[1975 Code § 5-1; Ord. No. 014-75; New]
Any person claiming payment from the Borough of Allentown shall first submit to the responsible executive agency a detailed statement of the items or demand necessitating such claim, specifying particularly how the bill or demand is made up, and a certification by 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 from a designated Borough employee, having personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of Allentown and that those services or goods are consistent with an existing contract or purchase order and that proper purchasing procedures, as outlined in Section 2-74 have been followed. The Treasurer shall have the duty to audit, warrant and make recommendation on all claims and bills.
[1975 Code § 5-2; Ord. No. 014-75]
The bill or claim duly certified shall be presented to the Municipal Clerk for inclusion in the proceedings of the next immediate formal meeting of the Governing Body, and it shall be the duty of the 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 the list shall be made available to every member of the Governing Body at least three days prior to formal action by the body.
[1975 Code § 5-3; Ord. No. 014-75]
Claims shall be considered by the Council, which shall approve the same, except that the Governing Body may reject any claim presented to it, stating the reason for such rejection. Any tie votes may be broken by vote of the Mayor. Any disapproved claim shall be referred back to the Municipal Clerk with such instructions as the Governing Body may give at the time of disapproval.
[1975 Code § 5-4; Ord. No. 014-75]
It shall be the duty of the Municipal Clerk to record all claims in the official minutes or through an appropriate claims register, indicating 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.
[1975 Code § 5-5; Ord. No. 014-75]
The Treasurer shall make disbursements upon receipt of an order by the Borough Council, attested by the Borough Clerk. In the event that the Mayor vetoes the payment of any claims or bills, the Treasurer may be authorized to make payment by a vote of the Borough Council whereby at least 2/3 of all the Councilmen vote to override such veto of any claim or bill.
[1975 Code § 5-6; Ord. No. 014-75]
After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by the Mayor and thereafter signed by the Treasurer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail the checks to the claimants.
[New]
a. 
Purchase Requisitions. Purchase requisitions will only be acted upon by the Purchasing Agent if:
1. 
They are completely filled out to include all requested information including a complete description of the material and service to be ordered.
2. 
The purchase requisition is over $500[1] and, therefore, requires Council approval. The Council person in charge of that Department must give prior approval either by phone or in writing for the requisition to move forward.
[1]
Editor's Note: Purchases over $500 if part of a bond issue do not need Council approval, but must follow the same purchasing guidelines set forth.
3. 
The purchase requisition is over $500, two to three telephone or faxed quotes must be attached. If there is only one vendor for a particular material or service, this must be stated.
4. 
For purchase requisitions over $1,000, three written/faxed quotes are required. If there is only one vendor for a particular material or service, this must be stated. If contacted vendors failed to quote, this must be stated with documentation.
5. 
Before a purchase requisition is turned into a purchase order, the Chief Financial Officer will verify the account balance for funds.
6. 
When the materials or services are received, the ordering department should sign and return their copy of the purchase requisition to the Purchasing Department so it can be attached to the incoming invoice for payment.
b. 
A more full and detailed explanation is provided for in the booklet provided by the New Jersey Department of Community Affairs, Division of Local Government Services, Bureau of Local Management Services, entitled "A Sample Purchase Order/Voucher Procedure for an Encumbrance System." This booklet is located in the Borough Clerk's office.
c. 
In the case of an emergency, the preparation and release of a purchase order is the sole and exclusive duty of the purchasing agent.
d. 
In the case of an emergency, the current Municipal Emergency Purchase procedure currently in effect shall followed.
e. 
Purchases under "State Contract." When a vendor has a State Contract it means they are a legitimate company offering goods and services—not necessarily the lowest price. It is always in the best interests of the municipality to solicit other quotes and prices before a purchase order is issued.
Companies who have a State Contract are to be used as a "starting point" from where to get information on materials/services and prices.
Municipalities are allowed to purchase under State Contract legally without quotes and/or bids because at certain times, an order needs to be expedited due to time constraints or emergency situations. For the normal purchases, vendors under State Contract are to be used as a reference point and not as a consistent matter of routine.
[1975 Code § 31-11; Ord. No. 012-80; New]
a. 
New Jersey law requires that individual purchases or annual cumulative purchases within a particular category of materials or services which exceed the maximum set by State Statute are required to be advertised for public bidding.
b. 
