[HISTORY: Adopted by the Board of Commissioners (now Council) of
the Town (now Township) of Montclair 4-15-1980 by Ord.
No. 80-12 as Ch. 11 of the 1979 Code. Amendments noted where applicable.]
GENERAL REFERENCES
Administration of government — See Ch. 3.
A.
Any person or firm claiming payment from the Township
of Montclair shall first submit to the Township Chief Financial Officer a
voucher setting forth in detail the basis for the claim and giving full particulars
as to the goods supplied and/or services rendered. Such voucher shall include
a certification by the claimant that same is correct in all particulars.
B.
To be considered for payment, the voucher shall have
attached to it (or include) a certification by a department head or his or
her duly designated representative or other township official having knowledge
of the facts that the goods have been received by or the services rendered
to the Township of Montclair.
C.
It shall be the duty of the Chief Financial Officer or
his or her duly designated representative to audit, warrant and make recommendations
on all claims, bills and demands to ascertain that proper administrative procedures
have been followed and that the goods and/or services are consistent with
an existing contract or purchase order.
D.
After having been audited, the voucher for such bill,
claim or demand shall be included on the agenda of the next immediate formal
public meeting of the governing body. The claims shall be listed systematically,
without preference, and the list made available to all members of the governing
body prior to formal action by that body.
E.
The governing body shall approve payment of the claims
or shall state its reason for rejecting same. Any disapproved claim shall
be sent to the Township Chief Financial Officer with the reason for refusal
and instructions.
F.
The Municipal Clerk shall record all claims in the official
minutes, together with the governing body's disposition of same. Such
records shall be available for public inspection.
G.
Approved vouchers shall be sent to the Township Treasurer
for disbursement. Checks shall be drawn by the Treasurer, signed by the Township
Manager and countersigned by the Chief Financial Officer and Treasurer (whose
signatures may be made mechanically by facsimile) and distributed by the Treasurer
after proper records have been made.[1]
Vouchers for statutory payments, payrolls, investments and other periodic
recurring payments required to be made by the Township of Montclair between
formal public meetings of the governing body may be certified by the Township
Chief Financial Officer and sent to the Treasurer for disbursement. All such
payments shall require ratification by the governing body at the formal public
meeting of the governing body next following payment.
