Payment of moneys by the City of Bordentown, hereinafter simply
referred to as "city," shall be made only in accordance with the procedures
and requirements of this chapter.
The following procedures and requirements shall apply to every
claim for payment of moneys by a claimant, except employees'
salaries and wages, and to the persons submitting the same:
A. A detailed bill or statement of items or demands shall be presented
to the City Clerk, upon a form of voucher of the city or similar form,
with such attachments annexed thereto as may be necessary, duly certified
by the claimant with the following vendor's declaration: "I do
solemnly declare that the within bill is correct in all its particulars,
that the articles have been furnished or services rendered as stated
therein and that no bonus has been given or received on account of
said bill."
B. It shall be the duty of the City Clerk to have the officer or employee,
who has been duly designated by the city, to certify on every claim
by signature thereon that the items or materials have been received
by or the services rendered to the city.
C. The voucher form, together with such attached supporting papers annexed
thereto, shall then be presented to the department director or department
head who, if satisfied the claim is proper, shall approve the same
by signature thereon. After such approval is given, the department
director or department head shall file the claim with the City Clerk,
who shall then present such claim to the Board of Commissioners of
the city, hereinafter simply variously referred to as "Commissioners"
or "Board," for formal approval at a regular meeting.
D. All claims to be considered by the Commissioners shall be in voucher
form and have the approving signature of the department director or
department head thereon, whereupon said Board shall formally approve
the same at a regular meeting of the Commissioners, except that said
Board may disapprove and reject any claim presented to it upon stating
the reason for such rejection. Any disapproved claim shall be referred
back to the City Clerk with such instructions as the Board may give
at the time of disapproval. Approval may be by motion and of a number
of separate claims by a single motion.
E. It shall be the duty of the City Clerk to prepare a list of all claims
that are to be presented for approval by the Board at a regular meeting,
said list to be made available to every member of the Board at least
two days before the claims are subject to formal action by the Board.
F. Claims must be presented to the City Clerk prior to 4:00 p.m. on
Wednesday of the week immediately preceding a regular meeting of the
Board and have department director or department head approval noted
thereon prior to said time, to be listed for approval of the Board
at the next regular meeting of the Board following such time and day.
G. After approval, claims shall be listed in a book or record to be
designated as "Claims Approved by the Board of Commissioners of the
City of Bordentown on (insert date)." This listing shall be amplified
by an appropriate detail in the minutes to permit ready identification.
An appropriate record shall also be made as to any claims disapproved
and rejected and the reason therefor and any instructions with reference
thereto.
H. It shall be the duty of the City Clerk, or such other officer designated
by resolution of the Board, to indicate by signed certification on
such claims that they have been approved for payment, with the date
of approval thereof noted on the claim.
I. After the City Clerk has certified that the claims have been approved,
such Clerk shall turn the same over to the City Treasurer or other
chief financial officer, who shall forthwith prepare the necessary
checks for the payment thereof, which said checks shall be signed
by at least two members of the Board and thereafter countersigned
by the City Treasurer. After preparing checks for the payment of claims,
the City Treasurer shall record them in the proper books of account
and thereafter mail or otherwise distribute the checks to the respective
claimants.
J. The city shall incur no late charge, service charge, interest charge
or penalty to any person or claimant upon any bill or statement by
reason of the same not being paid sooner than proper and full adherence
to the procedures and requirements of this chapter shall permit, together
with a reasonable period of time following approval for payment by
the Board within which the City Treasurer shall mail or otherwise
distribute payment checks to such persons or claimants.