How to File a Public Records Request in Aberdeen, Maryland

What Is the Maryland Public Information Act?

The Maryland Public Information Act (MPIA), enacted in 1970 and codified at Md. Code Ann., General Provisions Article, §§ 4-101 through 4-601, gives every person a broad right to review and obtain copies of public records held by Maryland state and local government agencies. It applies to all three branches of state government as well as counties, municipalities, school districts, and special districts — including the City of Aberdeen.

A "public record" is broadly defined as any documentary material in any form — including written documents, emails, computerized records, photographs, maps, drawings, recordings, and tapes — that is created or received by a government agency in connection with the transaction of public business. Common examples include city council meeting minutes, city contracts, building permits, zoning decisions, budget documents, and correspondence from public officials.

The MPIA protects certain categories of records from disclosure, including personnel records, medical and psychological information, attorney-client privileged communications, adoption records, juvenile records, and confidential commercial information or trade secrets. Records may also be withheld if the custodian determines disclosure would be contrary to the public interest under GP § 4-343.

The burden of justifying any withholding rests with the City, not the requester. Under GP § 4-103, the law is to be construed in favor of allowing inspection with the least cost and least delay to 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 Aberdeen

How to Submit Your Request

The City of Aberdeen accepts MPIA requests by email, mail, fax, or in-person drop-off at City Hall. The City provides a fillable Maryland Public Information Act Request Form, available on its website, but use of the form is not strictly required — a written letter or email that sufficiently describes the records sought is acceptable under the MPIA. To submit by email, send your written request or completed form to mcorrell@aberdeenmd.gov. To submit by mail or in person, address your request to the City Clerk at 60 North Parke Street, Aberdeen, Maryland 21001. Fax submissions are accepted at (410) 273-7402. Include a clear description of the records you seek, including subject matter and relevant date ranges, so the City Clerk can efficiently locate responsive records.

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and/or email)
• A clear description of the specific records you are requesting
• The subject matter of the records (e.g., contracts, permits, meeting minutes)
• The relevant date range or time period for the records
• Your preferred format for receiving the records (electronic or paper copies)
• A fee threshold statement indicating the maximum you are willing to pay before you are notified
• A request for a fee waiver if you believe disclosure serves the public interest

Response Deadlines and What to Expect

Under the Maryland Public Information Act, the City of Aberdeen must respond to your request promptly and no later than 30 calendar days after receiving your written application, as required by GP § 4-203. Unlike some states, Maryland does not distinguish between residents and non-residents in setting this deadline — the 30-day limit applies to all requesters.

A "response" under the MPIA means the custodian must either grant the request (by making records available for inspection or providing copies), deny the request in writing with a legal justification, or notify you that additional time is needed. Importantly, if the City Clerk reasonably believes it will take more than 10 working days to produce the requested records, she must notify you in writing or by email within that 10-working-day window, providing the reason for the delay, an estimated production date, and an estimate of any applicable fees.

With consent of the requester, the 30-day deadline may be extended for up to an additional 30 days.

Fees apply after the first two free hours of search and preparation time. Aberdeen charges $0.25 per page for standard photocopies, and the actual hourly staff rate for searches exceeding two hours. Architectural and construction drawings range from $2.50 to $10.00 per sheet depending on size. City meeting recordings are available at $20.00 per DVD. An Affidavit of Indigency form for waiver of fees is available from the City Clerk's Office.

What to Do If Your Request Is Denied or Delayed

Even with a clear right to government records under the MPIA, requesters sometimes face denials, partial disclosures, excessive redactions, or slow responses. Understanding your options can make the difference between a dead end and getting the records you need.

If your request is denied, the City of Aberdeen is required by law to provide you with a written explanation that includes the reason for the denial, the specific legal authority justifying it, and a description of your appeal rights. Common grounds for denial include attorney-client privilege, personnel records protections, active law enforcement investigation exemptions, or the custodian's determination that disclosure would be contrary to the public interest. Vague or blanket refusals citing broad exemptions without specific justification are a red flag — agencies must cite the exact statutory provision.

If you believe the denial is improper, your first step should be contacting the City Clerk directly to ask for clarification or to narrow your request. Often, a brief conversation can resolve a misunderstanding or help the clerk identify responsive records.

For unresolved disputes, Maryland offers three escalation paths: voluntary mediation through the Office of the Public Access Ombudsman, a complaint to the State PIA Compliance Board (for fee disputes over $350), or direct action in circuit court. As of July 1, 2022, you must attempt Ombudsman mediation before filing a complaint with the Compliance Board.

If you ultimately prevail in circuit court, the court may award you actual damages, including attorney's fees, under GP § 4-362 — but only if the court finds that you "substantially prevailed." This is a meaningful incentive for agencies to respond lawfully, but it also means that frivolous claims will not generate fee awards.

Steps to Appeal

1. Contact the Aberdeen City Clerk directly to ask for clarification, to narrow your request, or to understand which specific exemption is being applied.
2. If denied in writing, review the stated legal basis carefully. If the agency's citation is vague or incorrect, respond in writing noting the deficiency and reiterating your right to access under GP § 4-103.
3. Contact the Office of the Public Access Ombudsman (Lisa A. Kershner, Esq.) at piaombuds.maryland.gov to request free mediation. The Ombudsman handles disputes over denials, redactions, delays, fee disagreements, and overly broad request claims.
4. If Ombudsman mediation does not resolve the dispute and fees charged exceed $350 and you believe them unreasonable, file a complaint with the State Public Information Act Compliance Board under GP § 4-1A-01 et seq. This step requires prior Ombudsman mediation attempt as of July 1, 2022.
5. File a complaint in the Circuit Court for Harford County under GP § 4-362. You may file pro se (without an attorney), though legal representation is recommended for complex cases.
6. If you substantially prevail in circuit court, request an award of actual damages and attorney's fees under GP § 4-362(c) and (f). The 'substantially prevailed' standard requires demonstrating that your lawsuit was the cause of disclosure or a change in the agency's position.
7. For additional guidance, consult the Maryland Public Information Act Manual (19th ed., December 2024), published by the Maryland Office of the Attorney General and available free at marylandattorneygeneral.gov.

Types of Records You Can Request from Aberdeen, Maryland

The City of Aberdeen maintains a wide variety of public records in connection with its municipal operations. Under the MPIA, you have the right to inspect and copy any of these records unless they fall within a specific statutory exemption.

• City Council meeting minutes and agendas
• City budget documents and financial statements
• City contracts, vendor agreements, and procurement records
• Building permits, inspection records, and certificate of occupancy filings
• Zoning applications, variances, and planning commission decisions
• Code enforcement complaints and violation records
• City employee salary information (specifically listed as a public record under GP § 4-101(k)(2))
• Police department records (excluding active investigation files and juvenile records)
• City-owned property records and real estate transactions
• Grant applications and grant award documentation
• Water and sewer utility records (non-financial settlement records)
• Environmental compliance and public works project records
• City election records and campaign finance filings
• Mayor and City Council correspondence related to official business
• City ordinances, resolutions, and charter amendments

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

Tips for Effective Public Records Requests in Aberdeen