[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:
A.
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.
B.
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.
C.
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.
D.
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.
E.
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.
F.
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.
G.
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.
H.
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.
I.
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.
