[Ord. No. 851 § 1]
All written communications, involving or related to the Borough
of Peapack and Gladstone, no matter what transmission format has been
utilized (e.g. U.S. mail, messenger or private delivery service, facsimile,
E-mail to Borough owned computers, or otherwise), and no matter to
whom addressed, is the property of the Borough of Peapack and Gladstone
and will be processed pursuant to this section.
[Ord. No. 851 § 2]
The Borough Administrator/Clerk is hereby authorized and directed
to receive and open all written communications with the following
exceptions:
a. Communications that are directed to the Peapack and Gladstone Police
Department, the Chief of Police or any officer thereof. Such communications
shall be delivered to the Chief of Police who shall implement a protocol,
which takes into account the particular needs of law enforcement.
b. Communications directed to the Peapack and Gladstone Municipal Court
or to Court Personnel. Such communications shall be delivered to the
Court Administrator.
c. Communications, which are clearly intended for a particular independent
Board, including but not limited to the Land Use Board, the Board
of Health, or the Recreation Commission shall be delivered to the
Secretary of the appropriate Board or other individual designated
by the Board or Commission to receive and open mail.
d. Communications which are clearly intended for a particular Department
which has a Department Head other than the Borough Administrator shall
be delivered to the Department Head to be opened by the Department
Head or such employee as the Department Head has designated to perform
the function of opening, sorting and preserving written communications;
and
e. Communications which are labeled "Confidential" and which are addressed
to a particular individual shall be delivered to that individual unopened.
Public officials and employees should not receive personal mail not
related to the Borough of Peapack and Gladstone at the municipal building,
nor should mail, which does not relate to matters of a personal and
private nature, be labeled "confidential".
[Ord. No. 851 § 3]
The Borough Administrator/Clerk shall forward copies of communications
received to such official(s) or employee(s) as the Borough Administrator/Clerk
deems appropriate for action or for information purposes. Copies of
communications pertaining to subject matters under the supervision
of any standing committee of the Borough Council shall be sent to
all members of the Committee and to the Mayor. Copies of communications
pertaining to general Borough business or of an informational nature
shall be sent to the Mayor and to all members of the Council. The
Borough Administrator/Clerk shall take appropriate steps to organize
and preserve communications received in accordance with the Open Public
Records Act and/or the business needs of the Borough of Peapack and
Gladstone.