Source: https://www.ecode360.com/32407111
Timestamp: 2020-08-07 10:19:23
Document Index: 548431914

Matched Legal Cases: ['§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 91', '§ 1421', '§ 91', '§ 91', '§ 66', '§ 67']

Borough of Sewickley, PA Records
Ch 91 Art I Open Records Policy
§ 91-1 Public records.
§ 91-2 Request for access.
§ 91-3 Response to request.
§ 91-4 Extension of time.
§ 91-5 Granting of request.
§ 91-6 Notification to third parties.
§ 91-7 Denial of request.
§ 91-8 Appeal of denial.
§ 91-9 Fees.
§ 91-10 Exempted records.
§ 91-11 Financial records.
§ 91-12 Aggregated data.
§ 91-13 Law enforcement activity.
§ 91-14 Other requests for records.
Chapter 91 Records
[Adopted 12-15-2008 by Res. No. 2008-027]
Purpose. The Council of the Borough of Sewickley recognizes the importance of public records as the record of the Borough's actions and the repository of information about the Borough. The public has the right to access and procure copies of public records, with certain exceptions, subject to law, Borough policy and administrative regulations.
Any account, voucher or contract dealing with the receipt or disbursement of funds or acquisition, use or disposal of services, supplies, materials, equipment or property; the salary or other payments or expenses paid to an officer or employee, including the individual's name and title; and a financial audit report, excluding the audit's underlying work papers.
A record, including a financial record, that is not protected by a defined privilege or is not exempt from being disclosed under one of the exemptions in Pennsylvania's Right-to-Know Law[1] or under other federal or state law or regulation, or judicial decree or order.
Any recorded information, regardless of physical form or characteristics, that documents a transaction or activity of the Borough and that is created, received or retained pursuant to law or in connection with a transaction, business or activity of the Borough. The term includes a document, paper, letter, map, book, tape, photograph, film or sound recording, information stored or maintained electronically, and a data-processed or image-processed document.
A legal resident of the United States or an agency who requests access to a record.
Granting of access to a record or the Borough's written notice to a requester granting, denying or partially granting and partially denying access to a requested record.
Authority. The Council shall make the Borough's public records available for access and duplication to a requester in accordance with law, Borough policy and administrative regulations.
Compute and note on the written request the day on which the five-business-day period for response will expire.
If the written request is denied, maintain the written request for 30 calendar days or, if an appeal is filed, until a final determination is issued or the appeal is deemed denied.
The Borough shall post the following information at the administration office and on the Borough's website:
Contact information for Pennsylvania's Office of Open Records.
Copies of this policy and any administrative regulations and procedures governing requests for access to the Borough's public records.
A written request for access to a public record shall be submitted in writing and addressed to the Borough's Open Records Officer.
Upon receipt of a written request for access, the Open Records Officer will determine if any one of the following applies:
Redaction. The request for access requires redaction of a record.
Retrieval time/remote storage. The request for access requires retrieval of a record stored in a remote location.
Staffing limitations. A timely response to the request for access cannot be accomplished due to bona fide and specified staffing limitations.
Legal review. A legal review is necessary to determine whether the requested record is a public record subject to access.
Lack of policy compliance. The requester has not complied with Borough policy governing access to public records.
Failure to pay fees. The requester refuses to pay applicable established fees.
Nature of request. The extent or nature of the request precludes a response within the required time period.
If the Open Records Officer determines that an extension of time is required to respond to a request, in accordance with the factors stated in law, written notice shall be sent within five business days of receipt of request. The notice shall indicate that the request for access is being reviewed, the reason that the review requires an extension, a reasonable date when the response is expected, and an estimate of applicable fees owed when the record becomes available.
Up to a thirty-calendar-day extension for one of the listed reasons does not require the consent of the requester. If the response is not given by the specified date, it shall be deemed denied on the day following that date.
A requester may consent in writing to an extension that exceeds 30 calendar days, in which case the request shall be deemed denied on the day following the date specified in the notice if the Open Records Officer has not provided a response by that date.
If the Open Records Officer determines that the request will be granted, the response shall inform the requester that access is granted and either include information on the regular business hours of the administration office, provide electronic access, or state where the requester may go to inspect the records or information electronically at a publicly accessible site. The response shall include a copy of the fee schedule in effect, a statement that prepayment of fees is required in a specified amount if access to the records will cost in excess of $100, and the medium in which the records will be provided.
