[Amended 10-26-70 by Ord. No. 70-1-L; 4-14-75 by Ord. No. 75-1-CC]
A.
The budget shall be prepared under the direction of the Mayor. During
the month of November, the Mayor shall require all department heads,
the Clerk and Tax Assessor, to submit requests for appropriations
for the ensuing budget year and to appear before the Mayor or the
Administrator at a public hearing on the various requests.
[Amended 4-26-82 by Ord. No. 82-453]
B.
The Administrator, with the assistance of the Director of Finance,
shall prepare all estimates of nonproperty tax revenues anticipated
for the support of each annual budget.
C.
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
expenditures and revenue. Such analysis shall include a comparison
of the total number of positions of each class and grade to be authorized
by the budget with the actual number thereof employed at the beginning
and ending of the preceding budget period. So far as practicable,
such analysis shall include appropriate statements of the cost of
performance of functional programs and activities in terms of quantitative
countable units of work for operating and capital expenditures.
D.
On or before the 15th day of January, the Mayor shall transmit to
the Council his budget document which shall include his proposed current
budget in the form prescribed by the local budget law and such comment
or statement as he may deem desirable.
A.
In consultation with department heads, the Clerk and Tax Assessor,
the Administrator shall establish quarterly or such other periodic
allotments of appropriations as he may deem necessary. Each department
shall plan and administer its expenditure program within the limits
of such allotments.
[Amended 4-26-82 by Ord. No. 82-453]
B.
If at any time during the budget year the Administrator shall ascertain
that the municipal government is faced with the probability of incurring
a cash deficit for the current year, he shall reconsider the work
programs and allotments of the several departments. Upon such reconsideration
and with the approval of the Mayor, he may revise budget allotments
so as to forestall, so far as possible, the making of commitments
and expenditures in excess of the revenues to be realized during the
fiscal year. He shall file with the Director of Finance a copy of
such revised allotments, and the Director of Finance shall control
all expenditures within the limits thereof.
All contracts shall be let pursuant to law (N.J.S.A. 40A:11-1
et seq.) The Mayor shall execute and sign contracts let and authorized
pursuant to the charter and ordinances.
Editor's Note: N.J.R.S. 40:50-1 was repealed by P.L. 1971, c.
198, and was replaced by N.J.R.S. 40A:11-4 to 40A:11-6; N.J.R.S. 40:9-3
was repealed by P.L. 1971, c. 199, and was replaced by N.J.R.S. 40A:12-16,
N.J.S.A. 40A:11-1 et seq., amended by Chapter 350 P.L. 1979.
[Amended 8-14-78 by Ord. No. 78-49; 4-26-82 by Ord. No. 82-453]
All purchases of any work, supplies, materials, equipment or
contractual services for the municipality's account shall be made
by the Division of Central Services pursuant to a written requisition
from the head of the department, the Clerk and Tax Assessor, whose
appropriation will be charged and the certification of the Director
of Finance that a sufficient unencumbered balance of appropriation
is available to pay therefor.
[Amended 8-14-78 by Ord. No. 78-49]
The Administrator shall establish and approve uniform standards
for requisitions and purchases. The Division of Central Services shall
control the delivery of all supplies, materials, equipment and other
items purchased and may make or cause to be made proper test checks
and inspections thereof. The Division shall ascertain whether the
supplies, material, equipment and other items purchased comply with
the specifications and shall cause laboratory or other tests to be
made whenever, in the opinion of the division head, it is necessary
to determine whether the materials or supplies furnished are of the
quality and standard required.
[Amended 4-26-82 by Ord. No. 82-453; 7-9-01 by Ord. No. 01-26]
A.
Each department, the Clerk and Tax Assessor shall follow such procedures
and use such forms for purchasing as the Administrator shall prescribe.
Upon request of the Administrator, each department head, the Clerk
and Tax Assessor shall submit a complete statement of the work and
labor under contract and the materials, supplies and equipment which
will be required by the department during the ensuing year, half year
or quarter year as the Administrator may determine, according to the
best estimate of the department head, the Clerk and Tax Assessor.
Such statement shall be in such form and detail as the Administrator
may require.
[Amended 4-26-82 by Ord. No. 82-453]
B.
Where purchases are for an amount less than $2,625, the Department
shall obtain a statement of two verbal quotes as more particularly
set forth in the Purchasing Procedures Manual. Where purchases are
for an amount of more than $2,625 but less than $17,500, the using
Department shall send out for quotations using a standard form as
more particularly set forth in the Purchasing Procedures Manual.
[Amended 8-14-78 by Ord. No. 78-49; 4-28-80 by Ord. No. 80-247; 7-9-01 by Ord. No. 01-26]
C.
The Administrator shall establish a procedure for the purchase of
any item required for the immediate protection of the public health,
safety or welfare of the municipality, which will permit such emergency
purchases to be made for specific purposes in a manner other than
that prescribed by this subsection.
D.
Except as the Administrator or such other officer as he may designate
may authorize in case of emergency, no purchase shall be made and
no bill, claim or voucher shall be approved unless the procedures
prescribed by or pursuant to the charter and Code have been followed.
E.
The Administrator or such other officer as he may designate shall
be in charge of the purchasing of insurance. The procedure employed
shall be by public advertisement for bids, and the contract shall
be awarded to the lowest responsible bidder providing the broadest
coverage for the type of insurance bid. The Administrator or such
other officer as he may designate shall draw up the specifications
for coverage. This section shall not apply to the obtaining of insurance
coverage or binders when the safety or protection of public property
or the public conveyance require or the exigency of the public service
will not admit to such advertisement, in the discretion of the Administrator.
Immediately upon delivery of any purchase item, the receiving
department shall make a record thereof on a form to be approved by
the Administrator, and the department's acceptance of delivery shall
be certified by the department head. A voucher properly prepared and
executed by the vendor shall be submitted to the Treasurer who shall
not authorize payment unless and until he has first examined a properly
prepared and certified receiving report and has satisfied himself
that the items billed were properly authorized and delivered in accordance
with a duly issued purchase order or any change thereof authorized
by the Division of Administration.
[Added 12-8-75 by Ord. No. 75-1-II; amended 6-28-76 by Ord. No. 76-174-B]
All organizations, agencies, boards and other entities which
receive appropriations in excess of nine hundred ninety-nine dollars
($999.) in any calendar year from the Township of East Brunswick in
exchange for the rendering of service to the community shall be required
to file a profit and loss statement and a balance sheet with the Township
Clerk. The filed documents shall be certified by the executive officer
of the organization, shall be prepared based upon sound acceptable
accounting methods, as determined by the Director of Finance, and
shall reflect the cash flow of the organization. All such documents
shall be filed, annually, on or before March 31, unless the organization
shall obtain an extension of time from the Township Clerk for good
cause, such extension not to exceed sixty (60) days. Good cause shall
include difficulty in preparing required documents due to a newly
formed organization, difficulty in preparing documents based upon
the organization's fiscal year and similar considerations. If any
organization required to comply with this section shall fail to so
comply, the Township Council, upon receiving advice from the Clerk,
may withhold payment of the appropriation for the current and subsequent
years.
