[HISTORY: Adopted by the Board of Trustees of the Village of Delhi as indicated in article histories. Amendments noted where applicable.]
Article I Public Access to Records
Article II Records Retention
[Adopted 6-8-1978 (Ch. 32, Art. I, of the 1979 Code)]
As used in this article, the following terms shall have the meanings indicated:
- The Village of Delhi and its departments, divisions, offices, bureaus and boards, committees or commissions created or appointed by the Village Board.
- The same meaning as set forth in § 86(4) of the Public Officers Law.
The following person is hereby designated as records access officer for the agency: Village Clerk, Village Hall, Delhi, New York.
The records access officer shall be responsible for assuring that agency personnel:
Comply with the requirements and provisions of the Freedom of Information Law, the rules and regulations of Committee on Open Government and with this article in providing access to agency records.
Maintain an up-to-date subject matter list of records, update it twice a year and make it available for public inspection and copying.
Explain in writing reasons for denial of access and advise the requester of the right to appeal, setting forth the name, title, business address and telephone of persons to whom appeal may be taken.
Upon request, calculate in advance the total cost of copies.
Records of the agency are located at the Village Hall, Delhi, New York. All requests for public access to records shall be accepted and records produced during all hours that the Village Hall is regularly open for business.
The Village Board of Trustees is hereby designated to hear and determine appeals from a denial of access to agency records in accordance with the Freedom of Information Law, rules and regulations of Committee on Open Government and this article.
Unless another fee is prescribed by state law, the fee for photocopying a record not to exceed nine inches by 14 inches shall be $0.25 per page. Other records shall be the actual cost of reproduction, excluding fixed costs such as the salary of the employee. A typed or handwritten transcript shall consist of the actual clerical time involved in making the transcript.
A copy of this article shall be posted by the Village Clerk, and a copy thereof shall also be mailed or delivered to the news media for public information purposes.
[Adopted 12-21-1992 (Ch. 32, Art. II, of the 1979 Code)]
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 disposing of municipal government records listed therein.
The Village Clerk is hereby designated as records management officer.
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.