RULES AND REGULATIONS
Rules established by the Board of Park Commissioners
Rules of the Park
Rules are established for everyone's well being and safety. Please observe the following regulations adopted by the Board of Park Commissioners. We appreciate your cooperation.
RULES
Do not remove benches and tables from pavilions.
No use of intoxicating beverages or chemicals.
No motorcycles, ATVs, snowmobiles or other motorized vehicles permitted off park roads or parking areas.
No fires except in provided grills.
No unlicensed firearms permitted in park.
Discharging of firearms on park property is prohibited.
Discharging of fireworks on park property is prohibited.
DOGS MUST BE ON A LEASH AT ALL TIMES.
Clean up after your dog.
Place trash in designated receptacles.
Public Records Policy
1. PURPOSE
The purpose of this Record Retention and Destruction Policy is to ensure that Hubbard Township Free Park retains its official records in accordance with the requirements of all applicable laws and to ensure that official records no longer needed by Hubbard Township Free Park are discarded at the proper time. This Policy provides guidelines concerning the length of time official records should be retained under ordinary business circumstances.
2. COVERED RECORDS
This Policy applies to all official records generated in the course of the Hubbard Township Free Park operations, including but not limited to:
• Typed, or printed hardcopy (i.e., paper) documents;
• Electronic records and documents (e.g., email, Web files, text files, PDF files);
• Video or digital images;
• Graphic representations;
• Electronically stored information contained on network servers and/or document management systems; and
• Recorded audio material.
3. ADMINISTRATION
Record Retention
a. All records shall be maintained and stored for a period of seven years. The Directors of Hubbard Township Free Park will be responsible for the administration of this policy to all employees and to ensure that the policy is implemented.
b. Make modifications to the Record Retention Schedule from time to time to ensure that this Policy complies with local, state and federal laws and includes the appropriate document and record categories for Hubbard Township Free Park.
c. Monitor the compliance of Hubbard Township Free Park officers and employees with this Policy;
d. Directors shall take other action as may be authorized by the Hubbard Township Free Park Board of Directors.
Record Storage Procedure
a. In order to facilitate administration of this Policy, where practicable, Hubbard Township Free Park official records should generally be organized and stored according to general categories in a manner that best facilitates the efficient administration of the organizations operations. Records within each category should generally be organized and stored in chronological order or by time period (e.g., by month or year).
b. Categories of records not required to be retained on a permanent basis should be maintained by date or conspicuously dated to enable such records to be easily identified for destruction at the end of the record retention period.
c. Records containing confidential information should be labeled and/or stored in a manner to limit access to those employees or other individuals with authorization to view such records.
4. SUSPENSION OF RECORD DISPOSAL IN EVENT OF LITIGATION OR CLAIMS
In the event any employee of Hubbard Township Free Park reasonably anticipates or becomes aware of a governmental investigation or audit concerning the Agency or the commencement of any litigation against or concerning the Agency, such employee shall inform Directors and Board of Directors and any further disposal of documents shall be suspended until such time as the Board of Directors, with the advice of the Executive Director and the Agency’s legal counsel, determines otherwise. The Directors shall take such steps as are necessary to promptly inform affected staff of any suspension in the disposal or destruction of documents.
5. CONFIDENTIALITY AND OWNERSHIP
All records are the property of Hubbard Township Free Park and employees are expected to hold all business records in confidence and to treat them as Hubbard Township Free Park assets. Records must be safeguarded and may be disclosed to parties outside of the Agency only upon proper authorization. Any subpoena, court order or other request for documents received by employees, or questions regarding the release of the Agency’s records, must be directed to the Executive Director prior to the release of such records. Any records of the Agency in possession of an employee must be returned to the employee’s supervisor or the Board of Directors upon termination of employment. This policy is not intended to and does not constitute or create contractual terms of employment, assure specific treatment under specific conditions, and/or does not alter the at-will nature of any employment relationship with Hubbard Township Free Park.
