Stephen J. Morgan v. Ashland, Town of - Public Schools (SPR 20160506)

The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Public Records Division Shawn A. Williams Supervisor ofR ecords July 14, 2016 SPR16/505, SPR16/506 SPR16/507 Ms. Tara Ward Town Clerk Town of Ashland 10 1 Main Street 1st Floor Ashland, MA 01721 Dear Ms. Ward: I have received the petition of Stephen J. Morgan appealing the response of Town of Ashland (Town) to his requests for public records. G. L. c. 66 § lO(b); see also 950 C.M.R. 32.08(2). Specifically, Mr. Morgan requested: 1. On June 23, 2016 copies of certain email or written communications regarding a specified individual and the Town's Capital Improvement Committee. (SPR16/506). 2. On June 23, 2016 copies minutes and all documents used in the previous night's Finance Committee meeting. (SPRl 6/505). 3. On June 23, 2016 copies of any proposed policy on public comments for a particular Town meeting. (SPRl 6/505). Having not yet received a proper response, Mr. Morgan petitioned this office. Given that that the three (3) records requests were made to the Town's Clerk's office, all three (3) appeals will be addressed by this determination. The Public Records Law Under the Public Records Law and the Access Regulations (Regulations) all requests for public records must be met with a response within ten (10) days of the request. G. L. c. 66, § lO(b); 950 C.M.R. 32.05. The ten-day provision is a maximum, rather than a minimum, time frame for complying with a public records request. The response may be an offer to provide records, a fee estimate for provision of the records, or a denial. All records custodians must OneAshburton Place, Room 1719, Boston, Massachusetts 02108 · (617) 727-2832 ·Fax (617) 727-5914 www.sec.state.ma. us/pre

Ms. Tara Ward SPR16/505; SPR16/506; SPR16/507 Page 2 July 14, 2016 comply with both the Public Records Law and the Regulations with respect to the timeliness of response. To assist in requesting and responding to requests for public records please refer to our publication, A Guide to the Massachusetts Public Records Law. This document is available on the Internet, free of charge, at http://www.sec.state.ma.us/pre/prepdf/guide.pdf. Attorneys on my staff are available during regular business hours to answer general questions regarding the Public Records Law. Present appeal In a July 14, 2016 telephone conversation you indicated that you will review each of Mr. Morgan's requests and coordinate with the offices within the Town to provide a substantive response. I will also copy the Town Manager and Assistant Town Manager on this letter in an effort to inform each of them regarding the need to understand and respond to requests for public records in a timely manner. I believe the Town could benefit from training by my office in the area of Public Records Law. During such training members of my staff will provide copies of our publication, A Guide to the Massachusetts Public Records Law, and will be available to answer questions. Accordingly, I will consider this appeal closed with the proviso that the Town review and respond to each of Mr. Morgan's requests. A copy of any such response must be provided to this office. It is preferable to send an electronic copy of this response to this office at pre@sec.state.ma. us. You may contact this office at the number found at the bottom of the first page of this order to arrange Public Records Law training for the Town. 8?n Shawn A. Williams Supervisor of Records cc: Mr. Stephen J. Morgan Mr. Michael Herbert Ms. Jennifer Ball