Any person claiming payment from the City of Woodbury 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 the dated signature of the City Clerk (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 City of Woodbury 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.
Attached to such bill shall be a completed voucher form to be supplied by the City of Woodbury. Such voucher shall be signed and dated and completed according to the instructions of the City Clerk/Administrator. All such vouchers must be submitted at least five business days preceding the meeting at which they are to be considered.
It shall be the duty of the City Clerk/Administrator, or other officer or employee having personal knowledge of the fact, to verify said voucher and to certify that the materials have been received by or the services rendered to the municipality as set forth on said voucher.
The bill or claim duly certified shall be presented to the Municipal Clerk for inclusion in the agenda of the next immediate formal meeting of the goveming 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. (This review responsibility may be assigned to the chief financial officer, if desired.) 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 prior to formal action by that body. Subject to ratification by City Council at the next regularly scheduled meeting, the Treasurer/CFO is authorized to execute any necessary wire transfers or check payment to ensure the City is in compliance with all debt agreements, federal and state payroll regulations, county and school tax payment schedules and any other payment as authorized by the City's cash management plan.
Claims shall be considered by the City Council, which shall approve the same, except that said City Council may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred to the City Clerk/Administrator with such instructions that the City Council may give at the time of its disapproval.
It shall be the duty of the City Clerk/Administrator to record all claims in the official minutes, indicating that the City Council has by formal action approved the same, with appropriate record as to any claims disapproved or rejected.
After the City Clerk/Administrator has certified that the claims have been approved, he or she shall turn the same over to the Treasurer or other chief financial officer who shall prepare the necessary checks for payment, said checks to be signed by the Mayor and City Clerk/Administrator and thereafter countersigned by the Treasurer or other chief financial officer. After preparing the checks for payment of claims, the Treasurer shall record the same in the proper book of accounts and thereafter disburse the checks to the claimants.