Any person claiming payment from the municipality shall present a detailed
bill of demand to the Municipal Treasurer, duly certified, at least seven
(7) days prior to the regular Council meeting.
It shall be the duty of the Treasurer to see that the signature of the
officer or employee who has been duly designated by the local unit to certify
that the materials have been received by or the services rendered to the local
unit appears on every claim.
Claims shall then be presented to the Chairman of the committee responsible
for the placing of the order, who, if satisfied the claims are proper, shall
approve the same. After such approval is given, the Chairman shall file the
claim with the Finance Committee, who shall validate these claims for final
approval. If the committee Chairman indicates that a voucher should be held
for any justifiable reason, the Treasurer should not list it as a bill to
be paid that month. After approval by the Finance Committee, these claims
will be presented to the governing body for formal approval at a regular Council
meeting.
Claims shall be considered by the governing body, which body 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 Municipal Clerk with such instructions as the governing body may
give at the time of disapproval.
It shall be the duty of the Municipal Clerk to record all claims in
the official minutes indicating that the governing body has by formal action
approved the same with appropriate record as to any claims disapproved or
rejected.
If any bill or bills were rejected for payment at the regular Council
meeting, it is the duty of the Clerk to notify the Treasurer in writing which
bill or bills should not be paid.
The Treasurer shall forthwith prepare the necessary checks for payment
thereof, which checks shall then be signed by the Mayor and Treasurer. After
preparing the checks for payment claims, she shall record them in the proper
books of account and thereafter mail or otherwise distribute the checks to
the claimants.
In the case of payrolls, the Treasurer shall prepare the necessary payrolls
for the employees, which payrolls shall be duly certified by the person authorized
to certify that the services have been rendered and the amount specified is
in fact due and owing to the employee or employees. Said payroll shall then
be approved by the department head responsible therefor and presented to the
governing body for approval and, after said approval, shall be paid in due
course.