Borough of Oaklyn, NJ Chapter 7 Claims Approval and Payment

[HISTORY: Adopted by the Mayor and Council of the Borough of Oaklyn 8-12-1975 by Ord. No. 15-75. Amendments noted where applicable.]

§ 7-1 Submission of detailed statement of claims.

Any person claiming payment from the Borough of Oaklyn shall first submit a detailed statement of the items or a demand necessitating such claim to the responsible executive agency, specifying particularly how the bill or demand is made up, and a certification of the party claiming payment that such bill or demand is correct. No bill, claim or demand shall be considered for payment unless the voucher has attached to it or includes a certification from a designated Borough employee having personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of Oaklyn and that those services or goods are consistent with an existing contract or purchase order. The Treasurer-Collector shall have the duty to audit, warrant and make recommendations on all claims and bills.

§ 7-2 Certified bills or claims submitted to Clerk.

The bill or claim duly certified shall be presented to the Municipal Clerk for inclusion in the proceedings of the next immediate formal meeting of the governing body, and it shall be the duty of the Clerk 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 and without preference, and said list shall be made available to every member of said governing body at least one full day prior to formal action by that body.

§ 7-3 Claims considered by Council.

Claims shall be considered by the Council which shall approve the same, except that said governing body may reject any claim presented to it, stating the reason for such rejection. Any tie votes may be broken by vote of the Mayor. Any disapproved claim shall be referred back to the Municipal Clerk with such instructions as the governing body may give at the time of disapproval.

§ 7-4 Recording of claims in minutes.

It shall be the duty of the Municipal Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the governing body has by formal action approved the same, with appropriate records as to any claims disapproved or rejected. All records pertaining to approved or disapproved bills or claims shall be available for public inspection.

§ 7-5 Disbursements.

The Treasurer-Collector shall make disbursements upon receipt of an order by the Borough Council, attested by the Borough Clerk. In the event that the Mayor vetoes the payment of any claims or bills, the Treasurer-Collector may be authorized to make payment by a vote of the Borough Council whereby at least 2/3 of all the Councilmen vote to override such veto of any claim or bill.

§ 7-6 Preparation of checks; mailing.

After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer-Collector who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by the Mayor and thereafter signed by the Treasurer-Collector. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail the checks to the claimants.