[HISTORY: Adopted by the Mayor and Council of the Town of Secaucus 3-14-72. Amendments noted where applicable.]
Any person claiming payment from the Town of Secaucus shall first submit a detailed statement of the items or demand necessitating such claim to the Treasurer's office 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 a certification of a department head 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 Town of Secaucus, and that those services or goods are consistent with any existing contract. The Treasurer shall have the duty to audit warrants and make recommendations on all claims and bills.
The Treasurer may issue checks in payment of claims not in excess of $25 upon appropriate demand, subject to the approval of the Municipal Administrator. Said claims shall be included in the list of claims to be approved by the governing body.
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 governing 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. All claims or bills to be considered by the governing body shall be listed systematically and without preference and said list shall be made available to every member of said governing body at least three full days prior to formal action by that body.
It shall be the duty of the Municipal Clerk to prepare an appropriate claims register for consideration by the governing body, composed of any claim, bills or demands audited, warranted and recommended for payment by the Treasurer since the last formal meeting of the governing body, at which time claims, demands and bills were ordered paid. This register of claims, bills and demands shall be approved or disapproved in its entirety or individually.
Claims shall be considered by the governing body, which shall approve the same, except that said governing body may reject any claim presented to it stating the reason for such rejection. Any disapproved claim shall be referred back to the Municipal Clerk with such instructions as the governing body may give at the time of disapproval.
It shall be the duty of the Municipal Clerk to record all claims in the official minutes from the claims register, indicating that the governing body has by formal action approved the same with appropriate record as to any claims disapproved or rejected. All records pertaining to approved bills or claims shall be available for public inspection.
After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor and thereafter countersigned by the Treasurer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.