This policy addresses the collection, distribution, access, use and security of written communications transmitted to or on behalf of Members of the Township Council.
I. Written Communications
Any and all written communications intended for Members of the Township Council must be forwarded to the Township Clerk located at:
One Jean Walling Civic Center
P.O. Box 1081
East Brunswick, NJ 08816-1081
A. Written Communications to Specific Council Members
Upon receipt of written communications intended for a specific Council Member, the Township Clerk will disseminate the same to the appropriate Council Member. If a Council Member decides to respond to a communication, he/she will forward a response to the Township Clerk who will then forward the same to the appropriate person(s).
B. Written Communications to the Township Council
Upon receipt of written communications intended for the Township Council at large, the Township Clerk will disseminate the same to all Council Members. If a Council Member decides to respond to a communication, he/she will forward a response to the Township Clerk and copy all other Council Members. Upon receipt of same, the Township Clerk will forward the response(s) to the appropriate person(s).
C. E-Mail and/or Other Written Communications Not Received by Township Clerk
In the case of e-mail or other written communications sent directly to a specific Council Member outside the Township Clerk's office, the Council Member may directly respond to said communications. In the event a Council Member responds to a communication, he/she will also forward a copy to the Township Clerk who will then forward the same to all other Council Members.
D. Routine Items and/or General Information
In the event a person seeks general information which is available or accessible to the Township Clerk, the Township Clerk may provide that information as appropriate.
The Township Council may provide responses to written communications only if each communication is accompanied with a name and address. The Township Council will not respond to any unsigned or anonymous communications, including e-mail addresses not accompanied with a name and address.
III. Privacy Warning
In the State of New Jersey, laws exist to ensure that government is open and that the public has a right to access appropriate records and information possessed by state government. All written communications directly or indirectly connected with official Township business shall be deemed to be public record unless it falls within one of the exceptions set forth in P.L. 2001, c. 404 (Jan.8, 2002).
The above notwithstanding, personal information will be safeguarded from public access unless such disclosure is required under the Right to Know law, the Common Law Right to Know, other State and/or Federal law or pursuant to court order. Personal information includes such items as a social security number, unlisted telephone number, credit card number, and driver's license. If personal information is being used for a purpose other than what was intended when submitted, please contact the Township Clerk.
The Township Council specifically disclaims any and all liability from damages in connection with any and all written communications transmitted to or on behalf of Members of the Township Council.