Town of Oak Island Records Request Policy
(adopted March 11, 2025, revised April 8, 2025)
1. PURPOSE
The Town of Oak Island (the Town) is open and responsive to information requests from the public and the news media. The Town is committed to a policy of openness, honesty and cooperation with members of the public and the news media. In instances where there is a question about the legality of releasing information, Town staff will consult with the Town Attorney for guidance. This regulation is implemented in accordance with the NC Public Records Law, N.C.G.S. Chapter 132.
2. SCOPE
This regulation applies to all requests for public records made to the Town, regardless of requester. The Town encourages records requests be provided in writing in order to create appropriate documentation for monitoring time and cost and billing as needed. If you are unable to make a request in writing, please contact the Town Clerk at 910-201-8004.
3. DEFINITIONS
"Public record" or "public records" shall mean all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data‑processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina government or its subdivisions shall mean and include every public office, public officer or official (State or local, elected or appointed), institution, board, commission, bureau, council, department, authority or other unit of government of the State or of any county, unit, special district or other political subdivision of government.
4. AVAILABLE RECORDS
4.1 All requests that are “public records” as defined by Section 3 of this regulation may be made publicly available. Records requests themselves are also public record.
5. COPYING FEES
5.1 If the requester asks for paper copies of documents, the Town may charge for the actual costs of the copies in accordance with the Town’s fee schedule. If for any reason a request requires special handling (e.g., color copies, out-sourcing of copying function, etc.), the actual cost of such handling shall be calculated on a case-by-case basis.
5.2 The Town will endeavor to provide documents via electronic format, or the requestor may provide a flash drive or other device.
5.3 If the requester requests transmission of the documents via email or other electronic means, the Town may charge only for the special service charge described in Paragraph 7, if applicable.
5.4 The Town shall provide an estimate of the copying cost to the requester prior to making or releasing the copies, and allow the requester the option of either agreeing to pay the charge or revising the request.
5.5 Multiple requests within a short period of time (up to 90 days) from the same individual or organization on the same or related topic will be considered a single request for purposes of determining whether to charge under this section.
6. SPECIAL SERVICE CHARGES
6.1 If the request requires extensive use of information technology resources or extensive use of personnel for clerical assistance, or if producing the records in the medium requested results in an excessive use of information technology resources, then the Town may charge, in addition to the copying fee, a special service charge. The special service charge will be reasonable and no greater than the actual costs incurred. For purposes of this section, the Town considers more than four (4) hours required to respond to a request as constituting an extensive use of personnel.
6.2 If preparation of the response requires the extensive use of personnel, the Town will charge a presumed rate of $18.00 per hour for each hour, in excess of four hours, required to respond to the request. The Town will provide an estimate of the costs for an extraordinary request prior to making the records available for inspection or release and allow the requester the option of either agreeing to pay the charge or revising the request to narrow its nature or scope. Multiple requests within a short period of time from the same individual will be considered a single request for purposes of determining whether to charge under this section.
7. RESPONSE TIME
7.1 To the extent practicable, all employees involved in fulfilling a public records request shall maintain a reasonable approximation of the time spent on that task to the nearest half hour.
7.2 The approximation of time spent shall be maintained regardless of whether the employee’s time is used to calculate a copying fee or service fee as described hereinabove.
Use the link below to submit PUBLIC RECORDS REQUESTS ONLY!
For all OTHER requests, visit the Contact Us page at OakIslandNC.gov/CONTACT.
