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Middletown Town Charter Provisions
Finance & Accounting
Shawn J. Brown, CPA ~Finance Director
E-Mail: sbrown@middletownri.com
350 East Main Road (1st Floor)
Middletown, RI 02842
Phone: (401) 846-4478
Hours: Monday to Friday 8:15AM to 4:45PM
There shall be a department of finance headed by a finance director, who shall have ten years prior financial management experience in the public or private sectors and be appointed by the town administrator. There shall also be a deputy finance director, appointed by the town administrator in accordance with article IX, who shall assist the finance director and shall exercise the powers and perform the duties of the office of finance director in case of the absence or disability of the finance director. The finance director shall act as town treasurer and town tax collector, and shall exercise those powers and perform those duties prescribed for these offices now or in the future by the Constitution and laws of the state not inconsistent with this Charter. He shall also have such additional powers and duties as may be assigned to him by the town council or town administrator. (Amended, November 5, 2002.)
Town Code CHAPTER 33: FINANCE
Section
§ 33.01 FINANCE DIRECTOR
The Finance Director shall be in charge of the office of director and, pursuant to section R.I. Gen. Laws ' 44-7-6, as amended, the Finance Director, in his capacity as town Treasurer, shall perform all duties and exercise all the powers which by law are imposed and con firmed upon collectors of taxes.
('73 Code, ' 2-12) (Ord. passed 8-3-70)
§ 33.02 DUTIES OF FINANCE DIRECTOR.
(A) The office of the Finance Director shall be
charged with the duty of making all purchases for the town, except the school department and all departments or agencies thereof; the issuance of specifications and drafting all proposals for bids; it shall be charged with the duty to see that there is complete compliance with the provisions of all contracts entered into by the town; to provide for the inspection, and to see that all materials, supplies and equipment purchased by the town are in accord with the specifications prescribed.
(B) The Finance Director shall maintain records of bonds and notes, the retirement thereof and interest due thereunder, and report to and advise the Town Administrator as to all matters pertaining thereto.
('73 Code, ' 2-13) (Ord. passed 8-3-70)
§ 33.03 DEPUTY FINANCE DIRECTOR.
The Deputy Finance Director, as prescribed by section 706 of the Charter, shall be charged with the duty of making all payments and disbursements on behalf of the town and all departments and agencies thereof. The Deputy Director is empowered to exercise the powers and perform the duties of the office of Finance Director in case of the absence or disability of the Finance Director.
('73 Code, ' 2-14) (Ord. passed 8-3-70)
§ 33.04 WEEKLY DEPOSITS REQUIRED OF TOWN PERSONNEL.
Except as provided in section ' 33.05, every officer, official or employee of the town who, in the discharge of his duties, receives any money for issuing permits, licenses, copies or records or receives money in connection with the duties of his official position, shall deposit all such receipts in the office of the Finance Director on the last business day of each week and the Finance Director shall give proper receipts therefor.
('73 Code, ' 2-15) (Ord. passed 8-3-70)
§ 33.05 DEPOSIT BY SECOND AND THIRD BEACH OPERATIONS.
Cash receipts received from the Second and Third Beach operations shall be deposited directly into the bank by the Department of Parks and Recreation. The accounting of parking ticket sales and cash deposits will be as prescribed by the Finance Director.
('73 Code, ' 2-16) (Ord. passed 8-3-70)
§ 33.06 CASH RECORDS SUBJECT TO EXAMINATION.
All cash in the possession of any official or employee of the town received by him in connection with his official position, and all vouchers, stubs, cash books or other records, or books evidencing the receipt of such cash, shall be subject to complete examination at any or all times by the properly authorized representatives of the town.
('73 Code, ' 2-17) (Ord. passed 8-3-70)
§ 33.07 ACCOUNTING BY DIRECTOR AND TAX ASSESSOR.
The Finance Director shall, under the direction of the Town Administrator, keep an accurate account of all his receipts and payments and shall monthly submit to the Council a statement of the condition of the treasury, the amount paid out for the several departments and the balance on hand of the several appropriations; further in conjunction with the aforesaid, the Tax Assessor shall submit a profit and loss statement with relation to current assessments, both real and personal.
('73 Code, ' 2-18) (Ord. passed 8-3-70)
§ 33.08 BIDS FOR CONTRACTS.
(A) All contracts for more than $3,000, except for the engagement of engineering, architectural, legal, accounting, auditing, insurance, planning and similar professional activities, shall be awarded to the lowest responsible bidder meeting specifications after proper notice as prescribed by the Director of Finance.
(B) The council shall have the power to reject all bids and advertise for new bids. Alterations in any contract may be made when authorized by the Town Council.
(C) In the event of an emergency, as declared by the Town Administrator, in which it is necessary to contract for goods, materials or services necessary to insure the immediate preservation of public peace, property, health or safety, the Town Administrator shall have the power to suspend public notice, to solicit bids and to award a contract to the lowest responsible bidder meeting specifications. The Town Administrator shall notify the Council as soon as practicable, in writing, of any action taken pursuant to this section.
('73 Code, ' 2-19) (Ord. passed 8-3-70; Am. Ord. passed 4-7-75; Am. Ord. passed 5-20-91)
§ 33.09 REQUISITIONS.
All purchases made and contacts executed on behalf of the town shall be pursuant to a written requisition from the head of the office, department or agency whose appropriation will be charged.