Public Records Request Policy
HUBBARD TOWNSHIP FREE PARK PUBLIC RECORDS REQUEST POLICY MISSION STATEMENT Openness leads to a better informed citizenry, which leads to better government and better public policy. It is the mission and intent of Hubbard Township Free Park to at all times fully comply with and abide by both the spirit and the letter of Ohio’s Public Records Act. DEFINING PUBLIC RECORDS A “record” is defined to include the following: A document in any format – paper, electronic (including, but not limited to, business e-mail) – that is created, received by, or comes under the jurisdiction of Hubbard Township Free Park that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office. A “public record” is a “record” that is being kept by this office at the time a public records request is made, subject to applicable exemptions from disclosure under Ohio or federal law. All public records must be organized and maintained in such a way that they can be made available for inspection and copying. RESPONSE TIMEFRAME Public records are to be available for inspection during regular business hours. 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, the necessity for any legal review and redaction, and other facts and circumstances of the records requested. It is the goal of Hubbard Township Free Park that all requests for public records should be acknowledged in writing or, if feasible, satisfied within three business days following the office’s receipt of the request. HANDLING REQUESTS No specific language is required to make a request for public records. However, the requester must at least identify the records requested with sufficient clarity to allow the office to identify, retrieve, and review the records. 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(s). It is this office’s general policy that this information is not to be requested. However, the law does permit the office to ask for a written request, the requester’s identity, and/or the intended use of the information requested, but only if (1) a written request or disclosure of identity or intended use would benefit the requester by enhancing the office’s ability to identify, locate, or deliver the public records that have been requested; and (2) the requester is first told that a written request is not required and that the requester may decline to reveal the requester’s identity or intended use. In processing the request, the office does not have an obligation to create new records or perform a search or research for information in the office’s records. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through the office’s standard use of sorting, filtering, or querying features. Although not required by law, the office should consider generating new records when it makes sense and is practical under the circumstances. In processing a request for inspection of a public record, an office employee may accompany the requester during inspection to make certain original records are not taken or altered. A copy of the most recent edition of the Ohio Sunshine Laws Manual is available via the Ohio Attorney General’s website (www.OhioAttorneyGeneral.gov/YellowBook) for the purpose of keeping employees of the office and the public educated as to the office’s obligations under Ohio’s Public Records Act, Ohio’s Open Meetings Act, records retention laws, and the Personal Information Systems Act. ELECTRONIC RECORDS Records in the form of e-mail, text messaging, and instant messaging, including those sent and received via a hand-held communications device, are to be treated in the same fashion as records in other formats, such as paper or audiotape. Public record content transmitted to or from private accounts or personal devices is subject to disclosure. All employees or representatives of this office are required to retain their e-mail records and other electronic records in accordance with applicable records retention schedules. DENIAL AND REDACTION OF RECORDS If the requester makes an ambiguous or overly broad request or has difficulty in making a request such that the office cannot reasonably identify what public records are being requested, the request may be denied, but the office must then provide the requester an opportunity to revise the request by informing the requester of the manner in which records are maintained and accessed by the office. If the office withholds, redacts, or otherwise denies requested records, it must provide an explanation, including legal authority, for the denial(s). If the initial request was made in writing, the explanation must also be in writing. If portions of a record are public and portions are exempt, the exempt portions may be redacted and the rest must be released. When making public records available for public inspection or copying, the office shall notify the requester of any redaction or make the redaction plainly visible. COPYING AND MAILING COSTS Those seeking public records may be charged only the actual cost of making copies, not labor. The charge for paper copies is 25 cents per page. A requester may be required to pay in advance for the actual costs involved in providing the copy. The requester may choose whether to have the record duplicated upon paper, upon the same medium on which the public record is kept, or upon any other medium on which the office determines that the record can reasonably be duplicated as an integral part of the office’s normal operations. If a requester asks that documents be delivered to them, he or she may be charged the actual cost of the postage and mailing supplies, or other actual costs of delivery. There is no charge for e-mailed documents. MANAGING RECORDS Hubbard Township Free Park records are subject to records retention schedules. The office’s current schedules are available at 249 Roosevelt Drive, Hubbard, Ohio 44425, a location readily available to the public as required by Ohio Revised Code § 149.43(B)(2).