[HISTORY: Adopted by the Township Committee of the Township of Holland 3-6-1979. Amendments noted where applicable.]
Any person claiming payment from the Township shall first present to the Township Clerk or Treasurer, on or annexed to a completed Township voucher, a detailed bill of items or demand, specifying particularly how the bill or demand is made up, with a certification of the party claiming payment that it is correct. No such voucher shall be paid unless it carries the certification of:
The operating head of the department involved, if any.
The Township Clerk.
The Mayor and one other Township Committee member or the Deputy Mayor and one other Township Committee member, provided that the certifying Committee member shall be the member having responsibility for the department or having been delegated responsibility for such type of expenditure, if any.
In any event, at least one person so certifying such voucher for the Township shall have knowledge that the goods or services involved have been received by or rendered to the Township.
Payments shall normally be made at the regular monthly meeting of the Township Committee or at the second regular meeting during any month, if the Township Committee holds more than one regular meeting per month, and shall also be made at the last Township Committee meeting of the year. Except for emergencies or unless a different time is established by resolution of the Township Committee, vouchers shall be submitted for payment by the Friday before the regular monthly meeting at which they are requested to be paid.
A list of bills presented for payment at any Township Committee meeting, together with supporting vouchers, shall be available for inspection at the Township Committee meeting prior to approval for payment.
In addition to the foregoing, a payroll summary, showing payment to employees and deductions from compensation, as to payroll presented for payment, shall be prepared by the Treasurer and presented to Township Committee members prior to approval for payment. Each Township Committee member present shall sign a copy of such summary indicating that such Committee member has seen it.
Claims presented for payment shall be considered by the Township Committee which shall approve the same, except that the Township Committee may reject the claim stating the reason for such rejection. Any disapproved claim shall be referred back to the Township Clerk with such instructions as the Township Committee may give at the time of disapproval. It shall be the duty of the Township Clerk to record all claims in the official minutes of the Township Committee or through an appropriate claims register, indicating that the Township Committee has by formal action approved or disapproved and rejected the same.
Checks paying approved claims and checks transferring funds to any payroll account shall be signed by the Mayor or Deputy Mayor, Township Clerk and Treasurer, except that checks for approved payroll claims drawn on a payroll account may be signed only by the Township Clerk and Treasurer.