[Adopted 9-25-2003[1]]
[1]
Editor's Note: This ordinance also repealed former Art. I, Fees for Borough Services, adopted 12-13-1973 by the Governing Body, as amended, and Art. II, Board of Health Fees, adopted 11-4-1982 by the Board of Health. In addition, inclusion of this ordinance as Art. I resulted in the redesignation of former Art. III, Development Fees, as Article II.
It is hereby declared to be the public policy of this Borough to recognize the public's general right to know pursuant to the Open Public Records Act (N.J.S.A. 47:1A-1 et seq.). All records kept in the course of official duties by any Borough officer or employee shall be deemed to be "government records," as that term is defined by N.J.S.A. 47:1A-1.1, and such records shall be subject to inspection by the public unless exempt under the statute or other regulation, common law practice, executive order of the Governor, Rules of Court, federal law or judicial decision.
In accordance with N.J.S.A. 47:1A-1.1, the Municipal Clerk is designated as the custodian of records. The Clerk shall adopt a form for the use of any person who requests access to a record, and such form shall contain all of the information required by N.J.S.A. 47:1A-5(f).
A. 
Any person seeking to inspect, examine or copy a public record of this municipality shall make application in writing to the Municipal Clerk, during regular business hours, on the form provided. All requests for public records shall be as specific as possible, including the type of record and date created, if known.
B. 
The Municipal Clerk shall promptly comply with a request to inspect, examine, copy or provide a copy of a government record. If the Clerk is unable to comply with a request for access, he or she shall indicate on the request form the specific basis for such inability to comply and shall promptly return it to the requestor. The Clerk shall sign and date the form and provide the requestor with a copy thereof.
C. 
In those instances where the nature of the request or the record itself leads the Municipal Clerk to doubt whether or not the record is a government record as defined by law or is a record exempt from disclosure, the Clerk shall request an opinion from the Municipal Attorney. A copy of the request form shall be forwarded to the Attorney, who, after review and investigation, shall issue an opinion and note such opinion on the request form and promptly return it to the Municipal Clerk.
D. 
If any part of a particular record is exempt from public access pursuant to N.J.S.A. 47:1A-1 et seq., the Clerk shall delete, redact or excise from a copy of the record that portion which is exempt from access and shall promptly permit access to the remainder of the record.
E. 
if the record requested is temporarily unavailable because it is in use or in storage, the Clerk shall so advise the requestor and shall make arrangements to make a copy of the record available.
F. 
If a request for access to a government record would substantially disrupt municipal operations, the Clerk may deny access to the record after attempting to reach a reasonable solution with the requestor that accommodates the interests of the requestor and the municipality.
G. 
As required by N.J.S.A. 47:1A-5e, immediate access shall be granted for access to budgets, bills, vouchers, contracts (including collective negotiations agreements and individual employment contracts), and public salary and overtime information.
Unless a shorter time period is otherwise provided by statute, regulation or executive order, the Clerk shall grant access to a government record or deny a request for access to a record as soon as possible, but not later than seven business days after receiving the request, provided that the record is currently available and not in storage or archived. In the event that the Clerk fails to respond within seven business days after receiving a request, the failure to respond shall be deemed a denial of the request, unless the requestor has elected not to provide a name, address or telephone number or other means of contacting the requestor. If the requestor has elected not to provide a name, address or telephone number or other means of contacting the requestor, the Clerk shall not be required to respond until the requestor reappears before the custodian seeking a response to the original request. If the government record is in storage or archived, the requestor shall be so advised within seven business days after the Clerk receives the request. The requestor shall be advised by the Clerk when the record can be made available. If the record is not made available by that time, access shall be deemed denied.
The Clerk shall post prominently in public view, in or adjacent to the Clerk's office, a statement that sets forth in clear, concise and specific terms the right to appeal a denial of or failure to provide access to a government record and the procedure by which an appeal may be filed.
A. 
Upon the approval of a request to view, inspect, examine or copy a record, the record and the requestor shall remain in the presence of the Municipal Clerk or his or her authorized representative at all times. Under no circumstances shall any government record be removed from the office where it is normally kept unless accompanied by the custodian or his or her authorized representative.
B. 
In the event that the nature of a request to view records requires that the Clerk or other municipal employee observe or monitor such viewing for a period of time exceeding 1/2 hour, the requestor shall be responsible for reimbursing the municipality for time spent by the Clerk or other employee.
Copies of records may be purchased for the fee prescribed by law or regulation. If a fee is not prescribed by law or regulation, the fee shall be the actual cost of duplicating the record; provided, however, that where the actual cost for duplication of a record exceeds the rates below, the actual cost shall be imposed:
A. 
Standard-sized paper documents, up to 8 1/2 x 14 inches in size.
(1) 
One to 10 pages: $0.75 per page.
(2) 
Eleven to 20 pages: $0.50 per page.
(3) 
All over 20: $0.25 per page.
B. 
Large-sized paper documents and maps.
(1) 
Zoning Map: $1.
(2) 
Street Map: $1.
(3) 
Drug-Free School Zone Map: $1.
(4) 
Soils Survey Map: $1.
(5) 
Site plan: $5 per page.
(6) 
Subdivision plat: $5 per page.
(7) 
Tax maps: $1.
(8) 
Engineering plans: $5 per page.
(9) 
Water or Sewer Maps: $5 per page.
C. 
