FOIL Submission Audit: Village of East Rochester (Moderate Friction)
→ This post is part of the Monroe County FOIL Submission Audit.
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TL;DR
The Village of East Rochester relies on a downloadable FOIL request form (PDF) as the primary submission mechanism and provides minimal FOIL guidance on its website. While the Village clearly identifies the Records Access Officer and appeal authority, the submission process is form-centric and lacks clear documentation of alternative, low-friction submission methods.
How FOIL Requests Are Submitted in the Village of East Rochester
East Rochester’s FOIL webpage provides limited instructional content and primarily directs requesters to use a Freedom of Information Law Request Form (PDF).
The webpage does not clearly document:
- Email submission as a standalone option
- Submission by written request without the form
- Mail or fax instructions for FOIL requests
As presented, the FOIL process appears PDF-first and form-dependent.
Records Access Officer and Appeals (Strength)
The FOIL Request Form identifies:
- Martin G. D’Ambrose
- Administrator & Records Access Officer
- Mailing address and email address provided
The webpage also clearly identifies the Appeals Officer as:
- Mayor John R. Alfieri
- Appeal email address provided
- Appeal deadline stated (10 days from receipt of response)
This satisfies core FOIL accountability and appeal disclosure requirements.
FOIL Request Form Requirements
The Village’s FOIL Request Form (PDF) requires the requester to provide:
- Description of records requested
- Name
- Phone number
- Mailing address
- Email address
- Signature
- Date
⚠️ Submission Friction Identified
The FOIL Request Form includes personal identifying information fields and a signature line that FOIL does not require in order to submit a valid request.
Timelines and Fees (Strength)
The FOIL Request Form states that:
- The Village has five (5) business days to respond
- Disclosable records must be produced within twenty (20) business days
- Copying fees may apply ($0.25 per page)
- Records may be inspected in person at no cost
- Denials will be provided in writing
These disclosures are consistent with FOIL requirements.
Website Presentation and Transition State
The East Rochester website appears to be in transition, with placeholder content and limited FOIL-specific navigation. As a result:
- FOIL instructions are sparse
- The form functions as the primary guidance document
- Submission expectations are not clearly explained outside the PDF
This increases friction for requesters unfamiliar with FOIL.
Anonymous or Low-Disclosure Submission
As presented, the Village of East Rochester does not clearly support anonymous or low-disclosure FOIL submission:
- The FOIL form requests identifying information
- No alternative submission method is clearly documented on the webpage
While the Records Access Officer’s email address appears on the form, submission outside the form is not described.
Assessment
The Village of East Rochester demonstrates procedural compliance with FOIL but relies on a legacy, PDF-centric intake model with limited web guidance.
Key findings include:
- PDF FOIL request form as primary submission method
- Personal identifying information requested
- Signature requirement
- Clear RAO and appeals officer identification
- Minimal FOIL guidance on the webpage
Summary Scorecard
- FOIL form required (as presented): Yes
- Online submission available: No
- Email submission clearly documented: No
- Records Access Officer identified: Yes
- Appeals process disclosed: Yes
- Personal information requested: Yes
- Signature required: Yes
- Anonymous submission clearly supported: No
- Overall assessment: Moderate Friction – PDF-Centric
Conclusion
As presented, the Village of East Rochester conditions FOIL submission on completion of a standardized PDF request form that includes personal identifying information and a signature. While the Village provides clear timelines, fee disclosures, and appeal information, the lack of clear alternative submission pathways and minimal web guidance introduce moderate friction at intake.
Within the Monroe County FOIL Submission Audit, East Rochester represents a legacy FOIL intake model that remains procedurally compliant but has not yet adapted to lower-friction, email-forward submission practices.
Legal & Reference Notes
- New York Public Officers Law §§ 87–89
- Village of East Rochester FOIL webpage
- Village of East Rochester FOIL Request Form (PDF)