[HISTORY: Adopted by the Township Committee of the Township
of Winslow 7-27-73 as Ord. No. 0-12-73 as Ch. 19 of the 1970 Code of the Township of Winslow; amended in
its entirety 4-27-77 by Ord. No. 0-14-77. Subsequent amendments noted where applicable.]
[Amended 12-15-92 by Ord. No. 0-28-92; 10-24-95 by Ord. No. 0-35-95]
Any person asserting payment of any claim by reason of a valid
and completed Township of Winslow purchase order, shall present a
detailed bill of demand along with the purchase order. The completed
purchase order must be presented to the Treasury Department on or
before the Tuesday prior to the regular meeting at which claims are
approved. Claims received after the Tuesday prior to the regular meeting
at which claims are approved shall not be processed until the next
regular meeting of the following month, unless the Township Committee
shall so direct otherwise.
[Amended 3-25-87 by Ord. No. 0-12-87; 10-24-95 by Ord. No. 0-35-95]
A.
Claims payable due to payroll deductions payable, pension, debt service,
insurances, state or federal permits, school taxes payable, county
taxes payable, or fire district taxes payable may be paid by the Treasury
Department without prior approval of the Township Committee.
B.
Other claims may be approved for payment as long as a demonstrated
emergency exists in writing by the department head requesting the
payment of the claim. The Township Administrator, after review of
the request, shall determine if an emergency exists. The Township
Administrator shall note his approval or disapproval on the letter
of request provided by the department head and then shall forward
all approved requests to the Chief Financial Officer for action.
C.
All special claims shall be paid on a schedule designated by the
Chief Financial Officer. The schedule shall not exceed one (1) special
check run per week, except in cases where it is demonstrated that
an extreme emergency exists that affects the health, safety and welfare
of township residents.
D.
All special claims paid shall be presented to the Township Committee
at the next regularly scheduled meeting at which claims are scheduled
to be paid.
[Amended 3-25-87 by Ord. No. 0-12-87; 10-24-95 by Ord. No. 0-35-95]
The Treasury Department shall verify that all claims that have been submitted are on a purchase order with signatures as described in Chapter 58, Section 58-6 of the Winslow Township Code. All properly submitted purchase orders shall then be listed for payment. The list shall be in lowest vendor number to highest vendor number order. The list shall provide at least the claimant's name and amount to be paid for each purchase order. Two (2) copies of the claims list shall be given to the Township Clerk no later than 9:30 a.m. on the Friday morning preceding the regular meeting. The Township Clerk shall then distribute copies to all members of the Township Committee for their review.
Claims shall be considered by the Township Committee, which
shall approve the same by roll call vote, except that the Township
Committee may reject any claim presented to it, stating the reason
for such rejection. Any disapproved claim shall be referred back to
the Township Clerk with such instructions as the Township Committee
may give at the time of 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 the same, with the appropriate record as
to any claims disapproved or rejected.
[Amended 10-24-95 by Ord. No. 0-35-95]
After formal approval by the Township Committee, the Township
Clerk shall notify the Treasury Department by 9:30 a.m. on the day
following the regular meeting of any claims not approved by the Township
Committee. The notice shall consist of returning one of the two (2)
copies of the claims list that was provided to the Township Clerk
along with a written statement of approval. The Treasury Department
shall then cut checks to satisfy approved claims. The checks shall
be signed by the Mayor, Township Clerk, and countersigned by the Chief
Financial Officer. In the absence of the Mayor, the Deputy Mayor may
sign. In the absence of the Township Clerk, the Deputy Township Clerk
may sign, and in the absence of the Chief Financial Officer, the Assistant
Treasurer may sign. A resolution shall be adopted at the beginning
of each year naming the officials in each title.
[Amended 10-24-95 by Ord. No. 0-35-95]
Signed checks shall be dispersed by the Treasury Department
to the claimant. Finalized purchase orders shall be filed by the Treasury
office for future reference and audit and shall be discarded in accordance
with the State of New Jersey Local Records Manual retention of records
schedule.
