How to File a Public Records Request in Hartland Township, Michigan

What Is the Michigan Freedom of Information Act?

The Michigan Freedom of Information Act (FOIA), codified at MCL §§ 15.231–15.246 (1976 PA 442), is the state law that guarantees public access to government records in Michigan. It establishes that all persons — except those incarcerated in correctional facilities — have the right to inspect, copy, or receive copies of public records held by public bodies, including townships, cities, counties, and state agencies. Requesters are not required to state a reason for their request or prove any qualifying interest.

A 'public record' under MCL § 15.232 is broadly defined as any writing prepared, owned, used, or retained by a public body in the performance of an official function. This includes meeting minutes, budgets, contracts, permits, zoning records, emails sent or received in the course of official business, financial reports, and more.

Key exemptions include: information of a personal nature constituting an unwarranted invasion of privacy; law enforcement investigative records; attorney-client privileged communications; personnel records; certain pre-decisional advisory communications; and records otherwise exempt under separate statutes. When an agency withholds records, the burden of proof rests entirely on the public body to justify the exemption — not on the requester to justify disclosure.

Read the full text of the Michigan Freedom of Information Act (Michigan Compiled Laws (MCL) §§ 15.231–15.246 (Public Act 442 of 1976))

How to File a Public Records Request with the Township of Hartland

How to Submit Your Request

All FOIA requests to Hartland Township must be submitted in writing to the Township Clerk, who serves as the designated FOIA Coordinator. You may submit your request by mailing or hand-delivering it to the Township Hall at 2655 Clark Road, Hartland, MI 48353, or by emailing the Clerk at clerk@hartlandtwp.com. Note that under MCL § 15.235, a request sent by email is not considered received until one business day after transmission. Hartland Township provides an optional FOIA Request Form on its website that you may download and use as a template, but use of the form is not required. Any written request that describes the records with sufficient specificity to enable the Township to locate them will be accepted. Include 'FOIA Request' in the subject line of any email or on the front of the envelope to ensure timely processing.

What to Include in Your Request

• Your full name and mailing address
• A phone number or email address where the Township can reach you with questions
• A clear, specific description of the records you are requesting (date range, document type, department, subject matter)
• Your preferred format for receiving the records (paper copies, electronic files, inspection in person)
• A statement of any fee limit above which you want to be notified before processing continues
• The words 'FOIA Request' in the subject line of any email or on the front of any envelope

Response Deadlines and What to Expect

Under the Michigan FOIA, Hartland Township must respond to your written request within 5 business days of receiving it, as required by MCL § 15.235(2). 'Business days' means weekdays other than Saturdays, Sundays, and legal holidays — regardless of whether the Township Hall is open on any given day. If you submit your request by email or other electronic transmission, it is not considered received until one business day after transmission under MCL § 15.235(1).

A 'response' within that 5-business-day window means the Township must either: (a) grant the request in full; (b) deny the request in whole or in part with written reasons citing specific exemptions; (c) grant the request in part; or (d) issue a written notice extending the response period by up to an additional 10 business days, for a maximum total of 15 business days. Importantly, a public body may issue only one extension notice per request.

If the Township estimates fees over $50, it may require a good-faith deposit of up to half the estimated total before proceeding. Requesters who qualify as indigent may have the first $20 of fees waived by submitting an Affidavit of Indigency with their request. Failure by the Township to respond within the required time, if the failure was willful and intentional and the request clearly identified itself as a FOIA request, constitutes a final determination to deny the request under MCL § 15.235(3), which triggers the right to appeal.

What to Do If Your Request Is Denied or Delayed

If Hartland Township denies your FOIA request in whole or in part, the written denial must state the specific statutory exemption(s) relied upon and inform you of your right to appeal. Do not be discouraged by an initial denial — many denials are based on overly broad claims of exemption that can be successfully challenged.

Common reasons for denial include: the records were determined to be exempt under one or more provisions of MCL § 15.243 (such as personal privacy, law enforcement investigations, or attorney-client privilege); the request was deemed insufficiently specific to enable the Township to identify the records; or the Township does not possess the records requested. In cases of partial denial, the Township must still disclose all non-exempt portions of the record.

If the Township fails to respond within the required timeframe and the failure qualifies under MCL § 15.235(3) as a deemed denial, you may treat this as a final denial and proceed directly to the appeal process.

Appealing a fee dispute is handled separately under MCL § 15.240a. If you believe a fee is excessive, you may appeal the fee to the head of the Township within 10 days of receiving the fee notice, before paying.

For all denials or deemed denials, you have two options: file an internal appeal with the head of the public body (see appeal steps below), or file a civil action directly in the Livingston County Circuit Court under MCL § 15.240(1)(b). You have 180 days from the final determination to file suit. If you fully prevail in court, the Township must pay your reasonable attorney fees and costs under MCL § 15.240(6). If the Township acted arbitrarily and capriciously, the court may also impose a civil fine of $1,000.

Steps to Appeal

1. Step 1 — Contact the Clerk informally: Before filing a formal appeal, call (810) 632-7498 or email clerk@hartlandtwp.com to discuss the denial. A clearer description of your request or a narrower scope may resolve the issue without a formal appeal.
2. Step 2 — File a written appeal with the Township Supervisor: Under MCL § 15.240(1)(a), submit a written appeal to the head of the public body (the Hartland Township Supervisor) that specifically uses the word 'appeal' and identifies the reasons why the denial should be reversed. Mail or deliver to: 2655 Clark Road, Hartland, MI 48353.
3. Step 3 — Await the Supervisor's decision: The Township Supervisor (or designee) must respond to your appeal within 10 business days of receipt, with one possible additional 10-business-day extension under MCL § 15.240(2)(d).
4. Step 4 — File a civil action in circuit court: If the appeal is denied or the Supervisor fails to respond, you may commence a civil action in the Livingston County Circuit Court within 180 days of the final denial, under MCL § 15.240(1)(b). The public body bears the burden of proving that withholding was justified.
5. Step 5 — Seek attorney fee award: If you fully prevail in court, MCL § 15.240(6) requires the court to award you reasonable attorney fees and costs. If you prevail only in part, fees may be awarded at the court's discretion.
6. Step 6 — Request a civil fine: If the court finds the Township acted arbitrarily and capriciously in denying or delaying disclosure, MCL § 15.240b authorizes the court to impose a civil fine of $1,000 against the public body.
7. Step 7 — Consult the Michigan AG's FOIA Handbook: The Michigan Attorney General publishes a free FOIA Handbook at michigan.gov/ag that explains your rights and remedies in detail. While the AG's office does not handle individual FOIA complaints, the handbook is a valuable resource for building your appeal.

Types of Records You Can Request from Hartland Township, Michigan

Hartland Township government generates a wide variety of public records across its departments and functions. The following are common record types that residents, journalists, developers, and researchers frequently request under the Michigan FOIA.

• Township Board meeting minutes, agendas, and packets
• Zoning ordinances, zoning map amendments, and rezoning applications
• Building permits, site plans, and construction inspection records
• Township budgets, financial statements, and annual audits
• Contracts and agreements with vendors, contractors, and service providers
• Road and infrastructure project planning and bid documents
• Fire authority and emergency services records (non-exempt portions)
• Property assessment records and tax rolls
• Planning Commission meeting minutes and land use applications
• Township employee compensation records
• Ordinance enforcement and code compliance records
• Township Board resolutions and official proclamations
• