Any person claiming payment from the Township 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 (or includes) a
certification of a department head (or other Township 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 Township of Knowlton, and that
those services or goods are consistent with any existing contract
or purchase order.
The bill or claim duly certified shall be presented to the Township
Clerk for inclusion in the agenda of the next immediate formal meeting
of the Township Committee, and it shall be the duty of the Township
Clerk to examine all bills and claims submitted for payment in order
to ascertain if proper administrative procedures have been followed.
All claims or bills to be considered by the Township Committee shall
be listed systematically without preference, and the list shall be
made available to every member of the Township Committee at least
three full days prior to formal action by that body.
Claims shall be considered by the Township Committee, which
shall approve the same, except that the Township Committee may reject
any claim presented to it, stating the reason for such rejection.
Any disapproved claim shall be referred back to the Township Clerk,
with such instructions as the Township Committee may give at the time
of disapproval.
It shall be the duty of the Township Clerk to record all claims
in the official minutes or through an appropriate claims register,
indicating that the Township Committee has, by formal action, approved
the same, with appropriate record as to any claims disapproved or
rejected. All records pertaining to approved and disapproved bills
or claims shall be available for public inspection.
After the Township Clerk has certified that claims have been
approved, he shall turn the same over to the Treasurer or other Chief
Financial Officer, who shall forthwith prepare the necessary checks
for the payment thereof, which checks shall be signed by the Mayor
and thereafter signed by the Treasurer or other Chief Financial Officer.
After preparing checks for the payment of claims, he shall record
them in proper books of account and thereafter mail the checks to
the claimants.