A department with a category of purchases which is expected to be above the maximum set by State Statute will so inform the Purchasing Agent and assist in the preparation of specifications for bid, as necessary. When a contract is awarded, the purchase order or direct payment voucher method of purchase will be followed, as appropriate.
[1975 Code § 31-12]
The Purchasing Agent shall have the authority to join with other units of government in cooperative purchase plans as stated in the Revised Statutes of New Jersey when the best interests of the Borough could be served.
[1]
Editor's Note: See Chapter 4, General Licensing.
[1975 Code § 40-2; Ord. No. 017-88]
No license or permit shall be issued by the Borough in relation to a use at or on a particular piece of property until such time as the Borough Clerk certifies that all real estate taxes and water and sewer payments are current and up-to-date.
[Ord. No. 12-98 § 1]
Taxes shall be due on February 1, May 1, October 1 and November 1 of each year. In the event taxes are received after the tenth day of the month in which the taxes are due, then the Municipality shall charge an interest rate of 8% per annum, retroactive to the first of the month in which said taxes are due. In the event the delinquent taxes exceed $1,500, then there shall be an interest rate of 18% per annum charged after the tenth of the month, which shall be retroactive to the first of the month. No discount will be allowed if paid in advance.
[Ord. No. 9-94 § 26-1]
It is the intent and purpose of this section to provide for the defense of actions against, and the indemnification of, public employees as permitted by N.J.S.A. 59:10-1 et seq.
[Ord. No. 9-94 § 26-2]
As used in this section:
EMPLOYEE
Shall mean any officer, employee or servant, whether or not compensated or part-time, who is authorized to perform any act or service.
PUBLIC EMPLOYEE
Shall mean any employee or former employee of the Borough.
[Ord. No. 9-94 § 26-3]
The Borough shall provide for the defense of any action brought against an employee or public employee on account of any act or omission in the scope of his employment, and this obligation shall extend to any cross action, counterclaim or cross complaint against such employee.
[Ord. No. 9-94 § 26-4]
The provisions of subsection 2-77.3 shall not be applicable when the Borough Council determines that:
a. 
The act or omission was not within the scope of employment;
b. 
The act or failure to act was because of actual fraud, willful misconduct or actual malice;
c. 
The defense of the action or proceeding would create a conflict of interest between the Borough and the public employee or employee;
d. 
The defense of the action or proceeding is provided for by an insurance policy or policies, whether obtained by the Borough or by any other person;
e. 
The employee or public employee failed to deliver to the Borough Clerk, within 10 calendar days after the time he is served with any summons, complaint, process, notice, demand or pleading, the original or a copy of the same; or
f. 
The employee or public employee has failed to cooperate fully with the defense.
[Ord. No. 9-94 § 26-5]
The Borough may provide any defense required of it under this section through an attorney from its own staff or by employing other counsel.
[Ord. No. 9-94 § 26-6]
Whenever the Borough provides any defense required of it under this section, the Borough, through counsel, may assume exclusive control over the representation of the public employee, and such employee shall cooperate fully with the defense.
[Ord. No. 9-94 § 26-7]
a. 
In any case where the Borough is required to provide a defense under this section, the Borough shall pay or shall reimburse the public employee for:
1. 
Any bona fide settlement agreements entered into by the employee.
2. 
Any judgments entered against the employee.
3. 
Any exemplary or punitive damages resulting from the employee's civil violation of State or Federal law if, in the opinion of the Borough Council, the acts committed by the employee upon which the damages are based did not constitute actual fraud, actual malice, willful misconduct or an intentional wrong.
4. 
If the Borough has failed to provide such required defense, all costs of defining the action, including reasonable counsel fees and expenses, together with costs of any appeal.
b. 
In addition, in any case where the Borough would be required to provide a defense under this section, except for the fact that such defense is provided for by insurance, the Borough shall provide indemnification as aforesaid, but only to the extent not covered by insurance.
c. 
Nothing in this section shall authorize the Borough to pay for punitive or exemplary damages or damages resulting from the commission of a crime, except as set forth in paragraph a., 3 above.
[Ord. No. 01-2002]
a. 
Policy Created. The Borough of Allentown hereby creates a public records policy governing public records created and governed by:
1. 
"New Jersey's Open Public Records Law, P.L. 2001, c. 404".
2. 
Records that are considered "public records" in accordance with common law; and
3. 
Records that are subpoenaed pursuant to pending litigation and/or court order, which may be subject to judicial review.
b. 
Request for Records.
1. 
