[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.
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.
The following information shall be conspicuously
posted:
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.
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:
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.
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
|