How to File a Public Records Request in East Lampeter, Pennsylvania

What Is the Pennsylvania Right-to-Know Law?

The Pennsylvania Right-to-Know Law (RTKL), codified at 65 Pa. Stat. § 67.101 et seq. and enacted by Act 3 of 2008, guarantees every resident the right to inspect and copy public records held by Commonwealth and local agencies, including townships like East Lampeter. The law defines a 'record' broadly as any information, regardless of physical form, that documents a transaction or activity of an agency and is created, received, or retained in connection with the agency's business. Public records include meeting minutes, Board of Supervisors resolutions, zoning permits and decisions, contracts, budgets, police reports (with limitations), land development applications, and email communications on agency business.

Under the RTKL, all records are presumed to be public unless the agency establishes that disclosure is barred by an exemption in Section 708, another state or federal law, a court order, or a recognized privilege such as attorney-client. The burden of proof rests entirely on the agency — not the requester — to justify withholding by a preponderance of the evidence. Key exemptions include criminal investigative records, personal identifying information, attorney-client privileged communications, personnel files (letters of recommendation, medical records), and homeland security vulnerability information. Requesters are not required to state a reason for their request.

Read the full text of the Pennsylvania Right-to-Know Law (65 P.S. §§ 67.101 et seq. (Act of Feb. 14, 2008, P.L. 6, No. 3))

How to File a Public Records Request with the Township of East Lampeter

How to Submit Your Request

East Lampeter Township accepts Right-to-Know requests submitted in writing by mail, in person, email, or fax. The Township has its own Right-to-Know Request Form, available for download from the Township's website. You may also use the Pennsylvania Office of Open Records' standard Uniform Request Form, which all local agencies are required to accept under 65 Pa. Stat. § 67.505. Address your written request to the Open Records Officer at 2250 Old Philadelphia Pike, Lancaster, PA 17602. If submitting by email or fax, contact the Township at (717) 393-1567 to confirm the current submission email address and fax number. Always retain a copy of your request — it is required documentation if you later need to file an appeal with the Office of Open Records. The clock on the Township's five-business-day response period begins when the Open Records Officer receives your written request.

Download Required Form

What to Include in Your Request

• Your full name and mailing address (required for the Township to respond)
• A specific and concise description of the records you are requesting
• The approximate date range of the records, if applicable
• Your preferred format for receiving records (paper copies, electronic files, inspection in person)
• A statement that the request is being made under the Pennsylvania Right-to-Know Law, 65 Pa. Stat. § 67.101 et seq.
• Whether you want certified copies of the records
• A fee threshold statement (e.g., requesting notification if fees will exceed a certain amount)

Response Deadlines and What to Expect

Under Section 901 of the Pennsylvania Right-to-Know Law, East Lampeter Township's Open Records Officer must respond to your written request within five business days of receipt. 'Business days' means days the Township's offices are open, excluding weekends and holidays. Note that the clock starts when the Open Records Officer receives the request — not when you mail it — so in-person or email delivery avoids postal transit time.

A 'response' does not necessarily mean you will receive the records within five days. The Township may grant the request (in whole or in part), deny it (in whole or in part), or invoke a 30-calendar-day extension under Section 902 if additional time is needed. If an extension is invoked, the Township must notify you in writing of the reason and provide an expected response date. If that date exceeds 30 days beyond the initial five-business-day period, the request is deemed denied unless you agree in writing to the extended date.

If the Township does not respond at all within five business days, the request is automatically 'deemed denied' under Section 901, triggering your right to file an appeal with the Office of Open Records.

For duplication fees, standard photocopies are typically $0.25 per page. If the estimated total cost exceeds $100, the Township may require prepayment before proceeding. There is no charge for the Township's time spent reviewing records to determine if they are public.

