[HISTORY: Adopted by the Board of Trustees of the Village of Green Island 1-4-1978. Amendments noted where applicable.]
The provisions of Article 6 of the Public Officers Law, known as the "Freedom of Information Law," and any general rules and regulations which may be promulgated by the Committee on Public Access to Records are hereby adopted and incorporated herein by reference for all agencies of the Village of Green Island.
To assure expeditious and efficient response to all requests for access to public records, the Village Clerk, in his capacity as records access officer, shall be the sole authorized officer to accept and process such requests.
The following procedure shall be adopted to facilitate access to public records in the Village of Green Island pursuant to the above-incorporated provisions, rules and regulations:
It shall be the duty of each agency within the Village of Green Island to maintain records pursuant to § 87, Subdivision 3, of the Public Officers Law and to provide the records access officer with a reasonably detailed current list, by subject matter, of all records in the possession of the agency, whether or not available under Article 6 of the Public Officers Law. This list shall be made available for public inspection during business hours in the office of the Village Clerk.
All requests to inspect and/or copy public records must be submitted, in writing, to the Clerk, the Village of Green Island records access officer, on request forms provided by the Village Clerk, who will coordinate the request between the applicant and the agency concerned.
Requests to examine and/or copy records must be made with sufficient particularity so that the records access officer and the agency may identify the information requested.
A copy of all requests for information shall be forwarded by the access officer to the particular agency concerned, which shall determine the availability of the requested information for public inspection or copying.
The agency shall notify the records access officer, in writing, of its determination and reasons therefor and make any approved materials available for inspection and copying in the office of the Village Clerk whenever possible.
It shall be the duty of the records access officer to notify the applicant, in writing, of the decision of the agency, and, in the event that inspection is approved, the records access officer shall also notify the applicant of the time such records will be available in the office of the Village Clerk. A copy of said notice shall be forwarded to the agency concerned.
Where the applicant requests photocopies of particular records, the records access officer shall charge a fee of $0.25 per photocopy for copies not in excess of nine inches by 14 inches and appropriate fees for larger copies as is otherwise authorized by § 87, Subdivision 1(b)iii, of the Public Officers Law.
In the event that the requested information is specifically excluded from disclosure by § 87, Subdivision 2, of the Public Officers Law, the agency shall notify the records access officer of the denial and reasons therefor, and the records access officer shall in turn forward a copy of said denial to the applicant.
If the applicant wishes to appeal the decision of the agency, he may do so, pursuant to the provisions of § 89, Subdivision 4, of the Public Officers Law, to the Chairman for the Public Information Committee, who is hereby designated as the records access appeal officer and who shall consult with the Village Attorney when necessary before rendering a final decision.
The Clerk of the Village of Green Island is hereby directed to forward certified copies of this chapter to the appropriate Village officials.