Erika Marques v. Westminster, Town of - Police Department (SPR 20252850)

The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Public Records Division Manza Arthur Supervisor of Records October 3, 2025 SPR25/2850 Stephanie Welch Executive Assistant to the Police Chief Westminster Police Department 7 South Street Westminster, MA 01473 Dear Ms. Welch: On September 29, 2025, this office received your petition on behalf of the Westminster Police Department (Department) seeking a waiver of statutory limits on fees that may be assessed in responding to the request. G. L. c. 66, § 10(c); G. L. c. 66, § 10(d)(iv); see also 950 C.M.R. 32.06(4). As required by law, it is my understanding that the Department furnished a copy of the petition to the requestor, Erika Marques, of the Haddad Law Firm. G. L. c. 66, § 10(c); G. L. c. 66, § 10(d)(iv)(2). On September 29, 2025, Ms. Marques requested, “police accident reports from 9/15/25 to 9/27/25[.]” Petition to Assess Fees – Municipalities The Supervisor may approve a petition from a municipality to charge for time spent segregating or redacting or to charge in excess of $25 per hour, if the Supervisor determines that 1) the request is for a commercial purpose or 2) the fee represents an actual and good faith representation by the municipality to comply with the request. G. L. c. 66, § 10(d)(iv). In rendering such a decision, the Supervisor is required to consider the following: a) the public interest served by limiting the cost of public access to the records; b) the financial ability of the requestor to pay the additional or increased fees; and c) any other relevant extenuating circumstances. G. L. c. 66, § 10(d)(iv). The statute sets out a two-prong test for determining whether the Supervisor may approve a municipality’s petition to allow the municipality to charge for time spent segregating or redacting records or to charge in excess of $25 an hour for the provision of public records. The first prong is whether the request for records was made for a commercial purpose. G. L. c. 66, § 10(d)(iv). 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

Stephanie Welch SPR25/2850 Page 2 October 3, 2025 The second prong of the test is whether the fee represents an actual and good faith representation by the municipality to comply with the request. The Supervisor must consider 1) if the fee is necessary such that the request could not have been prudently completed without the redaction or segregation or fee in excess of $25 per hour; 2) the amount of the fee is reasonable; and 3) the fee is not designed to limit, deter or prevent access to requested public records. Id. Petitions seeking a waiver of statutory limits to fees assessed to segregate and/or redact public records must be made within ten business days after receipt of a request for public records. 950 C.M.R. 32.06(4)(g). Fee Estimates – Municipalities A municipality may assess a reasonable fee for the production of a public record except those records that are freely available for public inspection. G. L. c. 66, § 10(d). The fees must reflect the actual cost of complying with a particular request. Id. A maximum fee of five cents ($.05) per page may be assessed for a black and white single or double-sided photocopy of a public record. G. L. c. 66, § 10(d)(i). Municipalities may not assess a fee for the first 2 (two) hours of employee time to search for, compile, segregate, redact or reproduce the record or records requested unless the municipality has 20,000 people or less. G. L. c. 66, § 10(d)(iii). Where appropriate, municipalities may include as part of the fee an hourly rate equal to or less than the hourly rate attributed to the lowest paid employee who has the necessary skill required to search for, compile, segregate, redact or reproduce a record requested, but the fee shall not be more than $25 per hour. Id. However, municipalities may charge more than $25 per hour if such rate is approved by the Supervisor of Records under a petition under G. L. c. 66, § 10(d)(iv). A fee shall not be assessed for time spent segregating or redacting records unless such segregation or redaction is required by law or approved by the Supervisor of Records under a petition under G. L. c. 66, § 10(d)(iv). See G. L. c. 66, § 10(d)(iii); 950 C.M.R. 32.06(4). Current Petition In its September 29, 2025 petition, the Department advises that Ms. Marques’ request is for a commercial purpose, and further indicates that it seeks to charge an hourly rate of $32.64 for the work assessed in responding to her request: Pursuant to G.L. c. 66, § 10, the Westminster Police Department petitions to charge fees in excess of $25.00 per hour for a records request received from the Haddad Law Firm. Two prior petitions regarding Haddad Law Firm requests have been submitted by the Westminster Police Department and granted by the Supervisor of Public Records. The most recent petition, SPR25- 2776, was granted, authorizing a rate of $32.64 per hour. Haddad Law Firm has confirmed in the past that its requests are made for commercial purposes.

Stephanie Welch SPR25/2850 Page 3 October 3, 2025 We recently received an additional request from Haddad Law Firm on 9/29/2025, seeking police accident reports from 9/15/2025 to 9/27/2025. The requested fee is warranted due to the time-intensive process of reviewing, compiling, and redacting reports in accordance with Massachusetts Public Records Law, including the protection of personal privacy and sensitive information. Additionally, the requested fee reflects the staff time, resources, and administrative burden associated with processing commercial requests of this scope, which are more complex than typical public record requests. The term “commercial purpose” as used in the Public Records Law shall mean: the sale or resale of any portion of the public record or the use of information from the public record to advance the requester’s strategic business interests in a manner that the requester can reasonably expect to make a profit, and shall not include gathering or reporting news or gathering information to promote citizen oversight or further the understanding of the operation or activities of government or for academic, scientific, journalistic or public research or education. G. L. c. 66, § 10(d)(ix). Based on the information provided in the Department’s petition, it is my understanding that Ms. Marques’ request meets the statutory definition of “commercial purpose” within the Public Records Law. See G. L. c. 66, § 10(d)(ix); see also SPR20/2599 Determination of the Supervisor of Records (January 5, 2021). Conclusion Accordingly, based on the Department’s petition and my finding that the request is for a commercial purpose, as described above, I approve the Department’s petition to charge an hourly rate limited to $32.64 to produce the responsive documents. Please note, Ms. Marques has the right to seek judicial review of this decision by commencing a civil action in the appropriate superior court. See G. L. c. 66, §§ 10A(c). Sincerely, Manza Arthur Supervisor of Records cc: Erika Marques