The Open Records Officer may respond to a records request by notifying the requester that the record is available through publicly accessible electronic means or that the Borough shall provide access to inspect the record electronically. If the requester, within 30 calendar days following receipt of the Borough's notice, submits a written request to have the record converted to paper, the Borough shall provide access in printed form within five business days of receipt of the request for conversion to paper.
A public record that the Borough does not possess but is possessed by a third party with whom the Borough has contracted to perform a governmental function and which directly relates to that governmental function shall be considered a public record of the Borough.
If the Open Records Officer responds to a requester that a copy of the requested record is available for delivery at the administration office, and the requester does not retrieve the record within 60 calendar days of the Borough's response, the Borough shall dispose of the copy and retain any fees paid to date.
If the Open Records Officer denies a request for access to a public record, whether in whole or in part, a written response shall be sent within five business days of receipt of the request. The response denying the request shall include the following:
The Open Records Officer may deny a request for access to a record when timely access is not possible due to a disaster or when access may cause physical damage or irreparable harm to the record. To the extent possible, a record's contents shall be made accessible even when the record is physically unavailable.
If a written request for access to a public record is denied or deemed denied, the requester may file an appeal with Pennsylvania's Office of Open Records within 15 business days of the mailing date of the Open Records Officer's response or deemed denial.
The requester shall be responsible for duplication costs at the rate of $0.25 per page for all duplicated materials. Additional fees relating to the retrieval, certification and duplication of public records shall be established by the state Office of Open Records. A copy of this fee schedule shall be attached to this policy and incorporated herein.
The following records are exempt from public access by a requester in accordance with the Right-To-Know Law.[1]
Loss of funds/physical harm/personal security. When the disclosure of a record would result in the Borough's loss of federal or state funds or would reasonably be likely to result in a substantial and demonstrable risk of physical harm to or personal security of an individual.
Public safety. When the disclosure of a record maintained in connection with the military, homeland security, national defense, law enforcement or other public safety activity would reasonably be likely to jeopardize or threaten public safety or public protection activity, or a record that is designated "classified" by an appropriate federal or state military authority.
Safety/security of facilities. When the disclosure of a record creates a reasonable likelihood of endangering the safety or physical security of a building, public utility, resource, infrastructure, facility or information storage system, which may include:
Documents or data relating to computer hardware, source files, software, and system networks that could jeopardize computer security by exposing a vulnerability in preventing, protecting against, mitigating or responding to a terrorist act.
Lists of infrastructure, resources and significant special events, including those defined by the federal government in the National Infrastructures Protections, that are deemed critical due to their nature and result from risk analysis, threat assessments, consequences assessments, antiterrorism protective measures and plans, counterterrorism measures and plans, and security needs assessments.
Building plans or infrastructure records that expose or create vulnerability through disclosure of the location, configuration or security of critical systems, including public utility systems; structural elements; technology; communication, electrical, fire suppression, ventilation, water, wastewater, sewage and gas systems.
Computer systems. When the disclosure of a record regarding computer hardware, software and networks, including administrative and technical records, would reasonably be likely to jeopardize computer security.
Medical information. When the disclosure of a record of an individual's medical, psychiatric or psychological history or disability status, including an evaluation; consultation; prescription; diagnosis or treatment; results of tests, to include drug tests; enrollment in a health care program or program designed for participation by persons with disabilities, including vocational rehabilitation; workers' compensation and unemployment compensation; or related information would disclose individually identifiable health information.
Disclosure of the following personal identification information:
A record containing all or part of an individual's social security number; driver's license; driver's license number; personal financial information; home, cellular or personal telephone numbers; personal e-mail addresses; employee number or other confidential personal identification number.
A spouse's name, marital status, beneficiary or dependent information.
Certain employee information. Disclosure of the following records relating to a Borough employee:
Information regarding discipline, demotion or discharge contained in a personnel file, except information that applies to the Borough's final action that results in demotion or discharge.
