City of Estell Manor, NJ Chapter 14 Claims, Payment of

[HISTORY: Adopted by the City Council of the City of Estell Manor 10-2-1974 (Ch. II, Sec. 2-6, of the 1974 Revised General Ordinances); amended in its entirety at time of adoption of Code (see Ch. 1, General Provisions, Art. III). Subsequent amendments noted where applicable.]

§ 14-1 Bill of demand; certification.

No payment will be made unless duly authorized by the owner's authorized representative and accompanied by proper documentation. Vendor certification is required only for employee reimbursements, professional services, and goods and services provided exclusively and entirely by an individual (e.g., sole proprietor). The Chief Financial Officer shall have the duty to audit, warrant and make recommendations on all claims and bills.

§ 14-2 Consideration by City Council.

The bill or claim duly certified shall be presented to the City Clerk for inclusion in the agenda of the next formal meeting of the City Council. All claims or bills to be considered by the City Council shall be listed systematically without preference and the list shall be made available to every member of the City Council at least three full days prior to formal action by that body.

§ 14-3 Approval; disapproval.

Claims shall be considered by the City Council which shall approve them, except that the City Council may reject any claim presented to it stating the reason for the rejection. Any disapproved claim shall be referred back to the Chief Financial Officer with such instructions as the City Council may give at the time of disapproval.

§ 14-4 Records.

It shall be the duty of the City Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the City Council has by formal action approved the claims with appropriate record as to any claims disapproved or rejected. All records pertaining to approved and disapproved bills or claims shall be available for public inspection.

§ 14-5 Payment.

After the Clerk has certified that the claims have been approved, he shall turn them over to the Chief Financial Officer, who shall forthwith prepare the necessary checks for payment. The checks shall be signed by the Mayor, City Clerk and Chief Financial Officer. (If the Mayor is not available, a member of Council who is registered with the bank may sign.) After preparing checks for payment of claims, the Chief Financial Officer or other staff person shall record them and then mail.