[HISTORY: Adopted by the Town Board of the
Town of Naples as indicated in article histories. Amendments noted
where applicable.]
[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.
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.
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.
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.
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.
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.
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.
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.
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.