All requests for records shall be made through the Borough Clerk's office on a form approved by the Borough. [1]No request for records shall be honored without a properly filled out form, except for document requests by the Mayor and/or Borough Council, the Borough Attorney or other Borough Special Counsel, and tax record cards of the Tax Assessor, requested by taxpayers, pursuant to pending Monmouth County Board of Taxation or New Jersey State Court appeals.
[1]
Editor's Note: The form referred to herein is included as an attachment to this chapter.
2. 
All requests for public records directed to Department Heads or other Borough officials/employees shall be directed to the Borough Clerk's office, which will serve as the depository of such requests and the dissemination of said forms to obtain public records not within the Clerk's control or possession.
3. 
Upon receipt of a request for records, if said records are public, the Borough will endeavor to honor such requests within seven working days of the receipt of said request. Working days are defined as Monday through Friday, excluding holidays. However, there will be times when, due to the nature or extent of the request or unavailability of manpower, the Borough will be unable to honor the request within seven working days. If so, the Borough shall attempt to complete such request as soon as possible. The Borough will ordinarily provide immediate access for budgets, bills, vouchers, contracts, including collective negotiation agreements and individual employment contracts and public employee salary and overtime information.
4. 
All persons requesting records will be advised that the public business of the Borough will take precedence over a record request, especially when a request is a broad or far reaching information request.
5. 
All requests for records shall be as specific as possible to the Borough.
6. 
All requests for records shall, except for requests by Borough employees/officials and nonprofit organizations, be subject to the maximum costs set forth in the New Jersey Open Public Records Law.
7. 
Records are presumed to be public unless falling under one of the following categories in which case they shall not be made available to the public:
(a) 
Records of a personal nature regarding Borough officials, employees and/or other applicable individuals;
(b) 
Medical records;
(c) 
All records exempted by state and/or federal statutes, rules and/or regulations;
(d) 
All records exempted by presidential and/or gubernatorial executive order;
(e) 
All records which are listed as exceptions pursuant to the New Jersey Open Public Records Law;
(f) 
Confidential police investigations reports;
(g) 
Work products or notes of Borough officials/employees;
(h) 
Council closed session minutes involving personnel matters. Council open session minutes shall not be considered public records until such time as they are approved by the Borough Council. Council closed session minutes shall not be considered public records until such time as they are approved by the Borough Council and the matter in question has been concluded pursuant to the provisions of N.J.S.A. 10:4-6 et seq. A report prepared for review by the Mayor and Borough Council shall not be deemed a public record until at least seven calendar days after disbursement of the report by the Borough Clerk to the Mayor and Council or the next Council meeting, whichever is later.
8. 
Not all requests for records do, in fact, lead to the copying, review and/or release of such records. A record may be a public record under common law, but may not be a public record under the New Jersey Open Public Records Law. Or it may be or may not be a public record under any other legal statute, rule, regulation, and/or court decision. The Borough Clerk shall seek the opinion of the Borough Attorney as to whether or not a record is public, if there is any question as to its release. The Borough Clerk's actions on this type of matter shall be guided by such legal opinion.
Editor's note: This form and the Public Records Request Response are include as attachments to this chapter.
[Added 12-10-2019 by Ord. No. 27-2019]
Given its small size and limited staff, the Borough of Allentown relies largely upon its boards, committees, and commissions to investigate public matters, formulate policy, undertake public projects, and otherwise conduct the business of the Borough. The Borough finds that the regular attendance of members at meetings of the Borough’s boards, committees, and commissions is vital to the proper operation of the Borough, and thus hereby establishes minimum attendance requirements for members of the Borough’s boards, committees, and commissions.
a. 
Unless excused by the board, committee, or commission of which they are a member, a member of any board, committee, or commission who is absent from four or more scheduled meetings of said board, committee, or commission during a calendar year may be removed by the authority appointing the member under this Code, provided that said member receives written notice of the appointing authority’s intention to remove said member from a particular board, committee, or commission, and said member is given an opportunity to be heard by the appointing authority prior to removal.
b. 
The written notice informing the member of the appointing authority’s intention to remove him or her from a board, committee, or commission shall be given by the appointing authority within sixty days of said member’s last absence triggering potential removal under this section.
c. 
No member of a board, committee, or commission shall be removed by an appointing authority until the expiration of thirty days from the date of the appointing authority’s written notice, or the member is given an opportunity to be heard by the appointing authority, whichever occurs first.