[Adopted 5-21-2012 by Ord. No.
12-07[1]]
[1]
Editor's Note: This ordinance also repealed former Art.
II, Public Records Request Form, adopted 7-15-2002 by Ord. No. 02-14.
A.
The Municipal Clerk shall serve as the custodian of all records maintained
by the City of Salem. The Municipal Clerk shall be assisted by the
staff of the Clerk's office and all department heads in fulfilling
the obligations under this article.
B.
Responsibilities. The custodian of records shall have the following
responsibilities:
(1)
The custodian shall ensure that procedures are in place so that requests
for department records are received, reviewed and filled, if appropriate,
as required by the law.
(2)
The custodian shall review all requests for access to department
records that are held and maintained by the City of Salem and make
certain that requests are appropriately acted upon within the time
prescribed by law.
The public records of the City of Salem shall be accessible
for examination and copying in accordance with N.J.S.A. 47:1A-1 et
seq. upon the terms and conditions as hereinafter provided. Such inspection
shall be made only at reasonable times during business hours and without
interference with the conduct of the affairs of the office or other
place where such records are kept or maintained. The City of Salem
is entitled to charge and collect fees for the reproduction of any
public records, which pursuant to N.J.S.A. 47:1A-5 shall be $0.05
per letter size page or smaller, and $0.07 per legal size page or
larger. The City shall be permitted to charge the actual cost of duplicating
the record if it can be demonstrate that the actual cost exceeds the
foregoing rates.
A.
The Clerk of the City of Salem and any other department so authorized
under statute or ordinance shall also charge requestor for the following:
(1)
Upon providing photocopies of documents requested:
|
Page Size
(inches)
|
Fee
(per page)
|
|---|---|
|
8.5 by 11
|
$0.05
|
|
8.5 by 14
|
$0.07
|
(3)
The actual cost of any document sent by mail, including cost of envelope
and postage.
(4)
Photographs will be photocopied at the rate established herein. If
requests are made for duplicate photographs, the actual cost of making
the photograph shall be charged.
(5)
Any item that cannot be photocopied by the City, or not otherwise
provided for by ordinance, shall be subject to a charge based on actual
costs incurred in making the copy.
(6)
Duplication of videotapes/dvds will be charged for the actual cost
of the videotape/dvd.
B.
Any citizen who is seeking a copy of documents not currently stored
on City property will be charged for the retrieval and delivery of
such documents as well as the cost of sending the documents back to
the original location.
C.
Should a citizen request information or documents in a medium not
routinely maintained by the City or requiring a substantial amount
of manipulation or programming of information technology, then the
custodian of records can charge the actual cost of duplication and
service charge that shall be reasonable and shall be based on the
cost for any extensive use of information technology, or for the labor
cost of personnel providing the service, that is actually incurred
by the City attributable to the City for programming, clerical and
supervisory assistance required, or both, per N.J.S.A. 47:1A-5.
D.
The custodian of records shall also charge a requestor for information
or documents and the cost of postage should the request include mailing
of the documents to the requestor.
E.
Delivery of records. The custodian of records must respond within
seven business days of the original request. If the record requested
is not currently available or is in storage or archived, the person
making the request will be advised of when the record will be made
available and any estimated fees that will be applicable. The person
requesting the records must personally take delivery of those records
once copies are made available.
