FOIL Submission Audit: Village of Fairport (Moderate-High Friction)
→ This post is part of the Monroe County FOIL Submission Audit.
View hub
TL;DR
The Village of Fairport provides clear FOIL guidance, response timelines, appeal rights, and a documented email submission option. However, FOIL submission is still presented as form-centric, and the standardized request form includes personal identifying information fields and a signature line that FOIL does not require.
Overall, Fairport represents a moderate-to-high friction submission model that is more accessible than many peers but still unnecessarily paperwork-driven.
How FOIL Requests Are Submitted in the Village of Fairport
Fairport’s FOIL webpage instructs requesters to:
- Complete the FOIL Request Form, and
- Submit it either:
- In person or by mail to Village Hall, or
- By email to jmw@fairportny.com
Unlike several other agencies reviewed, Fairport explicitly documents an email submission option directly on the webpage, not only inside the form.
Records Access Officer and Appeals (Strength)
The Village clearly identifies responsible officials:
- Records Access Officer: Village Clerk-Treasurer
- Appeals Officer: Village Manager Bryan L. White
- Appeal contact information (email and phone) provided
This satisfies core FOIL transparency and accountability expectations.
FOIL Request Form Requirements
The Village provides a fillable FOIL Request Form (PDF)
The form requests:
- Description of records requested
- Name
- Mailing address
- Phone number
- Email address
- Preferred delivery method
- 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.
Signature Requirement
The FOIL Request Form includes a signature line, adding a formal certification element to submission.
The Village does not state whether an unsigned request would be rejected. For purposes of this audit—which evaluates requirements as presented—the signature line is treated as a functional submission requirement.
Timelines, Fees, and Process Information (Strength)
Fairport’s FOIL page clearly discloses:
- Five (5) business day acknowledgment requirement
- Notification of approval or denial
- Copying fees ($0.25 per page)
- Appeal rights and appeal officer contact information
This information is concise, visible, and accessible at the point of submission.
Anonymous or Low-Disclosure Submission
Because Fairport documents email submission and does not require account creation or portal use, the process is more flexible than many form-locked systems.
However, because the FOIL Request Form itself includes identifying information fields and a signature line, anonymous or low-disclosure submission is not clearly supported as presented.
Assessment
The Village of Fairport demonstrates a comparatively accessible FOIL submission model that still relies on standardized paperwork.
Key findings include:
- Form-centric submission
- Personal identifying information requested
- Signature line included
- Email submission clearly documented
- Clear timelines, fees, and appeal rights
Summary Scorecard
- FOIL form required: Yes
- Email submission documented on webpage: Yes
- Records Access Officer identified: Yes
- Timelines and appeal rights disclosed: Yes
- Personal information requested: Yes
- Signature required (as presented): Yes
- Anonymous submission clearly supported: No
- Overall assessment: Moderate–High Friction
Conclusion
As presented, the Village of Fairport provides a clear and functional FOIL submission process with documented email submission, response timelines, and appeal rights. However, the continued reliance on a standardized FOIL request form that includes personal identifying information and a signature introduces unnecessary friction at the point of submission.
Within the Monroe County FOIL Submission Audit, Fairport represents a more accessible but still form-dependent FOIL intake model.
Legal & Reference Notes
- New York Public Officers Law §§ 87–89
- Village of Fairport FOIL webpage
- Village of Fairport FOIL Request Form (PDF)