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Town of Stanford, NY
Dutchess County
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[HISTORY: Adopted by the Town Board of the Town of Stanford 3-9-1978 by resolution. Amendments noted where applicable.]
A. 
The following positions are hereby designated as records access officers:
(1) 
Town Clerk, Church Lane, Stanfordville, New York.
(2) 
Supervisor's Bookkeeper, Mid-County Highway, Stanfordville, New York.
(3) 
Court Clerk, Town Hall, Stanfordville, New York.
(4) 
Clerk, Board of Assessors, Town Hall, Stanfordville, New York.
(5) 
Clerk, Board of Assessment Review, Town Hall, Stanfordville, New York.
B. 
Records access officers: duties and responsibilities shall include the following:
(1) 
Coordinate all public requests for access to records with all Town departments.
(2) 
Be responsible for assuring that all Town departments maintain an up-to-date subject matter list.
(3) 
Assist the requester in identifying the requested records, if necessary.
(4) 
Make the specified record or records available for inspection.
(5) 
When denying access to a record, give reasons for denial in writing.
(6) 
Upon request, make copies available upon payment of fee.
(7) 
Permit the requester to copy records.
(8) 
Upon request, certify that a transcript is a true copy of records copied.
(9) 
Upon failure to locate a record, certify that the Town of Stanford is not the legal custodian of such record, or after diligent search, that the record of which the Town is the legal custodian cannot be found.
A. 
For the purpose of administering this regulation, the Supervisor's Bookkeeper is hereby designated as the Fiscal Officer.
B. 
Fiscal Officer's duties and responsibilities shall include the following:
(1) 
Upon request, make available to any person the salary and title of every officer and or employee of the Town of Stanford.
All records of the Town of Stanford are available for inspection at the place of business of the access officer and for copying at the Town Hall located on Mid-County Highway, Stanfordville, New York.
Records shall be available for inspection and/or copying during regular business hours of each business day. Appointments may be made through the access officer for each agency by calling Town Hall, 868-1366, or telephone numbers of the officers listed in § 27-1A.
A. 
There shall be no fee charged for the following:
(1) 
Inspection of records.
(2) 
Search for records.
(3) 
Any certifying act.
B. 
A charge of $0.25 per page shall be imposed to cover actual photocopying cost.
C. 
Fees for reproduction maps and drawings shall cover actual cost plus any special handling charges.
The following information shall be conspicuously posted:
A. 
The names, titles, business addresses and telephone numbers of the records access officers.
B. 
The place and time that records will be available for public inspection and/or copying.
C. 
The name, job title, business address and telephone number of the appeal person and/or body.
A. 
An oral request is all that is required for the visual inspection of any record or document.
B. 
A written request is required for the copying of any record or document. Request forms are available for this purpose from one of the records access officers.
C. 
Upon an oral or written request for a record or document, the records access officer will, within a reasonable time not exceeding five days:
(1) 
Assist the applicant in identifying the record or document he/she is seeking or deny such request.
(2) 
Search for the record or document and, upon locating it:
(a) 
Review such record or document and delete any information which would constitute an unwarranted invasion of personal privacy and thereafter make the record or document available to the applicant; or
(b) 
Deny access to the record.
D. 
Upon request for copies of records or documents, the records access officer shall make copies available upon payment of the established fee.
E. 
Upon request, the records access officer shall certify to the correctness of the records copied.
F. 
If the record or document cannot be located, the records access officer shall take one of the following actions:
(1) 
Certify in writing that the Town of Stanford is not the legal custodian of such record, or
(2) 
Certify in writing that the record of which the Town of Stanford is the custodian cannot be found.
A. 
Any individual denied access to a public record or document may appeal such denial, within 30 days of the denial, to the Town Supervisor or the Town Board. The applicant shall be given written notice of such denial, explaining that he has the right to appeal. Forms for filing an appeal are available from any one of the records access officers. Copies of all appeals shall be sent to the Committee on Public Access to Records, Department of State, 162 Washington Avenue, Albany, New York 12231.
B. 
The Town Supervisor or Town Board shall inform the appellant and the Committee on Public Access to Records of his or its determination in writing within seven business days of receipt of an appeal.
C. 
A final denial of access to a requested record, as provided in Subsection B of this section, shall be subject to court review, as provided for in Article 78 of the Civil Practice Law and Rules.
This list defines the records and/or documents that are available for public inspection and copying and the office in which they are located:
A. 
Town Clerk, Clerk of Board of Assessors and/or Clerk of Board of Assessment Review.
Annual financial report
Audits
Bids
Budget
Building permits
Contracts
Deeds
Dog statistics
Election information
Highway specifications
Indebtedness schedule
Insurance policies
Local laws, ordinances and resolutions
Operating procedures
Petitions
Planning Board minutes
Planning Board resolutions
Property assessments
Purchase orders
Salary schedules
Subdivision regulations
Tax Maps
Town Board minutes
Town Board resolutions
Vital statistics
Vouchers and invoices
B. 
Bookkeeper.
Annual financial report
Bank books
Budget
Cash books
Indebtedness schedule
Ledger books
Payroll information
Purchase orders
Salary schedule
Vouchers and invoices
C. 
Court Clerk.
Court docket
Final opinions, including concurring and dissenting opinions, as well as orders, made in the adjudication of cases
Police blotters and booking records