How to File a Public Records Request in West Manheim, Pennsylvania

What Is the Pennsylvania Right-to-Know Law?

The Pennsylvania Right-to-Know Law (RTKL), codified at 65 Pa. Stat. Ann. §§ 67.101 et seq. (Act of February 14, 2008, P.L. 6, No. 3), is the Commonwealth's primary public records access statute. It took full effect on January 1, 2009, and replaced a prior law that was widely criticized for presuming government records were private. The RTKL flipped that presumption: all records of Commonwealth and local agencies — including West Manheim Township — are now presumed to be public.

A "public record" under the RTKL is information that documents a transaction or activity of an agency. This includes building permits, meeting minutes, contracts, financial statements, zoning decisions, emails, staff salary information, and resolutions adopted by the Board of Supervisors. If an agency wants to withhold a record, the burden falls on the agency — by a preponderance of the evidence — to prove the record qualifies for an exemption under Section 708, another statute, a privilege such as attorney-client, or a court order. Any legal resident of the United States may file a request; no reason or purpose is required. The RTKL also created the Pennsylvania Office of Open Records (OOR), a free quasi-judicial body that hears appeals of agency denials.

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 West Manheim

How to Submit Your Request

West Manheim Township has adopted a formal Right-to-Know policy in compliance with the Pennsylvania RTKL. Requesters should use the Township's Right-to-Know Request Form, available at westmanheimtwp.com/useful-links/rtk-request-form/. You may also use the OOR's statewide Standard RTK Request Form (available at openrecords.pa.gov), which all agencies are required by law to accept. Direct your completed request to the Township's Open Records Officer at the Administration office. Requests may be submitted by email to [email protected], by mail or in person to 2412 Baltimore Pike, Hanover, PA 17331, or by fax to (717) 632-2499. Always retain a copy of your submitted request — this document is required if you later need to file an appeal to the Office of Open Records.

Download Required Form

What to Include in Your Request

• Your full legal name and mailing or email address
• The date of the request
• A clear, specific description of the records being requested (include date ranges if applicable)
• Your preferred format for receiving records (electronic or paper)
• A statement that the request is made pursuant to the Pennsylvania Right-to-Know Law, 65 Pa. Stat. Ann. § 67.101 et seq.
• A request for notification before fees are incurred, and a stated fee threshold if applicable
• Whether you are requesting inspection of originals or copies of records

Response Deadlines and What to Expect

Under Section 901 of the Pennsylvania Right-to-Know Law (65 Pa. Stat. Ann. § 67.901), West Manheim Township's Open Records Officer must respond to your written request within five business days of receipt. "Business days" excludes weekends and holidays when the Township's offices are closed. The day the request is received does not count; the five-day clock begins the next business day.

A timely response does not necessarily mean the Township will produce records within five days. The response within that window could be: (1) a final grant of access, (2) a denial with a written explanation citing specific statutory exemptions, or (3) an extension notice. Under Section 902, the Township may invoke a single 30-calendar-day extension beyond the initial five-day period, provided it sends written notice explaining the reason, the expected response date, and an estimate of applicable fees. If the expected response date exceeds 30 calendar days from the five-day deadline, the request is automatically deemed denied unless you agree in writing to the extended date.

Critically, if the Township fails to send any response within five business days, the request is automatically deemed denied under Section 901, and your right to appeal to the Office of Open Records begins immediately.

Fees for paper copies are typically $0.25 per page. No fee may be charged for searching, retrieving, or reviewing records. Agencies may require prepayment if estimated fees exceed $100.

What to Do If Your Request Is Denied or Delayed

Receiving a denial — or hearing nothing at all — is not the end of the road. Pennsylvania's Right-to-Know Law includes a robust, free appeals process that gives requesters real leverage.

The most common reasons West Manheim Township or any local agency might deny a request include: the record falls under a Section 708 exemption (such as criminal investigative records, personal financial information, or attorney-client privileged documents); the record does not exist; the record is protected by another state or federal statute; or the request is too vague to locate the records. A deemed denial — where the Township simply fails to respond within five business days — carries the same legal weight as an explicit denial.

If your request is denied, partially denied, or deemed denied, you have 15 business days from the mailing date of the denial (or from the date of deemed denial) to file an appeal with the Pennsylvania Office of Open Records (OOR). The appeal must be in writing, include a copy of your original request, include the denial letter (if any), and explain the grounds on which you believe the record is public and why the Township's stated reasons for denial are incorrect. A general statement that the agency is wrong is insufficient — you must address each specific ground for denial.

Appeals to the OOR are free and do not require an attorney. The OOR's appeals officer will issue a Final Determination within 30 days of receiving the appeal. If the OOR's Final Determination is unfavorable, either party may seek further review in the York County Court of Common Pleas or Commonwealth Court under Chapter 13 of the RTKL.

Steps to Appeal

1. Contact the Township's Open Records Officer informally to clarify the request or ask whether additional information would resolve the issue — sometimes this resolves misunderstandings without a formal appeal.
2. If the denial stands (or the Township fails to respond in 5 business days), file a written appeal with the Pennsylvania Office of Open Records (OOR) within 15 business days of the denial or deemed denial.
3. Address your appeal to: Pennsylvania Office of Open Records, 555 Walnut Street, Suite 605, Harrisburg, PA 17101. Appeals may also be filed by fax (717-425-5343) or email ([email protected]). Use the OOR's Appeal Form for best results.
4. Your appeal must include: a copy of your original request, the Township's denial letter (or explanation of why none was received), and a statement identifying why each denial ground is incorrect and why the record is public under the RTKL.
5. The OOR will assign an appeals officer who will issue a Final Determination within 30 days. The OOR may request additional submissions from both parties and may conduct an in camera review of the disputed records.
6. If the OOR's Final Determination is unfavorable or if the Township fails to comply with a Final Determination in your favor, petition the York County Court of Common Pleas or Commonwealth Court for judicial review under 65 Pa. Stat. Ann. § 67.1302.
7. If a court reverses the agency's determination and finds the Township acted willfully, with wanton disregard, or based on an unreasonable interpretation of law, the court may award reasonable attorney fees and costs under 65 Pa. Stat. Ann. § 67.1304, and may impose civil penalties up to $1,500 under Section 1305.

Types of Records You Can Request from West Manheim Township, Pennsylvania

West Manheim Township generates a wide range of public records in the ordinary course of governing a growing community of more than 10,000 residents across 20 square miles. Below are the types of records most commonly requested from a township government.

• Board of Supervisors meeting minutes, agendas, and recorded votes
• Township resolutions and ordinances
• Zoning and planning commission decisions and hearing records
• Building permits, inspection records, and code enforcement notices
• Contracts and agreements with vendors, contractors, and service providers
• Township budget documents and financial audits
• Township employee salary and compensation records (excluding personally identifiable information protected by Section 708)
• Road maintenance, repair, and capital improvement project records
• Police department incident reports, calls for service logs, and non-investigative records
• Environmental and stormwater management records
• Tax assessment and land records (held in coordination with York County)
• Development plans, subdivision applications, and land use permits
• Emergency management plans and public safety documents (non-exempt portions)
• Public Works department records including road work schedules and contracts

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

Tips for Effective Public Records Requests in West Manheim