[HISTORY: Adopted by the Town Board of the Town of Rhinebeck 4-14-1975 by resolution. Section 93-6B amended and § 93-10A(4), (5), (6), (9), (20) and (32) added at time of adoption of Code; see Ch. 1, General Provisions, Art. I. Other amendments noted where applicable.]
GENERAL REFERENCES
Fees — See Ch. A126.
The following rules and regulations shall apply to the public inspection and copying of such Town records as are subject to public inspection by law and shall continue in effect until altered or superseded by further resolution of this Town Board or by action of the Committee on Public Access to Records established pursuant to Chapters 578, 579 and 580 of the Laws of 1974.[1]
[1]
Editor's Note: See now the Public Officers Law, Article 6, Freedom of Information Law.
A. 
The following positions are hereby designated as records access officers:
(1) 
Town Clerk, 80 East Market Street, Rhinebeck, New York.
(2) 
Deputy Town Clerk, 80 East Market Street, Rhinebeck, New York.
(3) 
Supervisor's bookkeeper, 80 East Market Street, Rhinebeck, New York.
(4) 
Court Clerk 80 East Market Street, Rhinebeck, New York.
B. 
Records access officers' duties and responsibilities. The records access officers shall:
(1) 
Coordinate all public requests for access to records with all Town departments.
(2) 
Be responsible for assuring that all Town departments maintain an up-to-date subject matter list.
(3) 
Assist the requester in identifying the requested records, if necessary.
(4) 
Make the specified record or records available for inspection.
(5) 
When denying access to a record, give reasons for denial in writing.
(6) 
Upon request, make copies available upon payment of fee.
(7) 
Permit the requester to copy records.
(8) 
Upon request, certify that a transcript is a true copy of records copied.
(9) 
Upon failure to locate a record, certify that:
(a) 
The Town of Rhinebeck is not the legal custodian for such record; or
(b) 
The record of which the Town is the legal custodian cannot be found.
A. 
For the purpose of administering this regulation, the Supervisor's bookkeeper is hereby designated as the fiscal officer.
B. 
Fiscal officers' duties and responsibilities. The fiscal officer shall, upon request, make available to any person the salary and title of every officer and/or employee of the Town of Rhinebeck.
All records of the Town of Rhinebeck are available for inspection or copying at the Town Hall located at 80 East Market Street, Rhinebeck, New York.
Records shall be available for inspection and/or copying during regular business hours from 9:00 a.m. to 11:00 a.m. and 1:00 p.m. to 3:00 p.m.
A. 
There shall be no fee charged for the following:
(1) 
Inspection of records.
(2) 
Search for records.
(3) 
Any certifying act.
B. 
A charge as provided in Chapter A126, Fees, per page shall be imposed to cover actual photocopying cost.[1]
[1]
Editor's Note: Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
C. 
Fees for reproducing maps and drawings shall cover actual cost, plus any special handling charges.
The following information shall be conspicuously posted.
A. 
The names, titles, business addresses and telephone numbers of the records access officers.
B. 
The place and time records will be available for public inspection and/or copying.
C. 
The name, job title, business address and telephone number of the appeal person and/or body.
A. 
An oral request is all that is required for the visual inspection of any record or document.
B. 
A written request is required for the copying of any record or document. Request forms (Exhibit A[1]) are available for this purpose from one of the records access officers.
[1]
Editor's Note: Exhibit A is on file in the office of the Town Clerk, where it may be examined during regular office hours.
C. 
Upon an oral or written request for a record or document, the records access officer will promptly:
(1) 
Assist the applicant in identifying the record or document he or she is seeking.
(2) 
Search for the record or document and, upon locating them:
(a) 
Review such record or document and delete any information which would constitute an unwarranted invasion of personal privacy and thereafter make the record or document available to the applicant; or
(b) 
Deny access to the record.
D. 
Upon request for copies of records or documents, make copies available upon payment of the established fee.
E. 
Upon request, certify to the correctness of the records copied.
F. 
If the record or document cannot be located, take one of the following actions:
(1) 
Certify, in writing, that the Town of Rhinebeck is not the legal custodian for such record; or
(2) 
Certify, in writing, that the record of which the Town of Rhinebeck is the legal custodian cannot be found.
Any individual denied access to a public record or document may appeal such denial to the Town Supervisor or the Town Board. The applicant shall be given written notice of such denial explaining that he has the right to appeal. Forms for filing an appeal are available from anyone of the records access officers. (See Exhibit A for the appeals form.[1])
[1]
Editor's Note: Exhibit A is on file in the office of the Town Clerk, where it may be examined during regular office hours.
This list defines the records and/or documents and the office in which they are located that are available for public inspection and copying.
A. 
Town Clerk.
(1) 
Annual financial report.
(2) 
Audits.
(3) 
Bids.
(4) 
Board of Appeals files. In-process or completed[1]:
(a) 
Administrative review applications.
(b) 
Special permit applications.
(c) 
Variance applications.
(d) 
Site plan applications.
[1]
Editor's Note: Added at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
(5) 
Board of Appeals minutes.[2]
[2]
Editor's Note: Added at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
(6) 
Board of Appeals resolutions.[3]
[3]
Editor's Note: Added at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
(7) 
Budget.
(8) 
Building permits.
(9) 
Comprehensive plan book.[4]
[4]
Editor's Note: Added at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
(10) 
Contracts.
(11) 
Deeds.
(12) 
Dog statistics.
(13) 
Election information.
(14) 
Highway specifications.[5]
[5]
Editor's Note: See Ch. 76, Highway Standards.
(15) 
Insurance policies.
(16) 
Indebtedness schedule.
(17) 
Local laws, ordinances and resolutions.
(18) 
Operating procedures.
(19) 
Petitions.
(20) 
Planning Board files.[6]
(a) 
Subdivision applications, in process or disapproved. [NOTE: Approved plats are filed in the County Clerk's office.]
(b) 
Zoning referrals, in process. [NOTE: Zoning referrals, when complete, are a part of the record of the Board of Appeals.]
[6]
Editor's Note: Added at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
(21) 
Planning Board minutes.
(22) 
Planning Board resolutions.
(23) 
Property assessments.
(24) 
Purchase orders.
(25) 
Salary schedules.
(26) 
Subdivision regulations.[7]
[7]
Editor's Note: See Ch. 101, Subdivision of Land.
(27) 
Tax Maps.
(28) 
Town Board minutes.
(29) 
Town Board resolutions.
(30) 
Vital statistics.
(31) 
Vouchers and invoices.
(32) 
Zoning Law.[8]
[8]
Editor's Note: Added at time of adoption of Code; see Ch. 1, General Provisions, Art. I. Also, see Ch. A136, Zoning.
B. 
Bookkeeper.
(1) 
Annual financial report.
(2) 
Bank books.
(3) 
Budget.
(4) 
Cash books.
(5) 
Indebtedness schedule.
(6) 
Ledger books.
(7) 
Payroll information.
(8) 
Purchase orders.
(9) 
Salary schedule.
(10) 
Vouchers and invoices.
C. 
Court Clerk.
(1) 
Court docket.