120 West Oxford Street
Phone: (540) 745-9300
Rights & Responsibilities:
The Rights of Requesters and the Responsibilities of Floyd County
under the Virginia Freedom of Information Act
The Virginia Freedom of Information Act (FOIA), located in § 2.2-3700 et seq. of the Code of Virginia 1950 as amended, guarantees citizens of the Commonwealth and representatives of the media access to public records held by public bodies, public officials, and public employees.
A public record is any writing or recording — regardless of whether it is a paper record, an electronic file, an audio or video recording, or any other format — that is prepared or owned by, or in the possession of a public body or its officers, employees or agents in the transaction of public business. All public records are presumed to be open, and may only be withheld if a specific, statutory exemption applies.
The policy of FOIA states that the purpose is to promote an increased awareness by all persons of governmental activities. In furthering this policy, FOIA requires that the law be interpreted liberally, in favor of access, and that any exemption allowing public records to be withheld must be interpreted narrowly.
Your FOIA Rights
- You have the right to request to inspect or receive copies of public records, or both.
- You have the right to request that any charges for the requested records be estimated in advance.
- If you believe that your FOIA rights have been violated, you may file a petition in district or circuit court to compel compliance with FOIA. Alternatively, you may contact the FOIA Council for a nonbinding advisory opinion.
Making a Request for records from Floyd County
- 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 Floyd County, nor does it require Floyd County to create a record that does not exist.
- You may choose to receive electronic records in any format used by Floyd County 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.
Where to send a FOIA Request
- Floyd County Clerk of Circuit Court
Ms. Rhonda Vaughn
100 East Main Street, Room 200
Floyd, VA 24091
- Floyd County Commonwealth’s Attorney
Mr. Ryan Hupp
100 East Main Street, Room 108
Floyd, VA 24091
- Floyd County Department of Social Services
Ms. Dakota Stinnett
P.O. Box 314
Floyd, VA 24091
- Floyd County Registrar
Ms. Amy Ingram
100 East Main Street Room 302
Floyd, VA 24091
- Floyd County Sheriff’s Office
Ms. Tara Hollandsworth
100 East Main Street, Room 206
Floyd, VA 24091
- Floyd County – All Other Departments
Ms. Cynthia Ryan
P.O. Box 218
Floyd, VA 24091
- A public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for the requested records. No public body shall impose any extraneous, intermediary, or surplus fees or expenses to recoup the general costs associated with creating or maintaining records or transacting the general business of the public body. Any duplicating fee charged by a public body shall not exceed the actual cost of duplication. All charges for the supplying of requested records shall be estimated in advance at the request of the citizen as set forth in subsection F of § 2.2-3704 of the Code of Virginia.
- Floyd County requires that you pay for the records that you request from us in advance of us providing those records to you. FOIA allows us to charge for the actual costs of responding to FOIA requests. This would include items like staff time spent searching for the requested records, copying costs, or any other costs directly related to supplying the requested records. It cannot include general overhead costs.
- Once Floyd County receives your request, we will provide you with an estimate of the costs to fulfill your request. Upon your agreement to pay the estimated costs, Floyd County will make copies of the requested information. You will be asked to pay based on the actual time and copying fee, rather than the estimate. Once payment is received, Floyd County will provide you with the requested information.
Floyd County’s Responsibilities in Responding to Your Request
- The Department must respond to your request within five working days of receiving it. “Day One” is considered the day after your request is received. The five-day period does not include weekends or holidays.
- The reason behind your request for public records from Floyd County is irrelevant, and you do not have to state why you want the records before we respond to your request. FOIA does, however, allow Floyd County to require you to provide your name and legal address.
- FOIA requires that Floyd County make one of the following responses to your request within the five-day time period:
- We provide you with the records that you have requested in their entirety.
- We withhold all of the records that you have requested, because all of the records are subject to a specific statutory exemption. If all of the records are being withheld, we must send you a response in writing. That writing must identify the volume and subject matter of the records being withheld, and state the specific section of the Code of Virginia that allows us to withhold the records.
- We provide some of the records that you have requested, but withhold other records. We cannot withhold an entire record if only a portion of it is subject to an exemption. In that instance, we may redact the portion of the record that may be withheld, and must provide you with the remainder of the record. We must provide you with a written response stating the specific section of the Code of Virginia that allows portions of the requested records to be withheld.
- We inform you in writing that the requested records cannot be found or do not exist (we do not have the records you want). However, if we know that another public body has the requested records, we must include contact information for the other public body in our response to you.
- If it is practically impossible for Floyd County to respond to your request within the five-day period, we must state this in writing, explaining the conditions that make the response impossible. This will allow us seven additional working days to respond to your request, giving us a total of 12 working days to respond to your request.
- If you make a request for a very large number of records, and we feel that we cannot provide the records to you within 12 working days without disrupting our other organizational responsibilities, we may petition the court for additional time to respond to your request. However, FOIA requires that we make a reasonable effort to reach an agreement with you concerning the production or the records before we go to court to ask for more time.
Types of records
The following is a general description of the types of records held by Floyd County:
- Personnel records concerning employees and officials of Floyd County.
- Records of contracts which Floyd County has entered into
- Building Permits issued by Floyd County.
Commonly used exemptions
The Code of Virginia allows any public body to withhold certain records from public disclosure. Floyd County commonly withholds records subject to the following exemptions:
- Personnel records (§ 2.2-3705.1 (1) of the Code of Virginia)
- Records subject to attorney-client privilege (§ 2.2-3705.1 (2)) or attorney work product (§ 2.2-3705.1 (3)).
- Vendor proprietary information (§ 2.2-3705.1 (6)).
- Records relating to the negotiation and award of a contract, prior to a contract being awarded (§ 2.2-3705.1 (12)).
Policy regarding the use of exemptions
- The general policy of Floyd County is to invoke the personnel records exemption in those instances where it applies in order to protect the privacy of employees and officials of Floyd County.
- The general policy of Floyd County is to invoke the contract negotiations exemption whenever it applies in order to protect Floyd County’s bargaining position and negotiating strategy.