[HISTORY: Adopted by the Township Committee of the Township of Alexandria as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Chief Financial Officer — See Ch. 33, Art. I.
[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.