The Village Clerk shall be responsible for administering all requests for inspection or photocopying of public records. All requests for inspection or photocopying of public records shall be made in written form on forms provided by the Village and shall be duly signed by the applicant. The applicant shall be required to pay to the Village at the time of the request the estimated costs of any photocopies requested or any other copying requested. No request shall be considered complete unless and until the amount of the estimated costs are paid to the Village.