as set forth under § 18-2, the Chief Financial Officer shall signify his consent thereon, and a check shall be drawn and signed by the Chief Financial Officer, the Mayor and City Administrator or, in the case of a commission, board or agency, the officer or officers who, by law, must sign therefor. A list of all such checks and payments shall be provided to the City Council for its review and authorization. The City Council shall thereupon review the same in committee and consider at a public meeting a resolution authorizing or not authorizing any such payment or any individual items contained therein which are subject to its jurisdiction, as provided herein. However, reoccurring payments of the following may be paid in advance of approval:
(a) 
Payroll obligations.
(b) 
Required payments to the Board of Education.
(c) 
Required county tax payments to the County Treasurer.
(d) 
Payments to banks for investment purposes, internal transfers, and debt service obligation.
(e) 
Utility payments (water, sewer, gas, electric).
(f) 
Postage.
(g) 
Insurance costs.
(h) 
State of New Jersey application fees, permit fees, license fees, surcharges and DEP fees.
(i) 
Reissue of lost or mutilated checks after stop payment has been enforced.
(j) 
Ten-percent bid bond returns.
(2) 
These bills need to be approved within 30 days of payment. Any unforeseen or unanticipated expense that is less than $5,000 which if not paid may cause the interruption of City government services may be paid and approved within 30 days of said disbursement by the Council. Payments for contractual or specific vendor amounts previously authorized by the Council via legislation appear on the bill list for purposes of reference only and do not require additional approval.
C. 
The Chief Financial Officer, in conjunction with the Corporation Counsel, shall prepare and approve all forms and written procedures to be utilized for the purchasing and securing of goods, materials and services and the processing of bills and claims therefor.

§ 18-2 Emergency expenditure of funds.

A. 
If an emergency occurs requiring the immediate expenditure of funds prior to opportunity to secure an appropriation therefor, the Mayor shall be authorized to approve the same in an amount not to exceed $2,500 and shall immediately report the same to the Chief Financial Officer and to the City Council for action thereon at its next regular meeting. Such expenditure shall be payable out of the contingent expense appropriation included in the annual budget.
[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No. 26-2016]
B. 
For the purposes of this section, an "emergency" is defined as a pressing need for public expenditure to protect or promote the public health, safety or welfare.

§ 18-3 Annual preparation of budget.

[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No. 26-2016]
The Chief Financial Officer shall distribute forms and procedures with respect to the preparation of both a capital budget and the current budget to all departments of the City on or about September 1 of each year. He shall thereafter, on or about November 1, at a date set by him, collect from each of the respective departments such budgets in completed form, and each of such budgets shall thereupon be submitted by the Chief Financial Officer to the Mayor and City Council for their consideration and review. He shall attend all hearings relating to the preparation of the budget and be available for consultation and advice as may be required for the preparation and presentation thereof for approval by the City Council within the times prescribed by law.

§ 18-4 Handling and depositing of money.

A. 
Unless otherwise specifically provided by law, any person receiving money in behalf of the City or any of its constituent boards or agencies shall deliver the same to the Collector of Taxes on the day of receipt, unless the office of the Collector of Taxes shall not then be open, in which case by 12:00 noon of the next business day, in accordance with such regulations for the receipt and handling of moneys as may be promulgated by the Collector of Taxes.
B. 
The Collector of Taxes shall make such provisions for the receipt and handling of money by the Department of Tax Collection as may be necessary to protect the same and make provision and supervise transfer and delivery of all cash receipts by any other department to the custody of the Collector of Taxes, and such money shall be delivered each day to an approved institutional depository for safekeeping to await verification and deposit in the institution by the Chief Financial Officer on the next business day. The Tax Collector shall, in conjunction with the Chief Financial Officer, promulgate regulations governing the handling, safekeeping and depositing of City funds. The Collector of Taxes shall receive and retain a receipt from the City Treasurer for all such money delivered to the Chief Financial Officer for deposit by the Chief Financial Officer.
[Amended 2-23-2015 by Ord. No. 7-2015; 6-27-2016 by Ord. No. 26-2016]

§ 18-5 Administration and custody of insurance policies.

[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No. 26-2016]
The administration of all insurance policies relating to the City shall be under the direction of the Chief Financial Officer. The City Clerk shall keep custody of such insurance policies.