[Adopted 12-27-1990 by Ord. No.
31-90 (Secs. 2-3 and 2-4 of the 1971 Code of Ordinances)]
The following procedures are hereby established
covering purchases by the Borough of Rockaway.
A.
All purchases shall be made by department heads or
with their approval.
B.
A purchase order/voucher on a form prescribed by the
Clerk shall be presented prior to any purchase. All purchases shall
be fully itemized and list quantities and respective prices. Such
purchase order shall also state the account and account number of
the department submitting the purchase order.
C.
The completed purchase order shall be presented to
the Municipal Finance Officer to ensure the availability of funds.
(1)
In the event that the purchase exceeds the amount
set by law for public bidding of contractors, the Municipal Finance
Officer shall so notify the Mayor and Council and shall submit said
purchase order to the Council for compliance with the Local Public
Contracts Law (N.J.S.A. 40A:11-1 et seq.). Upon completion of the
bidding process, the Municipal Finance Officer shall determine and
certify that proper and sufficient funds exist for the purchase of
such item.
(2)
In the event that the purchase is less than the amount
set by law for public bidding of contracts, the Municipal Finance
Officer shall determine and certify that proper and sufficient funds
exist for the purchase of such item.
D.
The purchase shall be made only upon certification
by the Municipal Finance Officer that funds are available. When the
purchase is made, the department head shall send a copy of the purchase
order to the vendor, together with a voucher for payment.
E.
When goods are delivered or services rendered, the
vendor shall return a signed voucher for payment to the Municipal
Finance Officer.
F.
Purchase orders for goods and/or materials not exceeding
$1,500 may be issued to those vendors with whom the Borough regularly
does business upon the approval of the department head and approval
of the Municipal Finance Officer.
G.
Upon determination by a department head or the Clerk
that an emergency situation exists, a purchase order may be issued
in excess of $1,500 but not in an amount in excess of that which is
required to be bid under the Local Public Contracts Law.[1] Said purchase order shall be confirmed by the Municipal
Finance Officer on the following working day.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
The following procedures are hereby established
covering the payment of bills, claims or demands upon the Borough
of Rockaway.
A.
A voucher on a form prescribed by the Chief Financial
Officer shall be presented for each bill, claim or demand. All bills
or claims against the Borough shall be fully itemized. All bills and
claims must be supported by a certification of the receipt of the
goods or the satisfactory rendering of the services by the responsible
person who may be held accountable therefor, accepting the same on
behalf of the Borough. Pursuant to N.J.S.A. 40A:5-16.c., the procedure
for claimant certification shall become effective upon adoption of
a resolution by the Mayor and Council and shall be filed with the
Borough Clerk.
[Amended 3-14-2019 by Ord. No. 02-19]
(1)
Such bill, claim or demand shall be paid only upon
audit, warrant and approval of each of the following in the order
listed:
(2)
In the case of checks drawn to cover payroll, payroll-related items and mandatory payments (i.e., debt service, insurance and school taxes), the check may be drawn and signed in anticipation of the approvals required in Subsection A(1)(b) and (c) above or in anticipation of ratification by resolution of the Council of the Borough of Rockaway.
B.
All vouchers for payment shall be received in the
Treasurer's office no later than 12:00 noon on the Friday before the
second Thursday of each month if approval is to be obtained for payment
in the month submitted.
C.
All vouchers with supporting papers attached will
be presented at a meeting of the Mayor and Council to the Council
committee having primary interest in the matter, who shall approve
the payment of the vouchers by signing a voucher register in a form
prepared by the Chief Financial Officer of the Borough. If approved
by the committee having jurisdiction over the activity or matter for
which the expenditure was incurred, it will be referred to the Council
as a whole for its approval by motion.
[Amended 3-14-2019 by Ord. No. 02-19]
D.
The Treasurer shall prepare for each regularly scheduled
meeting of the Council a list of all bills, claims and demands to
be paid, and this list shall be submitted to the committee under whose
jurisdiction the claims fall for their approval and then to the Council
as a whole for its approval by motion. Such list shall be made a part
of the minutes of the meeting. A copy shall be filed with the Clerk
as a public record open to examination in the office of the Clerk.
E.
All vouchers recommended for payment shall be presented
to the Council by the Borough Clerk at a regular meeting or an adjourned
regular meeting for its approval by motion, which approval shall authorize
the payment of the vouchers concerned.
F.
Disbursements of less than $5,000, except for disbursements
for payroll, shall be made by check, containing the signatures of
the Mayor, the Borough Clerk and the Treasurer. The Chief Financial
Officer may arrange to have stamp facsimiles made of the signatures
of these three Borough officers and shall be responsible to maintain
such stamp facsimiles in a safe and secure location within the Borough.
If a stamp of all signatures is used, then the Chief Financial Officer
shall provide a written statement to the Mayor, Borough Clerk and
Treasurer that a stamped facsimile of the signature was used; the
date such facsimile was used and the amount and payee of the check
upon which such facsimile was placed. The corresponding vouchers,
duly approved in accordance with established Borough policy, shall
accompany all checks drawn in payment thereof when said checks are
presented to the Mayor, the Treasurer and the Borough Clerk for signature.
[Amended 10-14-2004 by Ord. No. 10-04]
G.
Payroll checks and all disbursements greater than
$5,000 shall only be made by check, containing the original signature
of at least one of the following three Borough officers: the Mayor,
the Borough Clerk and/or the Treasurer. If a stamp of a signature
is used, then at least one of the signatures required shall be the
original signature of the person so signing. In no event shall any
check be issued for payment of a payroll expense or in excess of $5,000
with a stamped facsimile of all three signatures. The corresponding
vouchers, duly approved in accordance with established Borough policy,
shall accompany all checks drawn in payment thereof when said checks
are presented to the Mayor, the Treasurer and the Borough Clerk for
signature.
[Amended 10-14-2004 by Ord. No. 10-04]