What to Do If Your Request Is Denied or Delayed

If East Lampeter Township denies your Right-to-Know request — in whole or in part — the denial must be in writing and must cite the specific legal exemption or authority relied upon. A denial without a statutory basis is itself grounds for appeal. Common reasons for denial include assertions that records fall under criminal investigation exemptions, attorney-client privilege, personal privacy protections, or that the requested records do not exist or are not in the Township's possession.

If the Township fails to respond within five business days, this constitutes a 'deemed denial' under Section 901, which carries the same appeal rights as a formal written denial.

You may appeal any denial — full, partial, or deemed — to the Pennsylvania Office of Open Records (OOR) at no cost and without an attorney. The appeal must be filed within 15 business days of the mailing date of the denial or the date the request was deemed denied. The OOR is located at 555 Walnut Street, Suite 605, Harrisburg, PA 17101; phone (717) 346-9903; email [email protected]. Appeals may also be submitted by fax to (717) 425-5343 or online through the OOR's appeal portal.

Your appeal must be in writing and must include a copy of your original request, a copy of the Township's denial (if any), and a statement of the grounds on which you assert the records are public — addressing each basis the Township cited for denial. The OOR has 30 days to issue a Final Determination.

If the OOR's Final Determination is adverse, either party may appeal to the Lancaster County Court of Common Pleas. If a court reverses the denial and finds that the Township acted with willful or wanton disregard or that the denial was not based on a reasonable interpretation of law, the court may award reasonable attorney fees and costs under Section 1304 of the RTKL, 65 Pa. Stat. § 67.1304.

Steps to Appeal

1. Step 1 — Contact the Open Records Officer: Before filing a formal appeal, consider calling the Township at (717) 393-1567 to clarify the basis for the denial or to discuss whether the request can be narrowed or fulfilled in an alternative format.
2. Step 2 — Review the denial letter: If you received a written denial, read it carefully to understand which statutory exemptions the Township cited. Your appeal must address each one specifically.
3. Step 3 — File a written appeal with the OOR: Submit your appeal to the Pennsylvania Office of Open Records within 15 business days of the denial or deemed denial. Use the OOR's official Appeal Form, available at openrecords.pa.gov. Include your original request, the Township's response, and your argument for why the records are public.
4. Step 4 — Participate in the OOR process: The OOR may request additional information, conduct an in-camera review of the records, or hold a hearing. Respond promptly to any requests from the OOR. The OOR has 30 days to issue a Final Determination.
5. Step 5 — Appeal the Final Determination to court: If the OOR Final Determination is adverse, you may appeal to the Lancaster County Court of Common Pleas within 30 days. The court conducts a de novo review.
6. Step 6 — Seek attorney fees if warranted: If a court grants you access after reversing the OOR determination or a deemed denial, you may petition for reasonable attorney fees and costs under 65 Pa. Stat. § 67.1304 if the court finds the Township acted in bad faith or that the denial was not based on a reasonable interpretation of law.
7. Step 7 — Civil penalty: A court may also impose a civil penalty of up to $1,500 on the agency under Section 1305 if it finds the agency denied access to a public record in bad faith.

Types of Records You Can Request from East Lampeter Township, Pennsylvania

East Lampeter Township is a full-service municipal government administering planning, zoning, public works, police services, and parks. The following types of records are generally available to the public under the Pennsylvania Right-to-Know Law.

• Board of Supervisors meeting minutes and agendas
• Zoning hearing board decisions and variances
• Building permits, inspections, and code enforcement records
• Land development and subdivision plans and applications
• Township ordinances and resolutions
• Contracts and agreements with vendors, contractors, and service providers
• Annual budgets and financial audit reports
• Township employee salary and compensation records (names, positions, and amounts)
• Police department incident reports and police blotter entries (non-investigative)
• Stormwater management plans and environmental compliance records
• Park and recreation permits and rental agreements
• Right-of-way permits and driveway/curb cut approvals
• Township tax assessment and billing records
• Meeting recordings and livestream archives
• Grant applications and awards received by the Township

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the Township of East Lampeter to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in East Lampeter Township