The Village Clerk shall be the Village's Records Access
Officer.
The Records Access Officer shall be responsible for assuring
that Village personnel:
A. Maintain an up-to-date subject matter list.
B. Assist the requester in identifying requested records, if necessary.
C. Upon locating the records, take one of the following actions:
(1) Make records available for inspection.
(2) Deny access to the records in whole or in part and explain in writing
the reasons therefor.
(3) Make copies available upon written request and upon payment of established
fees for copying, search and retrieval, with the prior approval of
the Village Attorney and in accordance with the provisions of the
Freedom of Information Act.
[Added 1-21-1997 by L.L. No. 3-1997]
D. Upon request for copies of records:
(1) Make a copy available upon payment or offer to pay established fees,
if any; or
(2) Permit the requester to copy those records but not remove the same
from the custody of the Records Access Officer.
E. Upon request, certify that a record is a true copy.
F. Upon failure to locate records, certify that:
(1) The Village is not the custodian for such records; or
(2) The records of which the Village is a custodian cannot be found after
diligent search.
The Village shall designate the locations where records shall
be available for public inspection and copying when different from
the Village Hall or Clerk's office.
The Village shall accept requests for public access to records
and produce records during all hours that it is regularly open for
business.
Except when a different fee is otherwise prescribed by law:
A. There shall be no fee charged for the following:
(2) Any certification pursuant to this article.
B. The Village may charge a fee for copies of records, provided that:
(1) The fee for copying records shall not exceed $0.25 per page for photocopies
not exceeding nine by 14 inches.
(2) The fee for maps, plans and the like shall be the actual cost of
reproducing the same.
(3) If the Village does not have photocopying equipment, a transcript
of the requested records shall be made upon request. Such transcripts
may either be typed or handwritten. In such cases, the person requesting
records may be charged for the clerical time involved in making the
transcript.
(4) The fee for copies of records not covered by Subsection
B(1),
(2) and
(3) of this section shall not exceed the actual reproduction cost, which is the average unit cost for copying a record, excluding fixed costs of the Village, such as operator salaries.
The Village shall publicize by posting in a conspicuous location
and/or by publication in a local newspaper of general circulation:
A. The location where records shall be made available for inspection
and copying.
B. The name, title, business address and business telephone number of
the designated Records Access Officer.
C. The right to appeal by any person denied access to a record and the
name and business address of the person or body to whom an appeal
is to be directed.