Preprinted documents.
(1) 
Copy of the Code book: $261 or current price, whichever is greater.
(2) 
Each Code supplement: $20.
(3) 
Zoning pamphlet: $20 per copy.
(4) 
Land use pamphlet: $20 per copy.
(5) 
Master Plan: $50 per copy.
D. 
Police reports and photographs.
(1) 
Police accident reports: same as Subsection A above, if requested and picked up in person.
(2) 
Police accident reports, when copies are requested other than in person: $5 for the first three pages and $1 per page for each additional page, as established by N.J.S.A. 39:4-131.
(3) 
Photographs or copies: $5 each for the first 10; $3 each additional.
[Amended 6-12-2008]
(4) 
A fee of $10 is hereby established for fingerprinting of any individual.
(5) 
For Municipal Court discovery, videotapes, DVDs and CDs shall be charged at the rate of $25 per item; other forms of electronic or digital storage media shall be charged at a rate to be determined as needed.
[Added 11-19-2004; amended 6-12-2008]
(6) 
On any item that cannot be photocopied on the Borough copy machine or not otherwise provided for herein, the actual cost incurred in making the copy shall be charged.
[Added 11-19-2004]
(7) 
Actual postage shall be charged for any discovery sent by mail, as well as $0.25 for the envelope for any discovery sent by mail.
[Added 11-19-2004]
(8) 
Where Municipal Court discovery must be obtained from an entity other than the Borough of Allendale, e.g., another police department, the actual cost paid to the other entity shall be paid by the requestor.
[Added 11-19-2004]
(9) 
Radio/tape: $15 per item.
[Added 6-12-2008]
(10) 
Operations reports: $10 per report.
[Added 6-12-2008]
(11) 
Investigation reports: $10 for one- to five-page reports; $16, six-or-more page reports.
[Added 6-12-2008]
E. 
Electronic records.
(1) 
Copy of videotape.
(a) 
Tape supplied by municipality: $50.
(2) 
Copy of audiotape.
(a) 
Tape supplied by requestor: $25.
(b) 
Tape supplied by municipality: $30.
(3) 
Copy of electronic document or database. The following fees cover the cost of copying existing files to a floppy disk or CD. Any requests for software conversions shall be subject to the special service charge described below. For security reasons, the use of a floppy disks or CD provided by the requestor is prohibited.
(a) 
Floppy disks: $5, plus cost of disk ($0.50 each).
(b) 
CD: $5, plus cost of CD ($3 each).
F. 
Miscellaneous.
(1) 
Municipal lien search, under N.J.S.A. 54:5-11: $10.
(2) 
Tax account history: $2.
(3) 
Water account history: $2.
(4) 
Assessment for improvement history: $2.
(5) 
Water and sewer specifications: minimum of $5.
(6) 
List of property owners, under N.J.S.A. 40:55D-12c.: $0.25 per name or $10, whichever is more.[1]
[1]
Editor's Note: The former entry for certified copy of marriage, birth or death cetificate, which immeditely followed this subsection, was repealed 2-5-2004.
G. 
A special service charge shall be imposed, in addition to the actual cost of duplicating the record, where the nature, format, manner of collation or volume of printed matter is such that it cannot be reproduced by ordinary document-copying equipment in ordinary business size or where such record involves an extraordinary expenditure of time and effort to accommodate the request. The requestor shall have the opportunity to review and object to the special service charge prior to it being incurred. Charges shall be as follows:
(1) 
The actual cost (materials and supplies but no staff labor) of duplication or reproduction; plus
(2) 
A special service charge of $50 per hour or the actual direct cost of labor (if less) shall be imposed for each hour of extraordinary time predicted to be utilized to respond to the request. The rate shall be assessed in ten-minute increments. A deposit of 50% of the estimated amount shall be made at the time of the request if the estimated cost of reproducing and/or special service charge exceeds $25. The balance will be paid at the time of pickup of documents.
H. 
Conversion of records from one medium to another. Cost of duplication plus special service charges as follows:
(1) 
Conversion of paper record to electronic form: $50 per hour.
(2) 
Conversion of electronic files from one software product to another: $50 per hour.
I. 
Applicable postage shall be added for any and all records requested by mail.
J. 
A deposit shall be paid prior to filling any anonymous request where it is estimated that the information requested will cost in excess of $5 to reproduce. The amount of the deposit shall equal the total estimated cost of filling the request.
The Mayor and Borough Council may, by resolution, waive the fees or other charges otherwise chargeable if the requestor of governmental records is a governmental or educational entity.
Nothing in this article shall require the custodian of documents or any other municipal official to examine, analyze, tabulate or interpret documents which are subject to production under the New Jersey Open Public Records Act. Nothing in this article shall be construed as requiring the Borough of Allendale to furnish copies of any privileged documents or other documents which have been determined not disclosable in accordance with law.
The Borough of Allendale may be compelled by New Jersey law to produce or duplicate governmental records, but no compliance with these legal obligations shall be deemed to constitute a license, sublicense or waiver of copyright laws. The Municipal Clerk shall give the following notice to any requestor of governmental records:
"Notice-Copyright Laws
You must comply with U.S. Copyright Laws. These laws may restrict your right to use, duplicate or modify the records provided to you by the Borough of Allendale. You should consult your own legal counsel on this since severe civil and criminal penalties for violation of copyright laws are provided.”