Southwick Town Clerk Michelle L. Hill displays a set of documents and a compact disc that someone ordered, which town employees can spend up to 10 hours to compile as part of the Request for Information process. (Photo by Frederick Gore)
SOUTHWICK – Town Clerk Michelle Hill has updated the town’s policy for requesting information.
Hill told the Board of Selectmen last week that the policy is in line with state laws. Hill said she has outlined seven steps for those requesting information from the Town Clerk.
“It is in accordance with state law CMR-32,” said Hill. “I took that and summed it up to put together the steps.”
Hill said she was prompted to update the policy – which includes fees for more labor-intensive requests – because of the high volume of requests processed by Hill’s office.
Hill said a simple request, such as a copy of an audio file of a meeting, is a $5 charge for the CD. If requested information is readily available and takes just a few minutes to produce, there is no charge. It is the more involved search and segregation requests that Hill said bog down staff and takes them away from their normal duties.
“We’ve been receiving requests that are very detailed and take hours, often involving different departments and legal counsel,” she said.
Hill said one such request was recently made by one person, and another person came to pick up the packet of information but was not prepared to pay for it. Hill said she had to refuse handing over the files until the person who requested it came in with payment. Moving forward, said Hill, she will give an estimated cost and payment must be made before the work is done.
Hill said it is an hourly rate equivalent to the lowest paid town hall employee, which is an average of $18. Hill said some requests can take 10 hours to compile, which takes 10 hours away from daily tasks.
Hill said she does not want anyone to think her office is unwilling to do the work.
“It is everyone’s right to request information,” Hill said. “We will do everything we can to get it done and be with the 10-day requirement.”
Hill said her staff does not “sit on requests” and strives to meet requests as promptly as possible.
The seven-step policy is a guideline for citizens and staff.
“When someone makes a request, I need to review it and analyze it to see if it is something easy that we can take care of if the information is available,” Hill said. “For a simple request, we can usually take care of it right away. For a search and segregation request, I will lay out the work and create an invoice so we can receive payment up front.”
Hill added she plans to get back to the person making the request “as soon as possible” and hopes this policy will be an easy way for Town Hall to respond to requests effectively.
