An orderly system is hereby established for
the processing of claims against the Township for goods purchased
or services rendered.
Any person claiming payment of any claim from
the Township of Mansfield, by reason of a purchase of goods or services,
shall present a detailed, certified bill of demand on the voucher
of the Township to the Township Treasurer on or before the 25th day
of the month, after the goods have been delivered or the services
have been rendered. Such claims shall be processed for approval by
the Township Committee at the first regular Township Committee meeting
of the succeeding month. Claims received after this date shall not
be processed for payment until the next month unless the Township
Committee shall so direct otherwise.
The Treasurer shall verify the signatures of
the officer or employee of the department for which the claim filed
in the office of the Treasurer is made, who has been duly designated
in writing by the department or committee director to sign the same,
and shall certify that the materials have been received by or the
services have been rendered to the local unit.
The vouchers and a departmental list containing
the claimant's name and amount billed on each voucher to be presented
for approval shall then be given to the Township Clerk not later than
9:00 a.m. on the Monday morning preceding a regular meeting, for presentation
to the Township Committee for approval.
Claims shall be considered and approved by the
Township Committee by roll-call vote. The Township Committee may reject
any claim presented to it and shall state the reason for such rejection.
Any rejected or disapproved claim shall be referred to the Township
Clerk with such instructions as the Township Committee may give at
the time of rejection and disapproval.
It shall be the duty of the Township Clerk to
record all claims in the official minutes, indicating that the Township
Committee has, by formal action, approved or rejected the same.
After formal approval by the Township Committee
and after the Township Clerk has indicated said approval on each voucher,
the checks shall be prepared for payment of the claims, and the check
number and date shall be recorded on the voucher by the Treasurer.
The checks shall be signed by the Mayor and the Township Clerk and
countersigned by the Treasurer, in accordance with the resolution
adopted at the beginning of each year.
Signed checks and vouchers shall then be turned
over to the Clerk, whose duty it shall be to mail out the checks in
payment of claims and who shall keep the vouchers on file in check-number
order.
