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Township Clerk Laurie Swick: Laurie Swick has been the clerk of American Township since 1999. She is a graduate of Elida High School and Bowling Green State University and has a Bachelor of Science degree in Business Administration. Prior to joining the township, she was the Clerk-Treasurer at the Village of Elida.
Laurie is responsible for maintaining all official records of the township. She prepares monthly, quarterly and annual accounting reports and is responsible for the collection of monies due the Township and the proper disbursement of those monies. Laurie also prepares the annual budget and is responsible for all payroll functions of the township.
We welcome any questions or inquiries concerning Township finances and we strive to make township records available in a timely manner. Please direct requests for records to Laurie Swick, American Township, 105 W. Main St., Elida, Ohio, 45807 or call (419) 339-3921
American Township
Public Records Policy
Introduction:
It is the policy of American Township that openness leads to a better informed citizenry, which leads to better government and better public policy. It is the policy of American Township to strictly 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. If the request is in writing, the explanation must also be in writing.
Section 1. Public records
American Township, 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, decisions, procedures, operations, or other activities of the office. All records of (this office) are public unless they are specifically exempt from disclosure under the Ohio Revised Code.
Section 1.1
It is the policy of American Township that, as required by Ohio law, records will be organized and maintained so that they are readily available for inspection and copying (See Section 4 for the e-mail record policy). Record retention schedules are to be updated regularly and posted prominently.
Section 2. Record requests
Each request for public records should be evaluated for a response using the following guidelines:
Section 2.1
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 must contact the requester for clarification, and should assist the requestor in revising the request by informing the requestor of the manner in which the office keeps its records.
Section 2.2
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 this office's general policy that this information is not to be requested.
Section 2.3
Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. 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 proximity of the location where the records are stored; and the necessity for any legal review of the records requested.
Section 2.4
Each request should be evaluated for an estimated length of time required to gather the records. Routine requests for records should be satisfied immediately if feasible to do so. Routine requests include, but are not limited to, meeting minutes (both in draft and final form), budgets, salary information, forms and applications, personnel rosters, etc. If fewer than 20 pages of copies are requested or if the records are readily available in an electronic format that can be e-mailed or downloaded easily, these should be made as quickly as the equipment allows.
All requests for public records must either be satisfied (see Section 2.4) or be acknowledged in writing by American Township personnel 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 requiring extensive research, the acknowledgement must include the following:
Section 2.4a – An estimated number of business days it will take to satisfy the request.
Section 2.4b – An estimated cost if copies are requested.
Section 2.4c – Any items within the request that may be exempt from disclosure.
Section 2.5
Any denial of public records requested must 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.
Section 3. Costs for Public Records
Those seeking public records will be charged only the actual cost of making copies.
Section 3.1
Paper copy reports of less than 10 pages will be provided free of charge. The charge for paper copy reports of more than 10 pages is 5 cents per page.
Section 3.2
The charge for downloaded computer files to a compact disc is $1 per disc.
Section 3.3
There is no charge for documents e-mailed.
Section 3.4
Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies.
Section 4. E-mail
Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates to the business of the office. E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules.
Section 4.1
Records in private e-mail accounts used to conduct public business are subject to disclosure, and all employees or representatives of this office are instructed to retain their e-mails that relate to public business (see Section 1 Public Records) and to copy them to their business e-mail accounts and/or to the office’s records custodian.
Section 4.2
The records custodian is to treat the e-mails from private accounts as records of the public office, filing them in the appropriate way, retaining them per established schedules and making them available for inspection and copying in accordance with the Public Records Act.
Section 5. Failure to respond to a public records request
American Township recognizes the legal and non-legal consequences of failure to properly respond to a public records request. In addition to the distrust in government that failure to comply may cause, (the public office’s) failure to comply with a request may result in a court ordering (the public office) to comply with the law and to pay the requester attorney’s fees and damages.
Effective 10/29/07 |
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Secretary Suzell Q. Conkle: Suzell Q. Conkle is a lifelong resident of Allen County who graduated in 1975 from Elida High School. Suzell was hired in January of 1976 as custodian of the American Township Administration Building and later took on the duties of secretary/receptionist.
Suzell's Job Description Includes:
- Cleaning the Township Administration Building.
- Notifying the Township Trustees When Repairs Need to be Made to the Building
- Booking Parties for those Wishing to Rent the Community Room
- Answering the Telephone, Transferring Calls, Taking Messages, Ordering Office and Janitorial Supplies
- Assisting with Zoning Permits, Right-of-Way and Driveway Permits
- And More….. |
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Township Clerk Laurie Swick: Laurie Swick has been the clerk of American Township since 1999. She is a graduate of Elida High School and Bowling Green State University and has a Bachelor of Science degree in Business Administration. Prior to joining the township, she was the Clerk-Treasurer at the Village of Elida.
Laurie is responsible for maintaining all official records of the township. She prepares monthly, quarterly and annual accounting reports and is responsible for the collection of monies due the Township and the proper disbursement of those monies. Laurie also prepares the annual budget and is responsible for all payroll functions of the township.
We welcome any questions or inquiries concerning Township finances and we strive to make township records available in a timely manner. Please direct requests for records to Laurie Swick, American Township, 105 W. Main St., Elida, Ohio, 45807 or call (419) 339-3921
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