(A) (1) (a) The Public Information Officer shall, to the extent practicable, assist requesters in identifying the public records sought.
(b) There is no obligation to allow inspection or provide a copy of a public record on demand.
(2) (a) The Public Information Officer shall respond to a request for public information made in person within seven business days of the receipt of the written request form.
(b) The Public Information Officer shall respond to a request for public information received by mail or email within 14 business days of receipt.
(c) All responses to requests for public information shall be in writing.
(B) The Public Information Officer shall make one or more of the following responses:
(1) The request for inspection of public records is approved and whether an appointment for inspection needs to be scheduled by the requester;
(2) The request has been received by the Public Information Officer, that additional time is needed to respond to the request, and stating a reasonable estimate of the time required to respond;
(3) The request has been received by the Public Information Officer, and the records shall be provided on a partial or installment basis as the records are identified, located, assembled, and/or made ready for inspection or copying; or
(4) (a) The request is denied, in whole or in part, whether by withholding a requested record or redacting a requested record, stating the specific exemption(s) prohibiting disclosure, and a brief explanation of how the exemption applies to each withheld and redacted record.
(b) The Public Information Officer shall immediately notify the requester if, after responding to a request for public records and approving the request, the Public Information Officer identifies requested public records or information that are exempt from disclosure.
(C) Additional time to respond to a request may be based upon the town’s need to:
(1) Clarify the intent of the request;
(2) Identify, locate, assemble, and/or make the records ready for inspection or disclosure;
(3) Notify third persons or agencies affected by the request; or
(4) Determine whether any of the records or information requested is exempt from disclosure and whether a denial should be made as to all or part of the request.
(D) If a requester fails to clarify the request after receiving a response from the Public Information Officers seeking clarification, the Public Information Officer need not respond further to the request.
(E) (1) When a request for public records is received that concerns a subject known to involve litigation that is pending, threatened, or anticipated, the Public Information Officer shall promptly notify the Town Attorney of the request.
(2) Each page of the records provided to the requester shall be sequentially numbered or otherwise uniquely identified.
(Ord. 2021-02, passed - -2021)