Borough of Runnemede, NJ Chapter 11 Claims, Payment of

[HISTORY: Adopted by the Mayor and Council of the Borough of Runnemede 8-5-1975 by Ord. No. 291 (Ch. 6 of the 1970 Code). Amendments noted where applicable.]

§ 11-1 Submission of statement of demand.

Any person claiming payment from the Borough of Runnemede shall first submit a detailed statement of the 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 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 Runnemede, 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.

§ 11-2 Examination by 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. A list shall be made available to every member of said governing body prior to formal action by that body.

§ 11-3 Consideration 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.

§ 11-4 Record of claims.

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.

§ 11-5 Disbursements by Treasurer.

The Treasurer 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 claim or bill, the Treasurer 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.

§ 11-6 Preparation of checks.

After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor and thereafter signed by the Treasurer. 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.

§ 11-7 Exemptions.

[Added 10-7-2003 by Ord. No. 03-8]

A. The following categories of claims are hereby exempted from the procedures in this chapter: refunds authorized by resolutions, bank disbursements, insurance disbursements, tax disbursements, pension disbursements, utility disbursements, petty cash disbursements, postmaster disbursements, public assistance disbursements, miscellaneous allowances and other bills and monthly contractual disbursements.

B. The Municipal Chief Finance Officer is hereby authorized and is designated as the certifying and approval officer of the claims described in Subsection A above, with the verbal consent of the Mayor and Director of Finance, and will make payment on checks drawn on the municipality to be signed by the Mayor, Municipal Clerk and countersigned by the Treasurer, or their respective designees, in a timely fashion without the benefit of the governing body's approval.

C. The Municipal Chief Finance Officer, acting in his or her capacity as the certifying and approval officer of the above claims, shall prepare and execute a certification that there exists proper and sufficient appropriations for their payment, that he or she has determined that there is a legal authority for the payment and that he or she is satisfied that the goods or services ordered have been received. Said certification shall be affixed to the claims for payment.