Making a Request for Records from Town of Round Hill

You may request records by U.S. Mail, fax, e-mail, in person, or over the phone.  FOIA does not require that your request be in writing, nor do you need to specifically state that you are requesting records under FOIA.

From a practical perspective, it may be helpful to both you and the person receiving your request to put your request in writing.  This allows you to create a record of your request.  It also gives us a clear statement of what records you are requesting, so that there is no misunderstanding over a verbal request.  However, we cannot refuse to respond to your FOIA request if you elect to not put it in writing.

Your request must identify the records you are seeking with “reasonable specificity.”  This is a common-sense standard.  It does not refer to or limit the volume or number of records that you are requesting; instead, it requires that you be specific enough so that we can identify and locate the records that you are seeking.

Your request must ask for existing records or documents.  FOIA gives you a right to inspect or copy records; it does not apply to a situation where you are asking general questions about the work of Town of Round Hill, nor does it require Town of Round Hill to create a record that does not exist.

You may choose to receive electronic records in any format used by Town of  Round Hill in the regular course of business.

For example, if you are requesting records maintained in an Excel database, you may elect to receive those records electronically, via e-mail or on a computer disk, or to receive a printed copy of those records

If we have questions about your request, please cooperate with staff’s efforts to clarify the type of records that you are seeking, or to attempt to reach a reasonable agreement about a response to a large request.  Making a FOIA request is not an adversarial process, but we may need to discuss your request with you to ensure that we understand what records you are seeking.

To request records from Town of Round Hill, you may direct your request to the FOIA Officer, Melissa Hynes.  The Officer can be reached by mail or in person at Town of Round Hill, 23 Main Street, P.O. Box 197, Round Hill, VA 20142, by phone at 540-338-7878 ext. 305, by fax at #540-338-1680, or by email. You may also contact the Officer with questions you have concerning requesting records from Town of Round Hill.

In addition, the Freedom of Information Advisory Council is available to answer any questions you may have about FOIA.  The Council may be contacted by email, or by phone at 804-225-3056 or toll free at 1-866-448-4100.