[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.]
GENERAL REFERENCES
Returned checks — See Ch. 68.
Fees — See Ch. 87.
[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.
[1]
Editor's Note: Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
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]
[1]
Editor's Note: See Ch. 87, Fees. Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
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.
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.
[1]
Editor's Note: See Ch. 87, Fees.
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]
[1]
Editor's Note: Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
D. 
A person denied access to a record in an appeal determination may bring a proceeding for review of such denial pursuant to Article 78 of the Civil Practice Law and Rules.[2]
[2]
Editor's Note: Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
A. 
The fees for copies of available records shall be as set forth in Chapter 87, Fees.
B. 
Fees may be paid by check or money order payable to the Incorporated Village of Plandome.
[1]
Editor's Note: Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
[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.