[HISTORY: Adopted by the Board of Trustees of the Village of Cazenovia
as indicated in article histories. Amendments noted where applicable.]
[Adopted 9-4-1974]
This Village Board hereby promulgates this set of rules in accordance
with Chapter 578 of the Laws of 1974.
The Village Clerk is hereby designated as the Records Access Officer
of the Village of Cazenovia.
Persons seeking public records shall make application to the Records
Access Officer upon the application form supplied by such officer, in the
event such records are not readily available.
The Records Access Officer is hereby directed to make available to persons
requesting records, those public records which, by law, are required to be
made available for public inspection and copying. In the event that the request
for public records interferes with the operation of the office of the Village
Clerk and makes it difficult for members of the public to receive the regular
services of the Village Clerk, the Records Access Officer is hereby authorized
to establish hours during each day when he shall process requests for records,
including the times when such requests shall be made, in order to enable him
to find the records for review and copying; the times so established by the
Records Access Officer shall be conspicuously posted in the office of the
Village Clerk and are established from 9:00 a.m. to 12:00 noon and 1:00 p.m.
to 4:00 p.m.
The Records Access Officer is authorized to copy any records which are
within purview of the law.
The fee shall be as set from time to time by resolution of the Village
Board of Trustees.
No records shall be removed from the lawful custody of any public office
charged with the duty of maintaining such records.
In the event that any requests cannot be met because of such records
are being used for current working purposes, the applicant shall be advised
of such fact, and every effort will be made to arrange a specific time when
such records will be available.
In the event a question arises as to the nature of the records in that
public viewing of such records may result in an unwarranted invasion of a
citizen's personal privacy or may result in a disclosure of material
that must be confidential to promote effective law enforcement or for any
other reason which, in the opinion of the Records Access Officer, are valid
to promote the public interest while consistent with the new law, the Records
Access Officer shall confer with the Village Attorney before determining if
such records shall be made available for inspection.
In the event that any person is denied access to any public records
in violation of the law, that person shall advise the Village Board of such
denial, in writing, and set forth the records requested, the reason for denial
and that fact that the fees for such records were, in fact, tendered.
These regulations shall be temporary and considered as such until the
state guidelines are promulgated and until more comprehensive regulations
can be prepared.
The purpose of such regulations shall be to maintain the spirit of the
law and to recognize that the concept of open records is consistent with the
purpose of this Board of Trustees.
[Adopted at time of adoption of Code (see Ch. 1, General Provisions,
Art. I)]
Records Retention and Disposition Schedule MU-1, issued pursuant to
Article 57-A of the Arts and Cultural Affairs Law and containing legal minimum
retention periods for municipal government records is hereby adopted for use
by all municipal officers in disposing of municipal government records listed
therein.
In accordance with Article 57-A:
A.Â
Only those record will be disposed of that are described
in Records Retention and Disposition Schedule MU-1 after they have met the
minimum retention period prescribed therein.
B.Â
Only those records will be disposed of that do not have
sufficient administrative, fiscal, legal or historical value to merit retention
beyond established time periods.
