Cinda Jones v. Gill, Town of - Town Clerk (SPR 20171303)

The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Public Records Division Rebecca S. Murray Supervisor ofR ecords September 19, 2017 SPR17/1303 Lynda Hodsdon Mayo Town Clerk Town of Gill 325 Main Road Gill, MA 01354 Dear Ms. Mayo: I have received your petition on behalf of the Town of Gill (Town) seeking an extension of time to furnish copies of requested records, or any portion thereof. G. L. c. 66, § 10 ( c); see also 950 C.M.R. 32.06(4 ). The Town is advised that as required by law, a custodian must furnish a copy of this petition to the requester. G. L. c. 66, § 10(c). Specifically, Cinda Jones requested "a copy of the historical research and other information [an identified individual] provided the Gill Historical Commission through [the Town of Gill] two years ago regarding [a specified area]" and "copies of any other information ... the Gill Historical Commission may have about [Ms. Jones's] property" and a specified area around it. Petitions for an extension oftime Under the Public Records Law, upon a showing of good cause, the Supervisor of Records (Supervisor) may grant a single extension to an agency not to exceed 20 business days and a single extension to a municipality not to exceed 30 business days. In determining whether there has been a showing of good cause, the Supervisor shall consider, but shall not be limited to considering: (i) the need to search for, collect, segregate or examine records; (ii) the scope of redaction required to prevent unlawful disclosure; (iii) the capacity or the normal business hours of operation of the agency or municipality to produce the request without the extension; (iv) efforts undertaken by the agency or municipality in fulfilling the current request and previous requests; (v) whether the request, either individually or as part of a series of requests from the same requestor, is frivolous or intended to harass or intimidate the agency or municipality; and (vi) the public interest served by expeditious disclosure. One Ashburton Place, Room 1719, Boston, Massachusetts 02108 • (617) 727-2832• Fax: (617) 727-5914 sec.state.ma.us/pre • pre@sec.state.ma.us

Town of Gill SPR17/1303 Page 2 September 19, 2017 G. L. c. 66 § lO(c). If the Supervisor determines that the request is part of a series of contemporaneous requests that are frivolous or designed to intimidate or harass, and the requests are not intended for the broad dissemination of information to the public about actual or alleged government activity, the Supervisor may grant a longer extension or relieve the agency or municipality of its obligation to provide copies of the records sought. Id. The filing of a petition does not affect the requirement that a Records Access Officer (RAO) shall provide an initial response to a requestor within ten business days after receipt of a request for public records. 950 CMR 36.06(4)(b). Current petition In your petition dated September 18, 2017, you indicate the Town is "asking for additional time to respond to the request." I understand on September 19th a Public Records Division staff member contacted the Town and it has indicated a response would be provided to Ms. Jones within 25 days from the date of the request. Conclusion In light of the Town's ability to respond to the request within the statutory timeframe, I will not opine on the Town's petition for an extension of time to furnish responsive records. See G. L. c. 66 § lO(b)(vi). The Town is advised that it must submit another petition for an extension of time if it cannot provide responsive records within 25 business days of the receipt of the request. G. L. c. 66 § lO(c). Ms. Jones may appeal the substantive nature ofthe Town's response within 90 days. See 950 C.M.R. 32.08(1). Sincerely, ~~ Rebecca S. Murray Supervisor of Records cc: Cinda Jones