How to File a Public Records Request in Havre de Grace, Maryland

What Is the Maryland Public Information Act?

The Maryland Public Information Act (MPIA), Annotated Code of Maryland, General Provisions Article, §§ 4-101 through 4-601, grants every person — regardless of residency or stated purpose — the right to inspect and obtain copies of public records held by state and local government agencies, including municipal governments like the City of Havre de Grace.

Under MPIA § 4-101(k), a "public record" is broadly defined as any original or copy of documentary material created or received by a government agency in connection with public business. This covers a wide range of formats and subject matter: meeting minutes and agendas, contracts and procurement documents, building permits and inspection reports, police reports and incident logs, emails and correspondence between city officials, financial records and budgets, and zoning decisions.

The law includes both mandatory and discretionary exemptions. Agencies must withhold personnel files, medical records, trade secrets, and records protected by attorney-client privilege or court order. They may withhold investigatory records, pre-decisional deliberative documents, and records whose release would be contrary to the public interest. Critically, the burden of justifying any withholding rests on the government custodian — not on the requester.

Read the full text of the Maryland Public Information Act (Maryland Annotated Code, General Provisions Article, §§ 4-101 through 4-601)

How to File a Public Records Request with the City of Havre de Grace

How to Submit Your Request

The City of Havre de Grace has designated Chris Ricci, Director of Administration, as its MPIA Representative. The city provides a Public Information Act (PIA) Request Form, which can be downloaded from the city's Forms & Applications page. Complete the form and submit it by email to [email protected], by mail to 711 Pennington Avenue, Havre de Grace, MD 21078, or in person at City Hall during business hours (Monday through Friday, 8:00 AM to 5:00 PM). Email is generally the fastest method. While use of the form is encouraged, the MPIA does not require a specific form — a written letter or email that clearly identifies the records you seek is sufficient to trigger the statutory response deadline.

Download Required Form

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and/or email)
• A clear, specific description of the records you are requesting — dates, subjects, document types, or involved parties
• The preferred format for production (electronic PDF, paper copies, or inspection in person)
• A statement of your fee cap or willingness to pay fees, and a request for a fee estimate if costs may exceed a stated threshold
• A request for a fee waiver if you believe disclosure serves the public interest rather than a primarily private one
• A citation to the Maryland Public Information Act (Md. Code Ann., Gen. Prov. §§ 4-101 et seq.) to establish the legal basis for your request
• The date of your request (to establish the statutory response clock)

Response Deadlines and What to Expect

Under the Maryland Public Information Act, the City of Havre de Grace must grant or deny your request — or acknowledge receipt and explain why additional time is needed — within 30 calendar days of receiving it (Md. Code Ann., Gen. Prov. § 4-203). Unlike some states, Maryland's MPIA does not distinguish between residents and non-residents; the 30-day deadline applies equally to all requesters.

A timely "response" under the MPIA does not always mean immediate production of records. Within 10 working days of receipt, the custodian should provide either the records themselves, a notice of when the records will be available, or an estimate of fees. If a request involves a very large volume of documents or requires significant legal review, the custodian may request additional time, but must communicate this in writing before the initial 30-day window closes.

Fees may be assessed for search, preparation, and reproduction of records beyond the first two hours of staff time, which are provided free of charge under MPIA § 4-206. Search and preparation fees are calculated at the actual hourly salary of the staff involved. Copying fees may be charged per page for paper copies. If records can be produced electronically, no reproduction fee is typically assessed. Requesters may seek a fee waiver if disclosure serves the public interest rather than a primarily private one. Indigent requesters may submit an affidavit of indigency to request a full waiver.

What to Do If Your Request Is Denied or Delayed

If the City of Havre de Grace denies your MPIA request, the custodian is required by law to notify you in writing, identify the specific statutory exemption relied upon for each withheld record, and inform you of your right to appeal. A denial without a written statutory basis is itself a violation of the MPIA.

Common reasons for denial include claims that records contain personnel information, attorney-client privileged communications, active law enforcement investigatory records, or pre-decisional deliberative material. Sometimes requests are denied simply because they are too broad — narrowing or refining your request may resolve the issue without a formal appeal.

If you believe a denial is improper — or if your request has been ignored past the 30-day deadline — Maryland law provides several escalating remedies:

First, contact the MPIA Representative directly and ask for a written explanation if you haven't received one. A polite follow-up often resolves delays before they become disputes.

If informal resolution fails, you may contact the Office of the Public Access Ombudsman (Lisa A. Kershner, Esq.) at the Maryland Attorney General's office. The Ombudsman provides free, confidential mediation under MPIA § 4-1B-04 and can often resolve disputes without litigation. As of July 1, 2022, you must first attempt ombudsman resolution before filing a formal complaint with the State PIA Compliance Board.

If the Ombudsman issues a final determination that the dispute was not resolved, you may file a written complaint with the State Public Information Act Compliance Board within 30 days (MPIA § 4-1A-05).

At any point — without first exhausting the ombudsman or Board process — you may file a complaint directly in the Circuit Court for Harford County under MPIA § 4-362. If the court finds that you substantially prevailed, it may order production of the records, award actual and statutory damages, and assess reasonable attorney's fees against the City under § 4-362(f).

Steps to Appeal

1. Contact the MPIA Representative (Chris Ricci, [email protected], (410) 939-1800 x1116) in writing to request a written explanation of the denial, citing the specific statutory exemption, and to clarify or narrow your request if needed.
2. Contact the Office of the Public Access Ombudsman (Lisa A. Kershner, Esq.) at the Maryland Attorney General's Office to request free, informal mediation under MPIA § 4-1B-04. This step is required before filing a Compliance Board complaint.
3. If the Ombudsman issues a final determination that the dispute was not resolved, file a written complaint with the State Public Information Act Compliance Board within 30 days under MPIA § 4-1A-05.
4. Alternatively, file a complaint directly in the Circuit Court for Harford County under MPIA § 4-362, bypassing the Compliance Board entirely. No prior exhaustion of administrative remedies is required for direct court action.
5. In circuit court proceedings, request in camera review if the city claims exemptions without adequate justification — the court may inspect records privately to determine whether withholding is proper.
6. If you substantially prevail in court, seek attorney's fees and costs under MPIA § 4-362(f), which authorizes the court to assess reasonable counsel fees against the defendant governmental unit.
7. If aggrieved by a final circuit court judgment, you may appeal to the Appellate Court of Maryland under MPIA § 4-362(g).

Types of Records You Can Request from Havre de Grace, Maryland

The City of Havre de Grace maintains a wide variety of public records generated by its administration, planning, public works, police, and finance departments. The following record types are among those most commonly requested under the MPIA.

• City Council meeting minutes, agendas, and supporting materials
• Mayor and City Council resolutions and ordinances
• City budgets, financial statements, and audit reports
• Contracts, vendor agreements, and procurement records
• Building permits, inspection reports, and code enforcement records
• Zoning applications, Planning Commission decisions, and Board of Appeals rulings
• Police incident and accident reports (subject to law enforcement exemptions)
• City employee payroll records and salary information
• Environmental and stormwater management plans and permits
• Development agreements and site plans
• Communications (emails, letters) between city officials and developers or contractors
• Grant applications, awards, and spending records
• Tax assessments and tax collection records
• City-owned property records and disposition agreements
• Historic preservation applications and Certificates of Appropriateness

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

Tips for Effective Public Records Requests in Havre de Grace