Policy for public access to records

PUBLIC ACCESS TO RECORDS OF:

____________________________________________________________

(Insert name of fire district)

1. Purpose and Scope

2. Designation of Records Access Officer

3. Designation of Fiscal Officer

4. Location

5. Hours for Public Access to Records

6. Requests for Public Access to Records

7. Subject Matter List

8. Fees

9. Severability

   Section 1. Purpose and Scope.

   (a) The people’s right to know the process of government decision-making and the documents and statistics leading to determinations is basic to our society. Access to such information should not be thwarted by shrouding it with the cloak of secrecy or confidentiality.

   (b) These regulations provide information concerning the procedures by which records may be obtained from (insert name of fire district).

   (c) Personnel of (insert name of fire district) shall furnish to the public the information and records required by the Freedom of Information Law and those which were furnished to the public prior to its enactment.

   (d) Any conflicts among laws governing public access to records shall be construed in favor of the widest possible availability of public records.

   Section 2. Designation of Records Access Officer.

   (a) The Board of Fire Commissioners is responsible for insuring compliance with these regulations. The Board designates the Fire District Secretary as Records Access Officer.

   (b) The Records Access Officer is responsible for and to insure that Fire District personnel are:

1. Maintaining an up-to-date subject matter list.

2. Assisting the requester in identifying requested records, if necessary.

3. Upon locating the records, taking one of the following actions:

   (i) Making records promptly available for inspection; or

   (ii) Denying access to the records in whole or in part and explaining in writing the reasons therefore.

4. Upon request for copies of records:

   (i) Making a copy available upon payment or offer to pay established fees; or,

   (ii) Permitting the requester to copy those records.

5. Upon request, certifying that a transcript is a true copy of records copied.

6. Upon failure to locate records, certifying that:

   (i) The Fire District is not the legal custodian for such records.

   (ii) The records of which the Fire District Secretary is a legal custodian cannot be found after a diligent search.

   Section 3. Designation of Fiscal Officer.

   (a) The Fire District Treasurer is designated as the Fiscal Officer by the Board of Fire Commissioners. He is the person charged with certifying the payroll. He shall respond to requests for an itemized record setting forth the name, address, title and salary of every officer or employee of the Fire District.

   (b) The Fire District Treasurer shall make the payroll items listed above available to any person including bona fide members of the news media.

   Section 4. Location of Records.

   The (insert name of fire district) designates the following location where records shall be available for public inspection and copying:

   (Insert address where Fire District Secretary maintains the records.)

   Section 5. Hours for Public Inspection.

   The (insert name of fire district) does not have daily regular business hours. The records shall be available at such time or times as may be convenient to both the Records Access Officer...