[HISTORY: Adopted by the Board of Trustees of the Incorporated Village
of Plandome: Art. I, 4-16-1975; Art. II, 6-13-1989. Amendments noted where
applicable.]
[Adopted 4-16-1975]
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, whose office is located
at 65 South Drive, Plandome, New York 11030.
B.
Fiscal officer. The fiscal officer shall be the Village
Treasurer, whose office is located at 65 South Drive, Plandome, New York 11030.
Requests for inspection and copies of records of the village shall be
made at the office of the village, 65 South Drive, Plandome, New York 11030.
Requests to inspect or secure copies of village records may be made
on weekdays between the hours of 2:00 p.m. and 4:00 p.m.
The following procedures 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, within five (5) business days of receipt of a written request of a record
reasonably described, determine and advise the requester whether the records
specified in the request are available for inspection and copying, and the
fee therefor.[1]
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 (1) copy of the form to the requester.
Records may be inspected only at the office or location where they are
regularly maintained.
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,[1] provided that the requester and the record of which 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 thirty (30) days after the denial from which such appeal is
taken.
C.
Appeals will be determined, in writing, by the Mayor
or his authorized representative within seven (7) business days of receipt
of the written appeal. A copy of the appeal and decision shall be forwarded
to the applicant, records access officer and the New York State Committee
on Public Access.[1]
B.
Fees may be paid by check or money order payable to the
Incorporated Village of Plandome.
[Adopted 6-13-1989]
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, be, and it hereby
is, adopted for use by all municipal officers of the Incorporated Village
of Plandome in disposing of village government records listed therein.
In accordance with Article 57-A, cited above:
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.
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.
