How to Request Public Information
Public information requests can be made in writing, by phone or in person. The Contact page provides contact information and a form to make comments or ask questions. Metroparks makes it a priority to respond to public questions and concerns.
Frequently Requested Documents
Director of Public Relations
Metroparks has an extensive archive of photos available to media. For information, please use the contact above.
First reference: Metroparks Toledo
Subsequent references: Metroparks
Each park in the system is a Metropark: IE: Pearson Metropark, Swan Creek Preserve Metropark
Legal name (used only on formal documents): Metropolitan Park District of the Toledo Area
Metropolitan park districts are regional government agencies under the Ohio Revised Code, section 1545
Note: The name Metroparks Toledo was adopted by a resolution of the Board of Park Commissioners September 27, 2017.
PUBLIC RECORDS POLICY
It is the policy of the Park District to strictly adhere to the Ohio Public Records law. In accordance with the Ohio Revised Code, the Park District defines “records” as including any document – paper, electronic (including, but not limited to, e-mail), or other format – that is created or received by, or comes under the jurisdiction of, the Park District that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the Park District. All records of the Park District are public unless they are specifically exempt from disclosure under the Ohio Revised Code. (Exemptions include, but are not limited to, confidential law enforcement investigatory records, medical records, and records the release of which is prohibited by state or federal law such as security and infrastructure records, records subject to attorney-client privilege and records subject to a constitutional right of privacy.)
It is the policy of the Park District that, as required by Ohio law, records will be organized and maintained so that they are readily available for inspection or copying. Record retention schedules are to be updated regularly and posted prominently.
Requests for Public Records
Requests for public records shall be directed to the Park District’s Director of Public Relations or, for police records, to the Chief of Ranger Services, or their designees.
Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the Park District to identify, retrieve, and review the records. If it is not clear what records are being sought, the request may be denied but the records custodian must allow the requester an opportunity to revise the request by informing the requester of the manner in which the Park District maintains its records and how records are accessed in the ordinary course.
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. If a written request or disclosure of the requester’s identity or disclosure of the requester’s intended use would enhance the ability of the Park District to identify, locate or deliver the public records sought, and if the Park District first tells the requester that neither a written request nor the requester’s identity nor the requester’s intended use is required, then the Park District may ask for the request be in writing, and/or for the requester’s identity, and/or for the requester’s intended use.
Provision of Public Records
Requested public records are to be made available for inspection promptly, during regular business hours. If the requester asks for copies of public records, they 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; and the necessity for any legal review or redactions of the records requested.
If the requester asks for a copy of a public record, the Park District shall allow the requester to choose to have the record duplicated on paper, on the same medium on which the Park District keeps it, or on any other medium on which the Park District determines it reasonably can be duplicated as part of its normal operations. The Park District shall require the requester to pay for copies of public records, and shall ordinarily require that such payment be made in advance of the copies being supplied. The charge for paper copies and for computer files downloaded to compact discs shall reflect the actual cost to the Park Distinct. There is no charge for documents e-mailed.
The Park District shall send copies of requested public records by U.S. mail or any other means within a reasonable time if the requester requests such delivery. The Park District shall require advance payment for costs of mailing or other transmission.
At the time of the request, the person making the request shall be informed of the estimated length of time required to gather the records. If a request seeks a voluminous number of copies or requires research or extensive redaction, the requestor shall be informed of an estimated number of business days it will take to satisfy the request, an estimated cost if copies are requested, and any items within the request that may be exempt from disclosure.
Limitations and Denials of Records Requests
If a request for records is denied, the Park District must provide the requester with an explanation, including legal authority. If the initial request was in writing, the explanation must also be in writing.
If portions of a requested document are public and portions are exempt, the exempt portions are to be redacted and the rest released. Redactions must be plainly visible or the requester must be notified of any redactions. Each redaction must be accompanied by a supporting explanation, including legal authority.
Distribution and Posting of Policy
This policy, or a summary poster of its provisions, will be posted in a conspicuous place in the central administrative office of the Park District and in all parks. This policy will be provided to the Park District employees who have custody of Park District records, and those employees shall acknowledge in writing their receipt of the policy.
This policy will also be included in any employee handbook.
RECORDS MANAGEMENT POLICY AND PROCEDURE
The purpose of the Record Management Policy is to (1) establish an efficient District-wide record management system for maintaining, identifying, retrieving, preserving, and destroying records, (2) ensure that records are adequately protected, (4) ensure that records that are no longer needed or of no administrative value have a destruction procedures, and (5) comply with all applicable local, state, and federal laws and regulations.