The following rules and regulations shall apply
to the public inspection and copying of such Town records as are subject
to public inspection by law.
[Amended 5-8-1978]
Such records shall be made available for public
inspection on regular business days between the hours of 10:00 a.m.
and 12:00 noon and 1:00 p.m. and 3:00 p.m., if readily available.
If not readily available, written request specifically describing
records to which access is desired shall be filed with the Town officer
or employee charged with the custody and keeping thereof, who shall
produce the same within five days of such request. Such written request
shall be on the form prescribed by the Town Board.
The responsibilities of the public access officer
shall be to:
A. Maintain an up-to-date subject matter list of records
available, to be revised twice annually.
B. Assist requesters of information in identifying records.
C. Make final determination for requests.
D. Provide for reproduction upon payment of fees.
E. Make records subject to inspection available upon
request.
F. Certify records upon request, upon payment of a fee,
or certify that the specified record cannot be found after diligent
search or that the official is not the custodian for such records.
An agency or municipality or officer thereof
may delete identifying details when it makes records available. An
unwarranted invasion of personal privacy includes but shall not be
limited to:
A. Disclosure of such personal matters as may have been
reported in confidence to an agency or municipality and which are
not relevant or essential to the ordinary work of the agency or municipality.
B. Disclosure of employment, medical or credit histories
or personal references of applicants for employment, except that such
records may be disclosed when the applicant has provided a written
release permitting such disclosure.
C. Disclosure of items involving the medical or personal
records of a client or patient in a hospital or medical facility.
D. The sale or release of lists of names and addresses
in the possession of any department if such lists would be used for
private commercial or fund-raising purposes.
E. Disclosure of items of a personal nature when disclosure
would result in economic or personal hardship to the subject party
and such records are not relevant or essential to the ordinary work
of the department.
In addition to such requirements as may be imposed
by this article, each board, commission or other group of the Town
having more than one member shall maintain and make available for
public inspection a record of the final votes of each member in every
agency proceeding in which he votes.
[Amended 2-25-2002 by L.L. No. 3-2002]
Records Retention and Disposition Schedule MU-1,
issued by the State Archives and Records Administration, State Education
Department, pursuant to § 57.25 of the Arts and Cultural
Affairs Law, and Part 185, Title XIII, of the Official Compilation
of Codes, Rules and Regulations of the State of New York, and containing
minimum retention periods for Town records is adopted for use by the
Town Clerk.
[Amended 2-25-2002 by L.L. No. 3-2002]
The Town Board authorizes the disposal of records:
A. That are described in Records Retention and Disposition
Schedule MU-1 after they have met the minimum retention periods described
therein; and
B. That do not have sufficient administrative, fiscal,
legal, or historical value to merit retention beyond established legal
minimum periods.
The Town Clerk is directed to furnish a certified
copy of this article to the Commissioner of Education.