Each request for public records should be evaluated for a response using the following guidelines.
(A) Identification of public records request. Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve and review the records. If it is not clear what records are being sought, the records custodian must contact the requester for clarification, and should assist the requestor in revising the request by informing the requestor of the manner in which the office keeps its records.
(B) Method of public records request and identity of requestor. The requestor does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record. It is the village’s general policy that this information is not to be requested.
(C) Availability of public records for inspection and production of copies. Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. Prompt and reasonable take into account the volume of records requested, the proximity of the location where the records are stored and the necessity for any legal review of the records requested.
(D) Time constraints for satisfying public records requests.
(1) Each request should be evaluated for an estimated length of time required to gather the records. If feasible, routine requests for records should be satisfied immediately. Routine requests include, but are not limited to, meeting minutes (both in draft and final form), budgets, salary information, forms and applications, personnel rosters, and the like. If fewer than 20 pages of copies are requested or if the records are readily available in an electronic format that can be e-mailed or downloaded easily, these should be made as quickly as the equipment allows.
(2) All requests for public records must either be satisfied or be acknowledged in writing by a public office within three business days following the office’s receipt of the request. If a request will not be satisfied within three business days, the acknowledgment must include the following:
(a) A request for clarification (if necessary); and
(b) An estimated cost if copies are requested.
(E) Denial of public records requests. Any denial of public records requested must include an explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.
(Ord. 09-19, passed 12-29-2009)