[HISTORY: Adopted by the Mayor and Council of the Borough of Buena 12-18-1989 by Ord. No. 371. Amendments noted where applicable.]
This chapter is adopted pursuant to the provisions of N.J.S.A. 40A:5-17, as amended, and all claims submitted for payment to the Borough of Buena shall be approved or disapproved in the manner prescribed by this chapter.
The Treasurer of the Borough of Buena, as the Chief Financial Officer of the municipality, is hereby designated as the certifying and approval officer for the approval or disapproval of all claims submitted to the Borough of Buena. In such capacity, the Treasurer shall receive, keep and maintain all requisition and purchase orders for goods, materials and services which are to be purchased or acquired by the Borough.
No employee or official of the Borough of Buena shall incur any liability on the part of the Borough of Buena unless such liability shall first have been properly authorized by a purchase order.
In order to reduce the possibility of over-expenditure of appropriations in the municipal budget and to ensure more effective budgetary control and accountability, the following procedures shall be implemented for the purchases of all goods, materials and services by the Borough of Buena. No goods, materials or services shall be contracted for or purchased by any employee or official of the Borough of Buena except in accordance with the following procedures.
A requisition request shall be prepared for any goods, materials or services required by any department of the Borough of Buena. Whenever possible, the minimum quantity requested should be for a period of three months. Requisition forms shall be maintained by the Borough Treasurer and may be requested by any employee or official of the Borough of Buena.
Proper completion of the requisition request must include the quantity desired, a description of the goods, materials or services to be acquired, the unit price and the total cost for the quantity sought.
The requisition request form shall be approved and signed by the Department Chairman. Upon completion, the requisition form shall be submitted to the Treasurer and should be submitted two to three weeks prior to the time the goods or services are needed to allow sufficient time for review.
Upon receipt, the Treasurer shall first determine that sufficient funds are available to purchase the goods, services or materials described and that such items are included in the municipal budget. Where sufficient funds are available, the Treasurer shall issue an approved purchase order to the requesting department.
Upon receipt of an approved purchase order form, the requisitioner shall complete the form in triplicate and provide for distribution as follows:
The first two copies shall be submitted to the vendor when placing the order. These copies shall be returned by the vendor when requesting payment.
The third copy shall be retained by the ordering department and shall be returned to the Treasurer along with any packing slips or other documentation only after full delivery has been received or the service rendered. If the delivery of the goods or materials is incomplete or the services requested have not been completely rendered, all forms shall be retained until all ordered goods or materials have been delivered or all services have been fully rendered.
Emergency purchases shall only be authorized when a situation arises which requires the immediate purchase or delivery of goods or services to meet an actual danger to the public health, safety or welfare. Where an officer or employee determines that an emergency exists, such officer or employee shall contact the Department Chairman of the department involved to advise of the existence of the emergency and to obtain approval to purchase the goods, services or materials required to meet the emergency. In the absence of the Department Chairman, a member of the department or the Mayor shall have authority to determine that an emergency does not exist and to authorize the purchase of the goods, materials or services needed to meet the emergency. An officer or designated Borough employee or a member of the department involved in meeting the emergency shall submit an affidavit setting forth the facts constituting the emergency and outlining the goods, materials or services needed to meet said emergency to the Municipal Treasurer. Upon receipt of such affidavit, the Treasurer shall issue a purchase order for the goods, materials or services required. When sufficient funds are not available to pay for the goods, materials or services required to meet the emergency, the Treasurer shall immediately notify the department head and the Mayor as well as the Municipal Auditor.