Eldridge Bay Retirement System

Public Records Access

Public Records Access

The Eldridge Bay Retirement System is a public entity subject to the Massachusetts Public Records Law (MGL Chapter 66) and the regulations of the Supervisor of Records within the Office of the Secretary of the Commonwealth.

What is a public record?

A public record is any document, paper, or record made or received by a public employee in connection with public business — regardless of physical form (paper, electronic file, email, etc.). Most records the board maintains are public records. Limited categories are exempt from disclosure (for example, records that would identify an individual member's medical or financial information beyond what is required to be public, certain personnel records, and information protected by attorney-client privilege).

Records Access Officer

The board's Records Access Officer (RAO) handles all public records requests:

[REPLACE: RAO name and title — typically the Executive Director or Administrator]

Phone: Email: [REPLACE: rao@your-domain]

How to make a request

You may submit a public records request in writing or verbally. For tracking purposes, we recommend submitting in writing via:

  • Email: [REPLACE: rao@your-domain]
  • Mail: addressed to the Records Access Officer at the address above
  • In person: during regular office hours

A request should describe the records sought with reasonable specificity. The more specific your request, the faster we can respond. The RAO is available to help refine a request if needed.

What to expect

Under MGL Chapter 66 § 10:

  1. We will provide a response within 10 business days of receiving the request.
  2. If the records are immediately available, the response will include the records or a description of where to find them.
  3. If we need more time to compile the records, the response will include an estimated timeline and any anticipated fees.

Fees

We may charge fees for compiling and producing public records. Fees are set by state regulation and reflect actual costs. Specifically:

  • The first 4 hours of search and segregation time are free for paper records and electronic records that aren't structured.
  • Beyond the free time, fees may apply at a rate not exceeding the lowest paid full-time employee's hourly rate, capped by regulation.
  • Photocopying fees are limited by the Supervisor's regulations.

When fees would apply, the RAO will provide an itemized fee estimate before doing the work.

Appeals

If you believe a request has been improperly denied or that fees are unreasonable, you may appeal to the Supervisor of Records within 90 days of the response. The Supervisor's office will issue a determination.

Records typically available without a formal request

Many records the board produces are posted directly on this website and require no request:

  • Board meeting agendas and approved minutes
  • Annual financial reports, audits, and actuarial valuations
  • GASB 67/68 reports
  • PERAC Annual Profile
  • Cost-of-living adjustment notices
  • Election notices

Browse the document categories under Resources for the full list.