[HISTORY: Adopted by the Board of Trustees of the Village of Flower Hill as indicated in article histories. Amendments noted where applicable.]
Article I Public Access
Article II Retention and Disposition
[Adopted 1-6-1976 as Art. II of Ch. 20 of the 1976 Code]
The preliminary regulations stated herein shall be and they hereby are established with respect to public inspection of and availability of records of the village.
The following officers are designated for the purposes of these regulations:
Records access officer. For all village records, the records access officer shall be the Village Clerk or Village Clerk-Treasurer, whose office is located at One Bonnie Heights Road, Manhasset, New York, 11030.
Fiscal officer. The fiscal officer shall be the Village Treasurer or the Village Clerk-Treasurer, whose office is located at One Bonnie Heights Road, Manhasset, New York 11030.
Requests for inspection and copies of records of the village shall be made at the office of the village, One Bonnie Heights Road, Manhasset, New York 11030.
Requests to inspect or secure copies of village records may be made on weekdays between the hours of 9:30 a.m. and 3:30 p.m.
The following procedure shall be followed in connection with requests to inspect or secure copies of records:
Requests to inspect or secure copies of records shall be submitted to the records access officer or his designated representative on a form prescribed by the Board of Trustees, copies of which are available in the office of the records access officer.
The records access officer or his designated representative will determine and advise the requester whether the records specified in the request are available for inspection and copying, and the cost thereof.
With respect to records which are determined to be available, the records access officer will direct the requester to the place where the requested records may be inspected and will arrange for the preparation and certification of copies upon tender of the required fee. No copies will be prepared in advance of payment of fees.
With respect to records which are determined not to be available, the records access officer will note the reason for unavailability on the request form and return one copy of the form to the requester.
Place of inspection. Records may be inspected only at the office or location where they are regularly maintained.
Requests by mail. Requests by mail for copies of available records may be addressed to the records access officer and will be honored, upon payment of the required fee, provided that the requester and the record, of which a copy is requested, are sufficiently identified to make compliance practicable.
Appeals shall be directed to the Mayor on forms prescribed by the Board of Trustees, copies of which are available at the office of the records access officer.
All such appeals shall be delivered to the records access officer within 30 days after the denial from which such appeal is taken.
Appeals will be determined by the Mayor or his authorized representative.
[Amended 7-11-1983 by L.L. No. 2-1983]
The fees for copies of available records shall be as set forth in § A243, Fees, Charges and Deposits, of the Code of the Village of Flower Hill and shall be paid in cash or by check or money order, payable to the order of the Village of Flower Hill.
[Amended 11-10-1999 by L.L. No. 3-1999]
Until completion of the guidelines to be adopted by the Committee on Open Government, the records access officer shall provide public access to village records in accordance with the standards and policies heretofore and customarily followed by the village, as those policies may be modified by specific provisions of the Freedom of Information Law.
Upon completion of the guidelines by the Committee on Open Government, these regulations shall be amended to set forth more specific standards, in compliance with those regulations, for defining the specific records of the village which shall be made available under these regulations.
[Adopted 11-10-1999 by L.L. No. 3-1999]
The 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 records 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.