Town of Naples, NY
Ontario County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Town Board of the Town of Naples as indicated in article histories. Amendments noted where applicable.]
041a Freedom of Information Request Form
[Adopted 3-11-1996 by resolution]
[1]
Editor's Note: The Freedom of Information Request Form that accompanies these provisions is included at the end of this chapter.

§ 41-1 General information.

A. 
By law, copies of standard-side documents can cost no more than $0.25 per page. The Town of Naples, like most agencies, charges for all documents copied at the following rates: $0.25 for minute pages, all double-sided copies and legal size copies; $0.15 for one-sided letter size copies; all others at actual cost.
B. 
Cost of copies of Board minutes tapes will be actual cost of copy plus $1.
C. 
You may inspect documents first and then ask for copies only of the ones you really want.
D. 
We will respond to your request within five business days from the time we receive it. If we must deny your request, you will receive written notification.
E. 
If your request is denied, you may appeal in writing within 30 days to our agency's appeal officer. Address appeals to: Naples Town Board, P.O Box 535, Naples, NY 14512.

§ 41-2 Grounds for denial of request.

Grounds for denial of request shall be as follows:
A. 
Interagency or intra-agency documents, except "final agency policy," "instructions to staff that affect the public" and "statistical or factual tabulations or data."
B. 
Certain law enforcement records, but not original police reports, although some information, including the names of suspects, may be deleted.
C. 
Records that would result in an "unwarranted invasion of personal privacy."
D. 
Records that would impair pending contract awards or endanger collective bargaining negotiations.
E. 
Trade secrets.
F. 
Computer access codes.
G. 
Records which, if disclosed, would endanger anyone.
H. 
Civil service examination questions and answers prior to administration of the test.
I. 
Records specifically exempted by state or federal law.

§ 41-3 Questions on policy.

Please address any questions to the Naples Town Clerk.
[Adopted 12-14-1998 by resolution[1]]
[1]
Editor's Note: This resolution also provided that it is adopted in conjunction with Motion 27-89, adopting a schedule for records retention and disposition.

§ 41-4 Designation of records management officer.

The Town Clerk shall serve as the records management officer. The records management officer's designee, (hereafter referred to collectively as "RMO"), shall be responsible for the records management program established by this article and subsequent amendments thereto. The RMO will be responsible for administering the inactive and archival public records for the Town of Naples in accordance with local, state, and federal laws and guidelines The RMO shall be responsible for overseeing micrographics and new technology projects involving town records.

§ 41-5 Powers and duties.

A. 
The RMO shall have all the necessary powers to carry out the efficient administration of records, the determination of value, use, preservation, storage and disposition of the inactive and archival public records kept, filed or received by the offices and departments and guidelines.
B. 
The RMO shall establish guidelines for proper records management in any department or agency of the Town of Naples in accordance with local, state, and federal laws, regulations and guidelines.
C. 
The RMO shall report annually to the Town Board on the powers and duties herein mentioned, including, but not limited to, the cost/benefit ratio, efficiencies, and administrative economies of programs implemented by the RMO.

§ 41-6 Records center.

The RMO shall have at his/her disposal adequate designated space dedicated specifically for the storage, processing and servicing of inactive and archival records for all town departments and agencies. The records center will be administered by the RMO.

§ 41-7 Disposition of records.

A. 
The RMO shall be the sole officer with authority over the disposition of records in consultation with the respective officer or department head who had custody of the records of his/her respective office or department, and with the Records Advisory Board.
B. 
Records shall be transferred to the town archives upon recommendation of the RMO, with the approval of the head of the department which has legal custody of the records, and the approval of the Records Advisory Board.

§ 41-8 Records Advisory Board.

A. 
The Town Board shall appoint a Records Advisory Board, consisting of four members. The Records Advisory Board shall be composed of the Town Clerk, Town Supervisor, Town Attorney, and one member designated by the Town Board each year.
B. 
The function of the Records Advisory Board shall be to advise and make suggestions to the RMO on future improvements of the Town of Naples Records Management Program. The Board shall meet at least twice a year.
C. 
The RMO shall call all meetings of the Records Advisory Board. At said meeting, the RMO shall present progress reports of the program, review records management and archives policies, and examine and discuss recommendations offered by the Records Advisory Board.