Public Records Policy

All records of the Village of Weston are public, unless they are specifically exempt from disclosure under the Ohio Revised Code. “Record” includes any document or device, whether paper, electronic, or other format, which is created or received under the jurisdiction of this municipality and which documents the organization, function, policies, decisions, procedures, operations, or other activities of the Village.

Record Requests
No specific language is required to make a request, but the requester must identify records with sufficient clarity to allow the Village to identify, review, and retrieve the records. If it is not clear what records are being sought, the records custodian should ask the requester for clarification, and assist the requester in revising the request by informing him/her of the manner in which the Village office maintains and accesses its records. The requester need not put a request in writing, or provide his or her identity or intended use of the requested records. It is the Village’s general policy that this information not be requested. However, in some cases this information may be asked, if it aids in the identification of the records requested.

Notice of Receipt
All requests for public records should either be satisfied or be acknowledged in writing by the Village within three business days following receipt of the request. If a request will not be satisfied within three business days, a notice of receipt should be sent to the requester, including at least the following items: 1) Request for clarification (if necessary); 2) Estimated cost, if copies are requested (see below).

Production of Requested Records
Inspection of public records must be must be made available promptly. Copies of public records must be made within a reasonable period of time. ‘Promptly’ and ‘reasonable period of time’ take into account the volume of records requested, location where the records are stored, and time for any legal review and/or redaction. Records prepared for inspection may be viewed during regular business hours. The Village will provide copies of public records on paper, on the medium on which they are kept, or on any medium the Village determines it reasonably can duplicate the records as an integral part of normal operations. If portions of a record are public and portions are exempt, the exempt portions will be redacted and the rest released. Denial of all or any part of any public record requested shall include an explanation for the denial, including legal authority.

Costs for Public Records
There is no charge for viewing (inspecting) public records. Copies of public records may be charged at the following rates (actual costs): 1) Paper Copies- $0.05 per page, single-sided; $0.08 per page for double-sided; 2) Downloaded computer files on a compact disk- $1.00 per disk; 3) Requests to have records mailed will incur additional charges of the actual cost of postage and mailing supplies.

Failure to Respond to Public Records Requests 
If a person believes the Village has failed to comply with the Ohio Public Records Act, he/she may petition a court seeking: 1) to compel the Village to comply with the request; 2) for payment of statutory damages; 3) for payment of court costs; and 4) for payment of his/her attorney fees.