[HISTORY: Adopted by the Board of Commissioners of the City of Ventnor City as indicated in article histories. Amendments noted where applicable.]
Article I Claims for Payment
Article II Award of Professional Service Contracts
[Adopted 3-22-1976 by Ord. No. 7603]
Any person claiming payment from the City of Ventnor City shall first present a detailed bill of items or demand necessitating such claim to the responsible executive agency, specifying particularly how the bill of items or demand is made up, with a certification of the party claiming payment that it is correct.
[Amended 9-17-2009 by Ord. No. 2009-19]
No bill, claim or demand shall be considered for payment unless the appropriate City voucher is attached to said claim. The voucher must have attached or include a certification of the department head or other municipal official responsible for the particular function from which the billing is derived that said department head or municipal official has personal knowledge of the fact that the goods have been received by or the services rendered to the City of Ventnor City and that those services or goods are consistent with any existing contract or purchase order. The Chief Financial Officer shall have the duty to audit, warrant and make recommendations on all claims and bills. For any bill or claim in excess of $3,000, the authorization of any such work must be approved by the majority of the Commission, and any voucher requesting payment in excess of $3,000 must be signed by the majority of Commissioners prior to approval of the Chief Financial Officer or placement on the bill list of the City of Ventnor.
The bill or claim duly certified shall be presented to the Chief Financial Officer for the inclusion on the agenda of the next immediate formal meeting of the governing body, and it shall be the duty of the Chief Financial Officer to examine all bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. All claims or bills to be considered by the governing body shall be listed systematically without preference, and said list shall be made available to every member of said governing body at least three full days prior to formal action by that body.
A claim shall be considered by the governing body, which shall approve the same, except that said governing body may reject any claim presented to it after having stated the reason for such rejection. Any disapproved claim shall be referred back to the Chief Financial Officer with such instructions that the governing body may give at the time of disapproval.
It shall be the duty of the Municipal Clerk to record all claims in the official minutes indicating that the governing body has by formal action approved same, with appropriate record as to any claims disapproved or rejected. All records pertaining to approved and disapproved bills or claims shall be available for public inspection.
[Amended 2-18-2010 by Ord. No. 2010-01]
A purchase requisition shall be prepared and computer generated by the Department Head/designee. The purchase requisition shall be forwarded to the Purchasing Agent/designee.
The Purchasing Agent/designee will review the purchase request to ensure compliance with all local public contracts laws (N.J.S.A. 40A:11 et seq.) and City policies and procedures. If approved, the Purchasing Agent/designee will verify availability of sufficient funds and prepare a purchase order. Once sufficient funds are identified, that amount will be encumbered and deducted from the available balance of the appropriate items.
The Chief Finance Officer (CFO) and the Administrator will sign the purchase order and return it to the Purchasing Agent/designee for distribution as follows:
Copies 1 and 2 shall be forwarded to the vendor; copy 2 shall be retained by the vendor; copy 1 shall be signed by the vendor and returned to the Finance Department with an invoice requesting payment from the City.
Copy 3 shall be retained by the Purchasing Agent/designee for record purposes.
At the time an order is received, the Department Head/designee shall sign the receiver certification section of the purchase order (copy 1) to indicate that the quantity and quality of the commodity received complies with the specifications and/or scope of work. The Department Head/designee shall then return the purchase order (copy 1) to the Purchasing Agent/designee which constitutes the payment request.
On the third Thursday of each month, all vouchers for purchase orders will be presented to the Board of Commissioners for approval. Bills shall be paid once a month. The CFO shall issue payment in the form of a check, which requires three signatures: the Mayor, the City Clerk and the CFO.
Only the City Administrator or CFO shall have the authority to expend City funds via the above procedure. No other employee of the City shall incur any liability on the part of the City absent the proper authorization as set forth in this chapter. Any liability incurred by an employee without proper authorization in accordance with the terms set forth herein will become the personal liability of that employee and not the City's.
An emergency purchase shall be authorized only when circumstances require the immediate purchase or delivery of goods and services to meet an actual emergency. An emergency is defined by statute as "affecting the public health, safety or welfare that requires immediate delivery of the article or the performance of the services" (see N.J.S.A. 40A:11-6). The department requesting the emergency purchase shall contact the CFO (in the absence of the CFO, the City Administrator) to request approval. No emergency purchase shall be made without the approval of the CFO or the City Administrator. On the next business day following the emergency request the Department Head shall submit a written request to the CFO and City Administrator describing the emergency. The Purchasing Agent/designee shall then initiate the appropriate purchase order.
After the Clerk has certified that the claims have been approved by the governing body and recorded same in the official minutes, he shall turn said claims over to the Chief Financial Officer, who shall forthwith prepare the necessary check or checks for the payment thereof, which check or checks shall be signed by the Mayor and thereafter signed by the Chief Financial Officer. After preparing checks for the payment of claims, the Chief Financial Officer shall record them in the proper books of account and thereafter shall mail the checks to the claimants.
[Adopted 9-17-2009 by Ord. No 2009-20]
Any professional service contract to be awarded in the City of Ventnor, regardless of the amount of said contract, may only be awarded by a Resolution adopted by the Commissioners of the City of Ventnor. Said resolution must be printed once in the official newspaper of the City of Ventnor, and said notice and resolution shall both contain a brief notice stating the nature, duration, service and amount of said contract. Said notice and resolution shall further state that a copy of said contract is on file and available for public inspection in the office the Clerk of the City of Ventnor. No such contract shall be entered into or authorized until first approved by a resolution adopted by a majority of the governing body in the City of Ventnor.