Township of Pemberton, NJ
Burlington County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee (now Township Council) of the Township of Pemberton as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Purchasing — See Ch. 44.
Salaries and compensation — See Ch. 47.
[Adopted 12-3-1975 by Ord. No. 18-1975]

§ 10-1 Presentation of claim.

Any person claiming payment from the Township of Pemberton shall first submit a detailed statement of items or 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 it is correct. No bill, claim or demand shall be considered for payment unless the voucher has attached to it (or includes) a certification of a department head (or other municipal official responsible for certain functions) or of his duly designated representative having personal knowledge of the facts, that the goods have been received by or the services rendered to the Township of Pemberton 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.

§ 10-2 Consideration of claims.

The bill or claim, duly certified, shall be presented to the Township Clerk for inclusion in the agenda of the next immediate formal meeting of the governing body, and it shall be the duty of the Township 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 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.

§ 10-3 Approval or disapproval.

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

§ 10-4 Maintenance of records.

It shall be the duty of the Township Clerk to record all claims in the official minutes or through an appropriate 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 and disapproved bills or claims shall be available for public inspection.

§ 10-5 Payment of claims.

[Amended 9-21-1984 by Ord. No. 21-1984; 3-2-1989 by Ord. No. 9-1989]
After the Township Clerk has certified that the claims have been approved, the Clerk shall turn the same over to the Treasurer or other Chief Financial Officer, who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by any two of the following four persons: Treasurer, Township Clerk, Mayor or Deputy Mayor.

§ 10-6 Exclusions.

[Added 6-18-1982 by Ord. No. 13-1982]
The following claims may be paid directly upon the signature of the Finance Director and are excluded from the procedures set forth above:
A. 
Claims on or relating to the Hospital Health and Benefits Fund.
B. 
Claims on or relating to the Pemberton Township Payroll Account.
C. 
Claims on or relating to the Trust and Agency Account for Payroll.

§ 10-7 Notice of tort claim.

[Added 11-22-1988 by Ord. No. 34-1988]
Anyone desiring to make a claim against this municipality pursuant to the New Jersey Tort Claims Act (N.J.S.A. 59:14 et seq.) shall present his or her claim on the form of notice adopted by the governing body by separate resolution and available through the office of the Municipal Clerk. Pursuant to the authority of N.J.S.A. 59:8-6, only the notice of tort claim form adopted by the governing body by separate resolution may be used by a claimant to present notice of his or her tort claim, notwithstanding any other form of notice he or she may seek to employ, and until a claimant files his or her notice of tort claim on the form prescribed by this municipality, his or her claim will not be considered filed as required by the New Jersey Tort Claims Act.
[Adopted 9-7-1989 by Ord. No. 25-1989; amended in its entirety 3-3-2005 by Ord. No. 1-2005[1]]
[1]
Editor's Note: This ordinance was specifically retroactive to 1-1-2004.

§ 10-8 Purpose and intent.

It is the purpose and intent of this article to require nonprofit organizations receiving funding from the Township of Pemberton to provide to the Township Council a financial accounting setting forth its receipts and expenditures on an annual basis. In addition thereto, this article will set forth a procedure providing for reimbursement for expenses furnished by the nonprofit organization.

§ 10-9 Nonprofit organizations providing recreation and other services.

The Township may elect to provide recreational and other services by contracting with nonprofit sports, arts, cultural or other similar organizations. Any agreement for said services shall be in writing and recorded on a valid Township purchase order. Organizations providing recreational or other services shall provide the Township with an invoice and such other evidence that the program was successfully provided as may be required by the Recreation Director or Business Administrator. Said invoice and other information shall be submitted to the Council for approval in the same manner as other bills or invoices.

§ 10-10 Reimbursements.

The Township may elect to reimburse nonprofit sports, arts, cultural or other similar organizations for supplies purchased to provide a recreational or similar activity to Township residents. Any agreement to reimburse said reimbursement shall be in writing and recorded on a valid Township purchase order. Organizations with agreements for reimbursements shall provide receipts of all material for which reimbursement is requested plus such other evidence that the program was successfully provided as may be required by the Recreation Director or Business Administrator. Said receipts and other information shall be submitted to the Council for approval in the same manner as other bills or invoices.

§ 10-11 Use of Township facilities and equipment.

The Recreation Director or Business Administrator may establish reasonable rules to ensure the efficient scheduling of the facilities and equipment and that the organizations requesting facilities comply with this section.

§ 10-12 Contributions to first aid and emergency or volunteer ambulance or rescue squad associations.

[Added 3-2-2011 by Ord. No. 3-2011]
A. 
In cases where the Township makes a voluntary contribution up to the annual limits set forth in N.J.S.A. 40:5-2 to any duly incorporated first aid and emergency or volunteer ambulance or rescue squad association rendering service in the Township, the contribution shall be subject to the minimum standards and conditions set forth in this section which shall be incorporated into a written agreement between the Township and the association.
B. 
No contribution shall be made unless the association has entered into a written agreement with the Township and the Business Administrator, or his or her designee, has certified in writing that the standards and conditions contained in the agreement have been satisfied by the association.
C. 
In cases where the Township provides the association liability and/or workers' compensation insurance coverage, in whole or in part, through either its self-insurance fund or a fully insured plan, the association shall adopt and implement the risk management policies and procedures promulgated by the Business Administrator in consultation with the Township’s risk management consultant, including, but not limited to, policies and procedures concerning sexual harassment and discrimination, civil rights, anti-harassment, volunteer conduct and violence in the workplace, overnight duty crews and bunking facilities, emergency vehicle response, HIPAA and privacy, drug and alcohol abuse, applicant background investigations, applicant physical examinations, volunteer fitness for duty examinations, accident reporting and investigations, bloodborne pathogens, hazard communication, hearing conservation, personal protective equipment, respiratory protection, back safety and lifting, safe walking surfaces, CEVO, defensive driving, and e-mail, voice mail and Internet usage.
D. 
In cases where the Township provides the association with vehicles and/or fuel for the association’s operations, the association shall adopt and implement the vehicle use policies and procedures promulgated by the Business Administrator, or his or her designee.
E. 
The agreement shall contain a performance standard requiring the association to satisfy minimum response goals and objectives established for responses to emergency calls for service.
F. 
The agreement shall contain a requirement that the association adopt a financial controls policy approved by the Business Administrator, or his or her designee.
G. 
The agreement shall contain a requirement that any proposed changes to the association’s response coverage zone(s) ("the response grids") shall first be approved by the Business Administrator, or his or her designee.
H. 
The association shall, no later than a date set forth in the agreement, provide an annual accounting to the Business Administrator and Chief Financial Officer in a form acceptable to the Business Administrator. Although an audited financial statement is not required, the Business Administrator or Chief Financial Officer may request such additional information as necessary to address any reasonable concerns of the Township. The financial statement shall itemize the association’s annual receipts and expenditures, cash on hand, debt service, and other information regularly contained in a financial statement.
I. 
The agreement may contain such other terms and conditions as may be recommended by the Business Administrator to the Township Council.