§ 259-8. Request procedure.

A. 

Where a request for records is required, such request may be oral or in writing as specified by the records access officer. Appropriate forms shall be provided where a written request is required.

B. 

Except under extraordinary circumstances, officials shall respond to a request for records no more than five business days after receipt of the request is received. The acknowledgment shall state the reason for delay and estimate the date when a reply will be made.

C. 

A request for access to records should be sufficiently detailed to identify the records. Where possible, the requester should supply information regarding dates, titles, file designations or other information which may help identify the records.

D. 

A current list, by subject matter, of all records available under the Freedom of Information Law shall be available for public inspection and copying at the office of the City Clerk. The subject matter list shall be updated periodically and the date of the most recent updating shall appear on the first page. The updating of the subject matter list shall not be less than semiannual.

E. 

Appropriate personnel of the City shall assist the requester in identifying requested records.

F. 

Upon locating the requested records, the appropriate personnel of the City shall, as promptly as possible, and within the time limits set in subsection B above either make the records available for inspection or deny access in whole or part, and explain in writing the reasons therefor.

G. 

Upon failure to locate records, the appropriate official shall certify that the City is not the legal custodian of the requested records or that the requested records, after diligent search, cannot be found.