[HISTORY: Adopted by the Board of Trustees
of the Village of Flower Hill as indicated in article histories. Amendments
noted where applicable.]
[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:
A.
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.
B.
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:
A.
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.
B.
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.
C.
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.
D.
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.
E.
Place of inspection. Records may be inspected only
at the office or location where they are regularly maintained.
F.
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.
A.
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.
B.
All such appeals shall be delivered to the records
access officer within 30 days after the denial from which such appeal
is taken.
C.
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]
A.
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.
B.
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]
[Amended 11-7-2022 by L.L. No. 15-2022]
The Records Retention and Disposition Schedule
LGS-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:
A.
Only those records will be disposed of that are described
in Records Retention and Disposition Schedule LGS-1 after they have
met the minimum retention period prescribed therein.
[Amended 11-7-2022 by L.L. No. 15-2022]
B.
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.
