BOARD OF TRUSTEES
LAFAYETTE TOWNSHIP, MEDINA COUNTY, OHIO
Resolution No. 24-2007
LAFAYETTE TOWNSHIP’S OPEN RECORDS MISSION STATEMENT, STATEMENT OF PRINCIPLES AND
POLICY is herewith set forth and moved to be adopted by Trustee _____________ duly seconded by Trustee
______________.
THEREFORE BE IT RESOLVED that Lafayette Township hereby adopts the following Open Records Mission
Statement, Principles, and Policy as set forth below:
OPEN RECORDS MISSION STATEMENT: Consistent with the premise that government at all levels exists first and
foremost to serve the interests of the people, it is Lafayette Township’s mission and intent to at all times fully comply
with and abide by both the spirit and the letter of Ohio’s Open Records Act and Open Meetings Act.
STATEMENT OF PRINCIPLES: In order to accomplish the mission of fully complying with both the letter and spirit of
the Open Records and Open Meetings Acts, we do hereby adopt the following Statement of Principles by Resolution:
Lafayette Township
• Will ensure that all personnel become and remain fully trained in and aware of the provision of the acts;
• Will do nothing that abridges the public’s right to obtain information about their government that inhibits or
discourages citizens from doing so;
• Will do everything possible to aid those who are seeking information, including but not limited to, fully explaining
the scope and operation of the acts and assisting citizens in the formulation of requests;
• Will construe the provisions of the acts in a manner that favors compliance with requests for information;
• Will seek guidance from the Medina Co. Prosecutor’s Office or the Office of the Ohio Attorney General whenever
a question arises about the application of the acts or about the appropriateness of a request for information;
• Will clearly and concisely state the reason or reasons why a request for information has been denied in writing.
OPEN RECORDS POLICY
It is the policy of this office to adhere to the state’s Public Records Act. All exemptions to openness are to be construed
in their narrowest sense and any denial of public records in response to a valid request must be accompanied by an
explanation, including legal authority, as outlined in the Ohio Revised Code. The explanation will be given in writing.
I: This office, in accordance with the Ohio Revised Code, defines records as including the following: Any
document – paper, electronic (including, but not limited to e-mail), or other format – that is created or received by, or
comes under the jurisdiction of a public office that documents the organization, functions, policies, decision, procedures,
operations, or other activities of the office. All records of Lafayette Township are public unless they are specifically
exempt from disclosure under the Ohio Revised Code.
II: It is the policy of Lafayette Township that, as required by Ohio law, records will be organized and maintained so
that they are readily available for inspection and copying. Record retention schedules are updated as needed and available
upon request.
III: Although no specific language is required to make a request, the requester must at least identify the records
requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. If it is not clear
what records are being sought, the records custodian will contact the requester for clarification and will assist the
requester in revising the request by informing the requester of the manner in which the office keeps its records.
IV: The requester does not have to put a records request in writing, and does not have to provide his or her identity
or the intended use of the requested public record. It is Lafayette Township’s general policy that this information not be
requested.
V: Public records from Lafayette Township are to be available for inspection during regular business hours,
Monday, Wednesday, and Friday from 11:00 a.m. to 2:00 p.m. with the exception of published holidays or inadvertent
days when the office is closed. Public records must be made available within a reasonable period of time. “Prompt” and
“reasonable” take into account the volume of records requested; the proximity of the location where the records are
stored; and the necessity for any legal review of the records requested.
VI: Each request should be evaluated for an estimated length of time required to gather the records. Routine
requests for records will be satisfied immediately if feasible to do so. If fewer than 20 pages of copies are requested
they will be made as quickly as the equipment allows.
All requests for public records will either be satisfied or acknowledged in writing by Lafayette Township within
three business days following the office’s receipt of the request. If a request is deemed significantly beyond “routine”,
such as seeking a voluminous number of copies or required extensive research, the acknowledgement will include the
following:
1. An estimated number of business days it will take to satisfy the request.
2. An estimated cost if copies are requested.
3. Any items within the request that may be exempt from disclosure.
VII: Any denial of public records requested will include an explanation, including legal authority. If portions of a
record are public and portions are exempt, the exempt portions are to be redacted and the rest released. If there are
redactions, each redaction must be accompanied by a supporting explanation, including legal authority.
VIII: Those seeking public records will be charged only the actual cost of making copies. Lafayette Township will
maintain and post a schedule of the costs.
IX: Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates
to the business of the office. The key issue of electronic mail format is content. If an e-mail or other electronic
communication involves the business of a public office, it is a record of that office.
X: Lafayette Township recognizes the legal and non-legal consequences of failure to properly respond to a public
records request.