[Amended 10-20-1992 by Ord. No. 643-92; 5-26-2010 by Ord. No. 1511-2010]
Pursuant to N.J.S.A. 40A:4-3.1 or 40A:3.2, as appropriate, the City of Perth Amboy shall commence operating on a Calendar Fiscal Year beginning with Calendar Year 2011.
[Amended 10-20-1992 by Ord. No. 643-92]
A. 
Pursuant to the Charter, during the month of May in each year all department heads shall submit to the Administrator requests for appropriations for the next ensuing budget year. Each department head shall appear at the public hearing, pursuant to the Charter, on the budget request and shall then justify the request in terms of work to be performed, service to be rendered or programs to be administered.
B. 
Budget requests shall be in such form and detail as the Administrator shall prescribe.
C. 
The Mayor shall submit to the City Council a recommended budget no later than February 14 of that budget year, together with such explanatory comment or statement as may be deemed desirable. The budget shall be in such form as required by current operating section and a capital section, together with a detailed analysis of the various items of expenditure and revenue and, to the extent feasible, appropriate statements of the cost of performance of functional programs and activities in terms of quantitative, countable units of work for operating expenditures and projected annual costs of operation, maintenance and debt.
[Amended 12-9-2020 by Ord. No. 1961-2020]
[1]
Editor's Note: Former § 4-112, Capital program, was repealed 10-22-1992 by Ord. No. 643-92.
The Council will consider and act upon the Mayor's recommended budget in accordance with the requirements of the local budget law.
Budget appropriations shall be controlled by an encumbrance system which shall be prescribed or approved by the Administrator. Upon the approval of the Mayor, the Administrator shall establish quarterly or such other periodic allotments of appropriations as he may deem desirable. Each department shall plan and administer its work program within the limits of such allotments, and no commitments shall be incurred in excess of any such allotment except upon written authorization of the Mayor.
[Amended 9-25-1996 by Ord. No. 862-96]
Within the limits of available appropriations, the Mayor is authorized to negotiate and execute contracts and other legally binding obligations of the City. Any such contractual document shall be signed by the Mayor, authorized by the Chief Financial Officer and approved by the Corporation Counsel for legal form and sufficiency. Purchase orders, for which a formal contract is not required by the charter, may be authorized by the Business Administrator within the limits of available appropriations.
Where contracts are let by competitive bidding pursuant to the charter, the Business Administrator shall be the city's "contracting agent" for the purposes of Laws of 1971, Chapter 198, or any amendment or supplement thereto.[1] He may award the contract in the manner prescribed by law and shall report to Council at its next meeting all such bids and awards. The contract shall be executed in the manner above provided.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
A. 
All purchases of any supplies, materials or equipment or contractual services for a department shall be made by the Department of Administration pursuant to a written requisition from the head of the department whose appropriation will be charged and the certification of the Comptroller that a sufficient unencumbered balance of appropriation is available to pay therefor. All purchasing shall comply with the Local Public Contracts Law (Laws of 1971, Chapter 198; N.J.S.A. 40A-11-1 et seq.), and any amendments or supplements thereto.
B. 
The director of each department shall designate, by writing filed with the Administrator, the name or names of employees in the department authorized to receive supplies, materials and equipment. A person so designated shall accept deliveries and sign for them, only where the goods are in exact conformity with the order. Should there be any doubt as to quantity or quality, the receiving employee shall immediately notify the department head for appropriate action. If any supplies, materials or equipment are rejected, the department head shall immediately notify the Administrator.
C. 
Except as the Administrator 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 code have been followed.
[Amended 10-20-1992 by Ord. No. 643-92]
The purchase of any item may be made without advertisement for bids notwithstanding that the amount involved exceeds the statutory threshold for public bidding requirements as calculated by the Governor pursuant to N.J.S.A. 40A:11-3 where an emergency exists affecting the public health, safety or welfare and requiring immediate action. The Administrator shall establish procedures, in compliance with N.J.S.A. 40A:11-6 and regulations promulgated pursuant thereto, which will permit such emergency purchases to be made for specific purposes in a manner other than that prescribed by this article.
[Amended 10-20-1992 by Ord. No. 643-92]
Where purchases in excess of $1,000 are made without competitive bidding, the Administrator shall obtain, wherever possible, at least three price quotations for the item or items to be purchased and shall record and maintain such quotations in his office for at least two years from the time they are furnished. Wherever circumstances permit, the purchase shall be made from the lowest of such quotations received from a responsible bidder.
The Administrator shall establish or approve uniform standards for requisitions and purchases. The Department of Administration shall control the delivery of all supplies, materials and equipment and other items purchased and shall make or cause to be made proper test checks and inspections thereof. The Department shall ascertain whether said supplies, materials, 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 Administrator it is necessary to determine whether the materials or supplies furnished are of the quality and standard required.
The Administrator shall present to the Council once each month a summary of the purchase transactions of the city since the next preceding report.
No bill, demand or claim shall be paid unless it contains a detailed statement of the items or demand, specifying particularly how the bill or demand is made up, and a certification of the party claiming payment that it is correct; nor shall any bill, claim or demand be paid unless the voucher on which it is presented carries a certification of a department head or of his duly designated representative, having personal knowledge of the facts, that the goods have been received by or the services rendered to the city.
A. 
All bills, claims and demands against the city shall be deemed approved or disapproved by the City Council (for the purposes of N.J.S.A. 40A:5-17) in accordance with the action of the Chief Financial Officer or designee. A voucher on a form prescribed by the Chief Financial Officer and approved by the Business Administrator shall be presented for each bill, claim or demand and be paid only upon the audit, warrant and approval of the Chief Financial Officer or designee. Disbursement shall be made by a combination warrant-bank check or draft warranted and signed by the Chief Financial Officer or designee and countersigned by the mayor, except that payroll checks may be signed by the Chief Financial Officer and the Mayor upon voucher and warrant of the Chief Financial Officer or designee for a total payroll.
[Amended 10-5-1993 by Ord. No. 684-93; 9-25-1996 by Ord. No. 862-96]
B. 
The Comptroller shall prepare for each regular meeting of the Council a list of all bills, claims and vouchers which have been paid through the close of business on the second day next preceding the meeting and since the last preceding list was compiled. Such list shall be filed with the Clerk as a public record open to examination in his office, and he shall note such filing in his minutes, together with a total of each listing.
Salaries, wages and other compensation of all officers and employees shall be paid biweekly. The head of each department shall certify to the Comptroller, at such times and in such form as he shall prescribe, the names and positions of all persons employed in or by the department who are entitled to be paid in the next ensuing payroll. The Comptroller shall then complete a central payroll for the city and prepare the necessary checks for signature.
The Council will designate and retain a registered municipal accountant of New Jersey to prepare and submit annually a postaudit of all city accounts, in accordance with state laws and regulations.