[HISTORY: Adopted by the Township Committee
of the Township of Alexandria as indicated in article histories. Amendments
noted where applicable.]
[Adopted 2-10-1993]
Any person claiming payment from the Township
of Alexandria shall first submit a detailed statement of the items
or demand necessitating such claim, specifying particularly how the
bill or demand is made up, with the 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 some officer or duly designated Township employee, having personal
knowledge of the facts that the goods have been received by, or the
services rendered to, the Township of Alexandria and that those services
or goods are consistent with any existing contract or purchase order.
The Chief Financial Officer is hereby designated as the Certifying and Approval Officer of the Township of Alexandria and his or her duties shall include the making of certifications required by § 6-2 above, ascertaining the existence of proper and sufficient appropriations for the payments to be made and determining that there is legal authority for the payments, evidenced by action of a purchasing department or agent or officer in respect to the goods or services ordered and the incurring of the expense therefor.
All bills or claims duly certified shall be
presented to the Township Clerk not later than five days prior to
the Township Committee meeting at which the same will be considered.
It shall be the duty of the Township 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 the Township
Committee prior to formal action by that body.
The Township Committee shall approve or disapprove
all claims in the manner prescribed by this article and in accordance
with law. If the Township Committee shall reject any claim presented
to it, it shall state the reason for such rejection and the disapproved
claim shall be referred back to the Township Clerk with such instructions
as the Township Committee may give at the time of disapproval.
If it appears to the Township Committee that
any claim requires further study or investigation, the Township Committee
may withhold action on the claim for a reasonable period of time pending
further study or investigation.
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 governing body 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 or Chief Financial Officer shall
make disbursements upon receipt of an order by the Township Committee,
attested by the Township Clerk.
[Amended 9-13-2006]
After the Clerk has certified that the claims
have been approved, he or she 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 said checks shall
be signed by the Treasurer or Chief Financial Officer or Deputy and
by the Clerk or Deputy Clerk. After preparing checks for the payment
of claims, the Clerk or Treasurer shall record them in proper books
of account. The Chief Financial Officer shall mail or deliver the
checks to the claimants.
[Adopted 7-9-1997]
No action shall be brought against the Township
of Alexandria unless the claim upon which it is based shall have been
presented in strict compliance with the requirements of the Tort Claims
Act N.J.S.A. 59:1-1 et seq. and any amendments thereto. Such Notice
of Claim shall be filed on the form specified by the Township of Alexandria
and in the manner and time established by the Tort Claims Act.
There is hereby adopted as the regulation of
the Township of Alexandria for the presentation of claims against
the municipality under the Tort Claims Act N.J.S.A. 59:1-1 et seq.,
the following forms setting forth the following information.[1]
[1]
Editor's Note: Said forms are included at the end of this
chapter.
The Township Clerk is hereby designated as the
recipient of all such notices filed under this article and the Tort
Claims Act, N.J.S.A. 59:1-1 et seq., and any amendments thereto.
