[HISTORY: Adopted by the Board of Trustees of the Village of Roslyn Harbor as indicated in article histories. Amendments noted where applicable.]
The State Legislature has adopted, by Chapters 578, 579 and 580 of the Laws of 1974, the Freedom of Information Law establishing certain requirements with respect to public records of governmental agencies throughout the state, including the Village of Roslyn Harbor. Included in the Freedom of Information Law are requirements that the Board of Trustees of the Incorporated Village of Roslyn Harbor adopt formal regulations pertaining to public inspection of Village records. The Freedom of Information Law became effective on September 1, 1974, and the State Committee on Public Access to Records, established by the Freedom of Information Law, has not yet completed its required guidelines with respect to what records are to be made available for public inspection. This Board wishes to comply fully and as promptly as possible with all requirements of the Freedom of Information Law.
Editor's Note: See Art. 6 of the Public Officers Law.
The following preliminary regulations are hereby established with respect to public inspection of and availability of records of the Village.
The following officers are designated for the purposes of these regulations:
Requests for inspection and copies of records of the Village shall be made at the Village Hall, 50 Glenwood Road, Roslyn Harbor, New York.
Requests for inspection and copies of Village records may be made on Tuesday and Friday between the hours of 9:30 a.m. and 5:30 p.m.
The following procedures shall be followed in connection with requests to inspect or secure copies of records:
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.
The Records Access Officer or his designated representative will determine and advise the requester whether the records specified in the request are available for inspection and copying.
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.
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 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 addressed to the Records Access Officer and will be honored, upon payment of the required fee, provided that the requester and the record of which a copy is requested are sufficiently identified to make compliance practicable.
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.
All such appeals shall be delivered to the Records Access Officer within 30 days after the denial from which such appeal is taken.
Appeals will be determined by the Mayor or his authorized representative.
The fees for copies of available records shall be as per the Schedule of Fees. There shall be no additional charge for certifications. Fees shall be paid by check or money order payable to Village of Roslyn Harbor.
Until completion of the guidelines to be adopted by the Committee on Public Access to Records, the Records Access Officer shall provide public access to Village records in accordance with the standards and policies heretofore and customarily followed by the Village, as those policies may be modified by specific provisions of the Freedom of Information Law.
Upon completion of the guidelines by the Committee on Public Access Records, these regulations shall be amended to set forth more specific standards, in compliance with those regulations, for defining the specific records of the Village which shall be made available under these regulations.