[HISTORY: Adopted by the Board of Trustees of the Village of Cazenovia as indicated in article histories. Amendments noted where applicable.]
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:
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.
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.