[HISTORY: Adopted by the Mayor and Council of the Borough of Fanwood 12-15-1971 by Ord. No. 631R (Ch. 6 of the 1971 Code); amended in its entirety 12-28-1999 by Ord. No. 99-25R. Subsequent amendments noted where applicable.]
A. 
Any person claiming payment from the Borough shall first submit a detailed statement of the items or demands substantiating such claim to the responsible agency, department, or official, specifying with particularity how the bill or demand is made, and a certification of the party claiming payment that it is correct.
B. 
No bill, claim or demand shall be considered for payment unless the Borough purchase order 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 and that those services or goods are consistent with an existing contract or purchase order.
C. 
The Chief Financial Officer/Treasurer shall have the duty to audit, warrant and make recommendations on all claims and bills.
D. 
Approval of voucher.
[Amended 11-9-2000 by Ord. No. 00-13R]
(1) 
No claim shall be acted upon by the Mayor and Council unless and until it has been presented on a Borough voucher and unless such claim shall have been approved in writing by the Chairperson of the appropriate Council committee having charge and jurisdiction of the work or services for which the bill is rendered. The approval by the Chairperson shall be evidenced by his/her signature on the Borough voucher.
(2) 
If the Chairperson of the appropriate committee having charge and jurisdiction of the work or services objects to the payment of a claim or a portion thereof, he/she shall approve that portion of the claim for which there is no objection and present the remainder of the claim to his/her committee as a whole within seven days of being presented with the claim. The committee shall then consider the claim and approve or reject it by a majority vote.
(3) 
If the Council committee having charge and jurisdiction of the work or services for which the bill is rendered rejects the claim, the bill shall be presented to the Mayor and Council at its next regularly scheduled agenda meeting and shall be approved or rejected at its next regular meeting in accordance with the procedure set forth in § 9-3.
[Amended 2-7-2012 by Ord. No. 12-01R]
The bill or claim duly certified as set forth above shall be presented to the Mayor and Council at its agenda meeting each month and shall be acted upon at its regular meeting. The Chief Financial Officer/Treasurer is authorized to pay utility bills and/or any other bills, which have generally been previously approved by the Mayor and Council through contract, resolution and/or ordinances, prior to any regular meeting of the Mayor and Council, provided that such action is required in order to avoid any shutoffs, penalties or interest payments accruing against the Borough, and that the requirements of § 9-1 are fully satisfied. In such event, approval of the Chief Financial Officer/Treasurer's action shall be ratified by the Mayor and Council at their next regular meeting.
Claims shall be considered by the Mayor and Council, which shall approve such claims, except that the Mayor and Council may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the Chief Financial Officer/Treasurer with such instructions as the Mayor and/or Council may give at the time of disapproval.
It shall be the duty of the Chief Financial Officer/Treasurer to record all claims in an appropriate claims register, indicating that the Mayor and Council have, by formal action, approved the claim, with appropriate records as to any claims disapproved or rejected.
The Chief Financial Officer/Treasurer shall make payments upon receipt of a resolution from the Mayor and Council, attested to by the Borough Clerk.
After the Borough Clerk has certified that the claims have been approved, he/she shall turn them over to the Chief Financial Officer/Treasurer, who shall forthwith prepare the necessary checks for payment thereof, which checks shall be signed by the Mayor and Borough Clerk and by the Chief Financial Officer/Treasurer. After preparing checks for the payment of claims, the Chief Financial Officer/Treasurer shall record them in proper books of account and thereafter mail the checks to the claimants.
[Added 6-20-2022 by Ord. No. 22-06-R]
A. 
The Governing Body does hereby increase the fixed asset limit defined by CFO 96-13 and N.J.A.C. 5:30-5.6 from $1,000 to $3,000.
B. 
Pursuant to CFO 96-13, the useful life of all nonexpendable, tangible personal property is hereby increased from at least one year to at least five years.
C. 
All fixed assets having a value greater than that allowed by the rules promulgated by the Director of the Division of Local Government Services shall be assigned a fixed asset number.
D. 
The Borough Administrator shall cause a physical inventory to be completed by each Department and office of their fixed assets on an annual basis beginning in 2022. Each department and office shall have 60 days to complete the physical inventory. The department's new inventory list shall be reconciled by the department with the existing fixed asset list for that department. The department head shall forward a list of additions or deletions to Administration. Any request for additions or deletions shall be made in writing to the Borough Administrator.
E. 
The Borough Administrator may at any time request from all departments, reports showing stocks of required and usable supplies on hand and stocks and supplies on hand which are no longer needed, obsolete, worn out or to be scrapped.
F. 
The Borough Administrator shall have the authority to transfer surplus usable stocks to other using departments.
G. 
When supplies and/or equipment have been designated by resolution of the governing body as no longer needed for public use, the Borough Administrator shall, whichever is in the best interest of the Borough, either sell the unneeded supplies or equipment in the manner prescribed by the Local Public Contracts Law[1] or exchange or trade in the unneeded items in the process of purchasing new, like or replacement items. Sales under this section shall be made to the highest responsible bidder. A record of each sale shall be made and placed on file in the Administration office.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
H. 
The sale of property to another contracting unit or to any body politic need not be advertised for bids; however, the governing body must adopt an authorizing resolution to allow such sale to be made.