Statements for legal services must comply with the approved fee schedule:
A. Hourly rate.
(1) Approved hourly rates are:
(a) Attorneys: $95 per hour.
(b) Paralegals: $60 per hour.
(2) Duplication of effort. There are times when more than one attorney will be working on a case, but those times should be rare. Generally, conferences of attorneys within an office should be billed only by the attorney primarily handling the case.
(3) The following are considered to be paralegal functions and should be billed at the paralegal rate:
(a) Preparation of form interrogatories.
(b) Preparation of discovery motions.
(c) Summarizing answers to interrogatories.
(d) Preparation of nonstandard record subpoenas.
(e) Preparation of authorization to secure records (medical, tax, union).
(f) Summarizing employment and medical records.
(g) Preparation of witness and exhibit list.
(4) Secretarial functions are part of office overhead and should not appear on billings. The following functions are considered to be secretarial:
(a) Scheduling and arrangements of meetings and appointments.
(b) Scheduling of arrangements for examinations.
(c) Preparation of subpoena for employment and medical records.
(d) Preparation of subpoenas and notices for taking depositions.
(e) Calendar management.
(f) Conflict checks.
(g) Organizing and reorganizing files.
(h) Indexing and tabbing file materials.
(i) Pick up and delivery of documents and records.
(j) Telephone calls and/or correspondence to copy service providers.
(k) Arrangements for deposition transcripts.
(l) Creating and organizing binders and notebooks and file folders.
(m) Copy, collating and binding.
(n) Preparation of medical or employment authorizations.
(o) Preparation of document inventory.
B. Out-of-pocket costs. Out-of-pocket expenses are reimbursable where those costs are necessary to the defense of a claim and where those costs are not considered to be "overhead" items for the defense attorney.
C. Deposition costs; expert witnesses and independent medical examinations. The authorization for independent medical examinations should be obtained, in advance, from the Town of Hammonton. The retention of expert witnesses, other than for medical examinations, should be reviewed with the Municipal Solicitor and Town of Hammonton before proceeding.
D. Filing fees are fully reimbursable.
E. Investigators. Investigations should be coordinated with the Town of Hammonton. Any decision to retain an outside investigator must be approved by the Town of Hammonton.
F. Messenger and overnight delivery. These items will be reimbursed only where the use of messenger services and overnight delivery services are necessary for the proper defense of a case. The use of messenger and overnight delivery services must be monitored and will not be reimbursed where they are used as a matter of convenience and not of necessity.
G. Mileage. No mileage reimbursement is applicable for travel within or to the county in which the municipality is located or in which the defendant attorney is located. Mileage reimbursement will be made for necessary travel beyond those limits at the rate established by the Internal Revenue Service for mileage expenses.
H. Photocopying. Where photocopying is necessary for the filing and service of multiple copies of pleadings, motions, briefs and similar documents, the photocopying charges will be reimbursed at a rate not to exceed $0.25 per page. Photocopying done as a matter of convenience for correspondence (including copies sent to other counsel or to the Town of Hammonton or to the Municipal Solicitors) are not reimbursable and are considered to be overhead expenses.
I. Overhead items.
(1) These are items which some law firms might treat as out-of-pocket costs which the Town of Hammonton believes are properly classified as overhead costs and which are not reimbursable.
(2) Examples of items which constitute overhead expenses and which should not appear on billings are: postage (except for extraordinary expenses such as certified mail and return receipt charges), library expenses (including computerized on-line research), local mileage, clerical expenses, photocopying for routine purposes, telephone charges, telefax charges.
J. Billing procedure.
(1) Statements for services must be submitted on a quarterly basis to the Town of Hammonton with a copy to the Municipal Solicitor. All statements must be itemized with the time calculated in 1/10 of an hour increments. The date, description of the service rendered, and identity of the person providing the service must be provided for each entry. Appropriate documentation must be provided for each entry. Appropriate documentation must be provided for out-of-pocket costs and disbursements. Each interim and final statement will reflect current period outstanding fees plus cumulative paid fees and expenses from the inception of the legal activities of the file. The Town of Hammonton will review all statements for services rendered and make inquiries on any questionable items to the defense attorney and Municipal Solicitor.
(2) Once the billing has been reviewed by the Town of Hammonton and the Municipal Solicitor, payment shall normally be processed as soon as is practicable.