In order to be fiscally responsible and best serve its residents, the Village does not employ full or part-time administrative staff that would be available during normal business hours to personally accept a request for pubic records. Nor does the Village centrally locate its records. Therefore, to enable the requestor promptly inspect and copy public records, requests for public records may be made in any of the following ways:
By telephone (Monday – Friday 8:00 am until 5:00 pm) at: 614.885.3567
By regular mail at: PO Box 191, Worthington, OH 43085-0191
In-person at any regularly scheduled meeting of the Village Council. The Village Council meets on the third Monday of each month at 7:00 pm., with the meeting schedule being approved at the first meeting in January each year.
To ensure a response, please call 614.885.3567 (Monday – Friday 8:00 am to 4:30 pm) and advise the Village that you have submitted a request by e-mail or regular mail.
If specifically requested, within one (1) business day of receipt, the Village will acknowledge the request, provide an estimated response time, and if applicable, clarify the content of what has been requested and make the requestor aware of any potential issues that may arise in responding to the request.
Although no specific language is required to make a request, the requester must identify the records requested with sufficient clarity to allow the Village to identify, retrieve, and provide the records sought. If it is not clear what records are being sought or the request is overly broad, the Village will attempt to contact the requester for clarification, and will attempt to assist the requester in revising the request.
While the requester is not required to provide the Village with a written request, his or her identity, or the intended use of the requested public records; providing such information may enhance the Village's ability to respond to the request in a more efficient and effective manner.
Processing Requests
Public records must be made available for prompt inspection. Copies of public records must be made available within a reasonable period of time. "Prompt" and "reasonable" take into account the volume of records requested; the location where the records are stored; and the necessity for any legal review of the records requested. Each request will be evaluated by the Village to determine the estimated length of time required to gather the records and if possible, this information will be provided to the requestor.
In processing the request, the Village is not required to create new records or perform new analysis of existing records or information. An electronic record is deemed to exist so long as the existing Village computer system is programmed to produce the record through a simple search, sort or filter of information.
In processing a request for a public record, a Village elected or appointed official, an employee, or designated representative shall take all steps necessary to ensure original records will not be taken, altered or otherwise destroyed.
If the Village believes a request is for records that may be exempt or prohibited from disclosure, or if the request presents a unique issue or concern, the Village will contact its legal counsel to assist in processing the request.
Costs and Transmittal
Those seeking public records shall be charged the actual cost of making copies and any postage and mailing supplies in transmitting the records as follows:
The charge for paper copies (standard size, black & white, single-sided) shall be 10 cents per page. The Village shall provide all requested documents in paper copy form, unless another form is reasonably available and specifically requested.
The charge for downloaded computer files to a compact disc (if available) shall be $1.00 per disc.
All actual charges associated with outside vendor duplication of black and white copies, color photographs, large maps and other non-standard sized documents.
If an email address is provided, there shall be no charge for documents that are e-mailed (if possible) to the requestor. There will be no charge for documents that are transmitted to a local telephone exchange via facsimile (if possible).
If the documents are to be mailed, the projected cost of the postage and mailing supplies shall be charged.
The Village may require payment of the above-noted charges prior to the release of the requested records. The Village reserves the right to waive these charges in its sole discretion.
Denial of a Request
Any denial of public records requested shall include an explanation, including legal authority. If the initial request was made in writing or if the Village has the necessary contact information, an explanation of denial will be provided in writing.
If portions of a record are public and portions are exempt, the exempt portions are to be redacted; however, the remainder of the record will be released. All redactions shall be plainly visible and will be accompanied by a supporting explanation, including legal authority.
