All requests for public records of New Hope Borough must be specific in identifying and describing with sufficient detail each public record requested. The Open Records Officer, or his or her designee, shall be present when all public records are inspected and examined.
The Open Records Officer performs specific functions under state law:
Receives requests for public records
Directs requests to other appropriate persons within the Borough or to the appropriate persons in another agency
Tracks the Borough’s progress in responding to requests
Issues interim and final responses
When the Open Records Officer receives a request for a public record, he or she will:
Stamp the date of receipt on the written request,
Compute the day on which the five-day response expires and make a notation of that date on the written request,
Maintain an electronic or paper copy of a written request, including all documents submitted with the request until the request has been fulfilled, and
Create a file and keep all of the following:
The original request
A copy of the response
A record of written communications with the requester
If the request is denied, the written request will be maintained for 30 days.
If an appeal is filed, the records will be maintained until a final determination is issued or the appeal is deemed denied.
In no case shall New Hope Borough be required to create a public record which does not exist or to compile, maintain, format or organize a public record in a manner in which New Hope Borough does not compile, maintain, format or organize the public record.
Duplication of Public Records
The Open Records Officer is responsible for charging reasonable fees for the duplication of public records.