Labor relations/negotiations/arbitration. Disclosure of a record pertaining to strategy or negotiations relating to labor relations or collective bargaining and related arbitration proceedings, unless otherwise provided under collective bargaining agreement and the employee's actual file. In the case of the arbitration of a dispute or grievance under a collective bargaining agreement, disclosure of an exhibit entered into evidence at an arbitration proceeding or a transcript of the arbitration or the opinion.
This exemption does not apply to a final or executed contract or agreement between the parties in a collective bargaining agreement or to the final award or order of the arbitrator in a dispute or grievance procedure.
Predecisional drafts. Disclosure of the draft of a bill, resolution, regulation, statement of policy, management directive or ordinance, or their amendments, prepared by or for the Borough.
Predecisional deliberations.
Disclosure of a record that reflects:
The internal, predecisional deliberations of the Borough, its Council members, employees or officials, or predecisional deliberations between Borough Council members, employees or officials and members, employees or officials of another agency, including predecisional deliberations relating to a budget recommendation; legislative proposal; legislative amendment; contemplated or proposed policy or course of action; or any research, memos or other documents used in the predecisional deliberations, subject to law governing open meetings.
Public records do include a record of any of the above that is not exempt from access by law and which is presented to a quorum for deliberation in accordance with law governing open meetings; a written or Internet application or document that has been submitted to request commonwealth funds; and the results of public opinion surveys, polls, focus groups, marketing research or similar efforts designed to measure public opinion.
Trade secret/confidential proprietary information. Disclosure of a record that constitutes or reveals a trade secret or confidential proprietary information.
Personal notes/working papers. Disclosure of notes and working papers prepared by or for a Borough public official or employee used solely for that official's or employee's own personal use, including telephone message slips, routing slips and other materials that do not have an official purpose.
Donor identity. Disclosure of records that would disclose the identity of an individual who lawfully makes a donation to the Borough, unless the donation is intended for or restricted to providing remuneration or personal tangible benefit to a Borough public official or employee, including lists of potential donors compiled by the Borough to pursue donations; donor profile information; or personal identifying information relating to a donor.
Unpublished academic works. Disclosure of unpublished lecture notes, unpublished manuscripts, unpublished articles, creative works in progress, research-related material, and scholarly correspondence of a community college or an institution of the state system of higher education or one of their faculty members, employees, guest speakers or students.
Academic records. Disclosure of academic transcripts, examinations, examination questions, scoring keys and answers to examinations, including licensing and other examinations relating to the qualifications of an individual, examinations, and examinations given in institutions of higher education.
Criminal investigations. Disclosure of a record of the Borough or an agency relating to or resulting in a criminal investigation, including:
A record that, if disclosed, would reveal the institution, progress or result of a criminal investigation, except the filing of criminal charges; deprive an individual of the right to a fair trial or impartial adjudication; impair the ability to locate a defendant or codefendant; hinder an agency's ability to secure an arrest, prosecution or conviction; or endanger the life or physical safety of an individual.
This exemption does not apply to information contained in a police blotter as defined in law and utilized or maintained by the State Police; local, campus, transit or port authority police department or other law enforcement agency; or in a traffic report, except as provided by law.
Noncriminal investigations. Disclosure of a Borough record relating to a noncriminal investigation, including:
A record that includes the identity of a confidential source, including individuals subject to the Whistleblower Law.[2]
Editor's Note: See 43 Pa.C.S.A. §§ 1421-1428.
A record that if disclosed would reveal the institution, progress or result of a Borough investigation, except the imposition of a fine or civil penalty; the suspension, modification or revocation of a license, permit, registration, certification or similar authorization issued by an agency or an executed settlement unless the agreement is determined to be confidential by a court; deprive a person of the right to an impartial adjudication; constitute an unwarranted invasion of privacy; hinder an agency's ability to secure an administrative or civil sanction; or endanger the life or physical safety of an individual.
Emergency communications. Disclosure of records or parts of records, except time response logs, pertaining to audio recordings, telephone or radio transmissions received by emergency dispatch personnel, including 911 recordings, unless the agency or a court determines that the public interest in disclosure outweighs the interest in nondisclosure.
DNA/RNA. Disclosure of DNA and RNA records.
Coroner/medical examiner. Disclosure of specific records and reports of a coroner or medical examiner.
