[HISTORY: Adopted by the Township Committee of the Township of Woolwich 2-18-1992 by Ord. No. 92-1. Amendments noted where applicable.]
All claims against the Township of Woolwich for payments shall be submitted on a voucher form, to be supplied by the Chief Financial Officer, or else on a state-approved voucher form.
All vouchers shall be signed by the claimant and dated and submitted no later than the third business day of the calendar week immediately preceding the meeting at which they are to be considered.
All vouchers shall be submitted to the Chief Financial Officer at his office during normal business hours.
Prior to review by the Township Committee, the Chief Financial Officer's certification as to receipt of goods or services shall have been properly signed and dated.
The Township Committee shall review and approve or reject each properly signed and submitted voucher on or prior to the first and third regular meetings.
Approval of vouchers by the Township Committee shall be evidenced by the signature of a majority of the Township Committee members present at the meeting on a Bill List, which shall be presented to the Township Committee at or before the meeting when the payment is approved. The Bill List shall state the date and number of the voucher, the name of the claimant, the amount of the claim and a brief designation of the kind of goods or type of services on which it is based. Said Bill List shall be made a part of the minutes of the Township Committee meeting. Committee members, in signing the Bill List, may note abstentions or disapproval as to particular vouchers.
All payments shall be made by check on a township account, properly signed as provided by law.
[Added 7-7-2008 by Ord. No. 2008-13]
A contract may be awarded or negotiated without public advertising for bids, notwithstanding that the contract price will exceed the bid threshold, when an emergency affecting the public health, safety or welfare requires the immediate delivery of goods or the performance of services, provided the award of the contract is made in the manner established herein.
Procedure for authorizing emergency contracts. The department head of the department wherein the emergency occurs shall notify the Township Administrator of the need for the performance of the contract, the nature of the emergency, the time of its occurrence and the need for invoking this emergency contract section of the Township Code. The department head providing the notification of emergency shall reduce the request to writing and file it with the Administrator as soon as practicable. The Township Administrator shall advise the Mayor, or, in the Mayor's absence, the Deputy Mayor, of the department head's request for an emergency contract. The Mayor, or, in his absence, the Deputy Mayor, will direct the Township Administrator whether to proceed with the emergency purchase. The Township Administrator shall then implement the procedures for undertaking the emergency purchase and, upon doing so, shall also notify the committee person who is liaison to the department wherein the emergency occurred of the need to undertake the emergency purchase. Notification of the committee person is for information purposes only; the committee person shall not participate in the procedure for determining whether to authorize an emergency contract.
Payment to contractor. Upon the furnishing of such goods and/or services in accordance with the terms of the emergency contract awarded by the Township Administrator, the contractor furnishing such goods or services will be entitled to payment therefor upon presentation of a duly executed voucher for the emergency services or purchases rendered.
Requirement of emergency circumstances. An actual or imminent emergency must exist requiring the immediate delivery of goods or the performance of services in order for the emergency contract to be awarded in accordance with this section.
Good faith or lack of foreseeability. This emergency purchase procedure may be utilized only in the event the need for goods or services could not have been reasonably foreseen or the need for such goods or services arose notwithstanding a good faith effort on the part of the governing body to plan for the purchase of any goods or services required by it.
Duration of contract. The emergency contract shall be of such limited duration as to meet only the immediate needs of the emergency. Under no circumstances shall this emergency purchasing procedure be used to enter into a multiyear contract.
Chain of command in Administrator's absence. In the event the Township Administrator, due to illness, absence, or other incapacity, is unavailable when emergency action may become necessary, then the Superintendent of the Department of Public Works shall be consulted by the department head regarding the emergency purchase. The Superintendent of the Department of Public Works shall then comply with the procedures established in this chapter for emergency purchases and act in place of the Township Administrator.
Coordination with Chief Financial Officer. The official awarding the emergency contract in accordance with this section shall coordinate his actions with the Chief Financial Officer of the Township so appropriate provision is made for funding the acquisition of emergency services or purchases.