[HISTORY: Adopted by the City Council of
the City of East Orange 3-25-1968 by Ord. No. 20-1968 as Ch. 4, Art. I, Secs. 4:1-1
through 4:1-5, of the 1968 Code. Amendments noted where applicable.]
[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No.
26-2016]
A.
The Chief Financial Officer shall maintain a current record at all
times of all charges against the various appropriations made by the
City. All bills and claims for goods, materials or services provided
or rendered to the City shall, prior to payment, be submitted to the
Chief Financial Officer for his approval.
B.
Payment and review.
(1)
If the bill and claim as submitted shall appear to be in order, the items thereon correctly calculated, and if there is written approval annexed thereto by the Mayor, department head or responsible commission, board or agency of the City, as provided by law, and if there is an appropriation for the same, except in the case of emergencies as set forth under § 18-2, the Chief Financial Officer shall signify his consent thereon, and a check shall be drawn and signed by the Chief Financial Officer, the Mayor and City Administrator or, in the case of a commission, board or agency, the officer or officers who, by law, must sign therefor. A list of all such checks and payments shall be provided to the City Council for its review and authorization. The City Council shall thereupon review the same in committee and consider at a public meeting a resolution authorizing or not authorizing any such payment or any individual items contained therein which are subject to its jurisdiction, as provided herein. However, reoccurring payments of the following may be paid in advance of approval:
(a)
Payroll obligations.
(b)
Required payments to the Board of Education.
(c)
Required county tax payments to the County Treasurer.
(d)
Payments to banks for investment purposes, internal transfers,
and debt service obligation.
(e)
Utility payments (water, sewer, gas, electric).
(f)
Postage.
(g)
Insurance costs.
(h)
State of New Jersey application fees, permit fees, license fees,
surcharges and DEP fees.
(i)
Reissue of lost or mutilated checks after stop payment has been
enforced.
(j)
Ten-percent bid bond returns.
(2)
These bills need to be approved within 30 days of payment. Any unforeseen
or unanticipated expense that is less than $5,000 which if not paid
may cause the interruption of City government services may be paid
and approved within 30 days of said disbursement by the Council. Payments
for contractual or specific vendor amounts previously authorized by
the Council via legislation appear on the bill list for purposes of
reference only and do not require additional approval.
C.
The Chief Financial Officer, in conjunction with the Corporation
Counsel, shall prepare and approve all forms and written procedures
to be utilized for the purchasing and securing of goods, materials
and services and the processing of bills and claims therefor.
A.
If an emergency occurs requiring the immediate expenditure
of funds prior to opportunity to secure an appropriation therefor,
the Mayor shall be authorized to approve the same in an amount not
to exceed $2,500 and shall immediately report the same to the Chief
Financial Officer and to the City Council for action thereon at its
next regular meeting. Such expenditure shall be payable out of the
contingent expense appropriation included in the annual budget.
[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No.
26-2016]
B.
For the purposes of this section, an "emergency" is
defined as a pressing need for public expenditure to protect or promote
the public health, safety or welfare.
[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No.
26-2016]
The Chief Financial Officer shall distribute
forms and procedures with respect to the preparation of both a capital
budget and the current budget to all departments of the City on or
about September 1 of each year. He shall thereafter, on or about November
1, at a date set by him, collect from each of the respective departments
such budgets in completed form, and each of such budgets shall thereupon
be submitted by the Chief Financial Officer to the Mayor and City
Council for their consideration and review. He shall attend all hearings
relating to the preparation of the budget and be available for consultation
and advice as may be required for the preparation and presentation
thereof for approval by the City Council within the times prescribed
by law.
A.
Unless otherwise specifically provided by law, any
person receiving money in behalf of the City or any of its constituent
boards or agencies shall deliver the same to the Collector of Taxes
on the day of receipt, unless the office of the Collector of Taxes
shall not then be open, in which case by 12:00 noon of the next business
day, in accordance with such regulations for the receipt and handling
of moneys as may be promulgated by the Collector of Taxes.
B.
The Collector of Taxes shall make such provisions
for the receipt and handling of money by the Department of Tax Collection
as may be necessary to protect the same and make provision and supervise
transfer and delivery of all cash receipts by any other department
to the custody of the Collector of Taxes, and such money shall be
delivered each day to an approved institutional depository for safekeeping
to await verification and deposit in the institution by the Chief
Financial Officer on the next business day. The Tax Collector shall,
in conjunction with the Chief Financial Officer, promulgate regulations
governing the handling, safekeeping and depositing of City funds.
The Collector of Taxes shall receive and retain a receipt from the
City Treasurer for all such money delivered to the Chief Financial
Officer for deposit by the Chief Financial Officer.
[Amended 2-23-2015 by Ord. No. 7-2015; 6-27-2016 by Ord. No. 26-2016]
[Amended 5-12-1986 by Ord. No. 19-1986; 6-27-2016 by Ord. No.
26-2016]
The administration of all insurance policies
relating to the City shall be under the direction of the Chief Financial
Officer. The City Clerk shall keep custody of such insurance policies.