Draft minutes. Disclosure of draft minutes of any Council meeting until the next regularly scheduled Council meeting, minutes of an executive session, and any record of discussions held in executive session.
Real estate appraisals/feasibility studies. Disclosure of the contents of real estate appraisals, engineering or feasibility estimates, environmental reviews, audits or evaluations made for or by the Borough relative to the leasing, acquiring or disposing of real property or an interest in real property; the purchase of public supplies or equipment included in the real estate transaction; and construction projects.
This exemption does not apply to the documents listed above once the decision is made to proceed with the lease, acquisition or disposal of real property or an interest in real property, the purchase of public supplies, or a construction project.
Library records. Disclosure of library and archive circulation and order records of an identifiable individual or groups of individuals.
Library/museum materials. Disclosure of library archived and museum materials or valuable or rare book collections or documents contributed by gift, grant, bequest or devise, to the extent of any limitations imposed by the donor as a condition of the contribution.
Archeological site/endangered species. Disclosure of a record identifying the location of an archeological site or an endangered or threatened plant or animal species if not already known to the general public.
Precontract award documents. Disclosure of a proposal pertaining to Borough procurement or disposal of supplies, service or construction prior to the award of the contract or prior to the opening and rejection of all bids; financial information of a bidder or offerer requested in an invitation for bid or request for proposals to demonstrate the bidder's or offerer's economic capability; or the identity of members, notes and other records of Borough proposal evaluation committees established under law relating to competitive sealed proposals.
Insurance communications. Disclosure of a record or information relating to a communication between the Borough and its insurance carrier, administrative service organization or risk management office.
This exemption does not apply to a contract with an insurance carrier, administrative service organization or risk management office, or to financial records relating to the provision of insurance.
Social services. Disclosure of a record or information identifying an individual who applies for or receives social services, the type of social services received by an individual, an individual's application to receive social services, or eligibility to receive social services.
General Assembly correspondence. Disclosure of correspondence between an individual and a member of the General Assembly and records accompanying the correspondence that would identify an individual requesting assistance or constituent services, except for correspondence between a member of the General Assembly and a principal or lobbyist under law.
Minors. Disclosure of a record identifying the name, home address or date of birth of a child 17 years of age or younger.
Borough does not possess record.
A request for a public record that the Borough does not possess but is possessed by a third party with whom the Borough has contracted to perform a governmental function and which relates directly to that governmental function must be submitted to the Borough's Open Records Officer.
Transcripts of administrative proceedings.
Prior to an adjudication becoming final, binding and nonappealable, a transcript of an administrative proceeding will be provided to a requester by the proceeding's stenographer.
Trade secrets/confidential proprietary information.
"Trade secret" is defined as information, including a formula; drawing; pattern; compilation such as a customer list; program; device; method; technique; or process that derives independent economic value, actual or potential, from not being generally known to and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use and is the subject of efforts that are reasonable under the circumstances to maintain its secrecy. The term includes data processing software obtained by the Borough under a licensing agreement prohibiting disclosure.
The Open Records Officer will provide notice within five business days of receipt of the request. The third party will have five business days from receipt of the Open Records Officer's notice to provide input on the release of the requested record.
The Open Records Officer will provide access to the record or will deny the request for access within 10 business days of providing notice to the third party and will notify the third party of the Open Records Officer's decision.
Computer access. The Open Records Officer will not grant requests for access to the Borough's or its employees' computers.
Discretionary access.
The Open Records Officer may exercise discretion and make an otherwise exempt record accessible in response to a request.
Disclosure of the record is not prohibited by federal or state law or regulation or by judicial order or decree.
The Borough Manager determines that the public interest favoring access outweighs any individual, Borough or public interest that may favor restriction of access.
The listed exemptions do not apply to financial records, except that the Open Records Officer shall redact the portions of a financial record protected under an exemption in § 91-10B(1), (2), (3), (4), (5), (6), (16) or (17).
The listed exemptions do not apply to aggregated data maintained or received by the Borough, except for data protected under an exemption in § 91-10B(1), (2), (3), (4) or (5).
This policy shall only apply to requests for records made pursuant to Pennsylvania's Right-to-Know Law, codified at 65 P.S. § 66.1 et seq., as repealed and replaced by 65 P.S. § 67.101 et seq.