New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Appendices › Appendix W-1

Current through Register Vol. 46, No. 28, July 10, 2024
New York State Council on the Arts
LIST OF RECORDS AVAILABLE FOR PUBLIC
INSPECTION AND COPYING AND DISCLOSURE GUIDELINES
September, 1974
AVAILABLE RECORDS. The following series of records maintained
				by the Council on the Arts are available for public inspection and
				copying.
The list includes records series which fall within the
				catagories required to be released under section 88 (1)  of the Public Officers
				Law and certain other types of records as well.
Access to records within these series will be granted in
				accordance with the general procedures iotlined in the Council's Rules and
				Regulations on Availability of Records for Public Inspection and
				Copying.
RECORD FILE STRUCTURE
1. FINAL OPINIONS AND DETERMINATIONS
			 None
MADE IN THE ADJUDICATION OF CASES
2. MINUTES OF MEETINGS OF NEW YORK Arts
			 Resources Office
STATE COUNCIL ON THE ARTS
3. POLICY STATEMENTS AND INTERPRETATIONS Arts
			 Resources Office and official compil-
ation of codes, rules and regulations.
4. INTERNAL AND EXTERNAL AUDITS Office of
			 Assistant
Director for Adminis-
tration (see note below)
5. MANUALS AND INSTRUCTIONS Arts Resources
			 Office
TO STAFF
6. ITEMIZED
			 PAYROLL RECORD Office of Assistant
Director for Adminis-
tration (by employee)
7. STATISTICAL AND FACTUAL Arts Resources
			 Office
TABULATIONS
(by subject)
8.
			 MINUTES OF PUBLIC HEARINGS Arts Resources Office
9. ADDITIONAL FILES, RECORDS,
PAPERS OR DOCUMENTS (by subject)
GUIDELINES FOR DISCLOSURE OF OTHER RECORDS
In general the Council will strive to permit disclosure of as
				much of its records as possible, consistent with State interest. The Freedom of
				Infor-mation Act provides for non-disclosure of records under stated
				circumstances. Most of the activities of the Council are presently concerned
				with the funding of arts and cultural institutions throughout New York State in
				accordance with the Council's legislative mandate. Consistent with the Freedom
				of Information Law, the Council will make available all objective criteria
				considered by it in connection with its arts and cultural funding process. In
				order to promote an open, frank and full consideration of app-licants for
				funding, the Council has adopted a policy not to release matters relating to
				opinions, options and recommendations made by staff and consul-tants prior to
				adoptions of final funding positions and decisions on matters requiring Council
				action.
Under the above policy, the Council will make available
				applications for funding submitted by applicants and contracts with grantees.
				After annual funding is completed the identity of panel members who make
				recommendations to the staff and the Council may be released to the public.
				Beyond releasing this information the Council will not make available the
				following:
a. Information solicited in
			 confidence regarding personnel of an applicant;
b. General correspondence and internal memos
			 which have no direct effect on members of the public;
c. Audits conducted by other agencies of the
			 State, whether of the Council as a State agency, or of grant applicants or
			 grant recipients;
d. Reports by
			 observers and investigators which relate to consideration of a grant
			 application.
In general, audits conducted by the Council and reports on the
				activities of grant applicants following the award of a Council grant,
				primarily made for the purpose of determining whether a grant recipient has
				complied with the terms of the grant, will be made available to the public
				unless solicited in confidence.
In summary, it is the Council's policy to release as much
				information as possible. In individual instances, however, where, in addition
				to the above, it is felt that the release of information will constitue an
				unwarranted invasion of personal privacy, the public access officer is given
				discretion to delete items of information from documents
				requested.