('73 Code, ' 2-20) (Ord. passed 8-3-70)
§ 33.10 TRANSFER OF APPROPRIATIONS BETWEEN DEPARTMENTS.
The Council, by vote of five members and upon the recommendation of the Town Administrator, may transfer any unencumbered appropriation, balance or portion thereof from any office, department or agency to another.
('73 Code, ' 2-21) (Ord. passed 8-3-70)
§ 33.11 TRANSFER OF APPROPRIATIONS WITHIN DEPARTMENT.
The Department of Finance, upon the request by the head of any department or agency and with the approval of the Town Administrator, shall have authority to transfer any unencumbered balance or portion hereof between appropriation items within the same department in an amount not to exceed two hundred fifty dollars.
('73 Code, ' 2-22) (Ord. passed 8-3-70)
§ 33.12 PERSONNEL ADMINISTRATION FUNCTIONS OF DEPARTMENT.
The Department of Finance shall be responsible for the following functions:
(A) Payrolls. Supervise, coordinate and prepare the payroll for all town departments except the School Department. Pre pare checks for each employee showing all deductions made, and deliver checks to department heads biweekly. Maintain pay data cards for each employee and other records to insure that the payroll accounts are balanced. Verify biweekly, the School Department pay checks, with the School Department Finance Director, and countersign with the check writer each check from that payroll.
(B) Pension plan. Maintain records on each employee who has joined the town pension plan. Act as the focal point for information and service to the department heads and employees on questions pertaining to the pension plan. Prepare necessary reports and monthly payments of employee contributions to the insurance company concerned.
(C) Blue Cross plan. Maintain records and reports on the Blue Cross plan. Prepare monthly reports and payments for all employees covered by this plan. Provide individual services and information to employees and department heads as requested.
(D) Payments to welfare recipients. Make payments to welfare recipients as directed by the town director of public welfare. Submit requests for reimbursements of town funds so used, monthly, to the state government.
(E) FICA and withholding for taxes. Prepare and submit for the town the quarterly FICA and WHT reports to the state and federal governments.
Annually prepare and dis tribute W-2 statements to each town employee and the federal government.
('73 Code, ' 2-23) (Ord. passed 8-3-70)
§ 33.13 DEPARTMENT RESPONSIBILITY FOR CERTAIN SEWER SYSTEM FUNCTIONS.
The Department of Finance shall be responsible for the fol lowing functions in relation to the operation of the town sewer system:
(A) Property owner data cards. Maintain data cards on each property owner whose property is abutting the town sewer system. Record property ownership transfer as received from the Tax Assessor.
(B) Maintenance assessment rolls; maintenance charges. Prepare annually the sewer maintenance assessment rolls on all property owners abutting the sewer system. Develop sewer maintenance charges based on the sewer maintenance budget, for approval by the Council.
(C) Construction assessment rolls and charges.
Prepare sewer construction assessment rolls, as required, as the town sewer system is expanded. Recommend to the Council the construction assessment charge based on the project costs and the limits prescribed in Public Laws 1958, chapter 138, amended.
(D) Notices; collection of charges. Prepare and send neces sary notices of sewer construction and maintenance assess ment to all property owners concerned. Collect all charges on prescribed due dates.
('73 Code, ' 2-24) (Ord. passed 8-3-70)
§ 33.14 BURIAL FUNDS.
The Council is hereby designated trustee, pursuant to R.I. Gen. Laws ' 45-5-11, as amended, for all funds received by the town for burial pur poses. The Finance Director is hereby designated the agent of the Council to manage these funds by maintaining records on each trust received, invest these funds within the limit of the above cited statute, and disburse the proceeds of such investment for the perpetual care of burial lots in the town cemetery. ('73 Code, ' 2-25) (Ord. passed 8-3-70)
§ 33.15 SPECIAL GRANTS AND GIFTS.
The Council is hereby designated trustee for all special grants or gifts received from individuals or estates for special purposes such as scholarship funds and donations for the support of the poor. The Department of Finance shall receive these funds, invest them in sound securities and disburse the proceeds in accordance with the grantee's request.
('73 Code, ' 2-26) (Ord. passed 8-3-70)
§ 33.16 SCHOOL DEPARTMENT FUNDS.
(A) In accordance with section 812, article VIII of the Charter, the School Committee is responsible for the expenditure of all funds made available for the operation and maintenance of the Middletown school system.
(B) The Department of Finance shall maintain minimum necessary financial records on all receipts and expenditures to assure that funds for the school department are not obligated beyond the total budgetary amount voted by the Council.
(C) The School Department, in accordance with section 814, article VIII of the Charter, shall perform all detailed administration and control over receipts and expenditures. Periodic financial reports as required by the Finance Director to support his records shall be made by the school department.
('73 Code, ' 2-27) (Ord. passed 8-3-70)
§ 33.17 INVESTMENT OF TOWN FUNDS.
The Finance Director is empowered to develop and implement an investment program for idle funds not immediately needed for the maintenance and operation of the town services and facilities. Investments may be in certificates of high grade commercial paper, or saving deposits with banks which are members of the Federal Deposit Insurance Corporation or in obligations issued or guaranteed by the United States government or by any agency or instrumentality thereof, or as may be provided in any other applicable laws of the State of Rhode Island. ('73 Code, ' 2-28) (Ord. passed 8-3-70)
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