[HISTORY: Adopted by the Mayor and Council of the Borough of North Haledon as Ch. 2, Art. IX, of the 1990 Code. Amendments noted where applicable.]
A. 
Any person claiming payment from the Borough 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.
B. 
No bill, claim or demand shall be considered for payment unless the voucher 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 of North Haledon and that those services or goods are consistent with an existing contract or purchase order. Notwithstanding the foregoing, in the event the voucher and certification required by this section is not signed by the designated Borough employee by the Wednesday immediately following the work session meeting of the Mayor and Council for the month in which the bill, claim or demand is submitted for payment, the Mayor and/or the Chairperson of the Finance Committee shall be authorized to forthwith execute said voucher and certification, provided that they have personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of North Haledon and that those services or goods are consistent with an existing contract or purchase order.
[Amended 2-15-2012 by Ord. No. 3-2012]
C. 
The Treasurer shall have the duty to audit, warrant and make recommendations on all claims and bills.
[Amended 5-9-1990 by Ord. No. 5-1990; 11-13-2024 by Ord. No. 21-2024]
A. 
The bill or claim duly certified shall be presented to the Borough Clerk for inclusion in the proceedings of the next immediate formal meeting of the Borough Council, 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.
B. 
All claims or bills to be considered by the Borough Council shall be listed systematically and without preference, and the list shall be made available to every member of the Borough Council with distribution of the meeting agenda.
Claims shall be considered by the Council, which shall approve the same, except that the Borough Council may reject any claim presented to it, stating the reason for such rejection. Any tie votes may be broken by vote of the Mayor. Any disapproved claim shall be referred back to the Borough Clerk with such instructions as the Borough Council may give at the time of disapproval.
It shall be the duty of the Borough Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the Borough Council has by formal action approved the same with appropriate records as to any claims disapproved or rejected. All records pertaining to approved or disapproved bills or claims shall be available for public inspection.
The Treasurer shall make disbursements upon receipt of an order by the Borough Council, attested by the Borough Clerk. If in the event that the Mayor vetoes the payment of any claims or bills, the Treasurer may be authorized to make payment by a vote of the Borough Council whereby at least 2/3 of all the Council members vote to override such veto of any claim or bill.
[Amended 10-16-2024 by Ord. No. 20-2024]
After the Clerk has certified that the claims have been approved, he/she shall turn the same over to the Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by the Mayor and thereafter shall be signed by the Municipal Clerk/Deputy Municipal Clerk or CFO-Treasurer/Deputy CFO. After preparing checks for the payment of claims, he/she shall record them in proper books of account and thereafter mail the checks to the claimants.
[Added 11-13-2024 by Ord. No. 21-2024]
Pursuant to N.J.S.A. 40A:5-17, the Borough designates the Mayor and/or Chief Administrative Officer as the approval officer. The approval officer is authorized to direct the issuance of payments between Council meetings, provided the following criteria is met:
A. 
Proper and sufficient appropriations exist for payments to be made and that there is legal authority for the payment.
B. 
The amount of the payment does not exceed the any threshold that would otherwise require separate approval by resolution of the governing body.
C. 
All payments made in between meetings shall be included in the bill list of the next immediate formal meeting of the Borough Council.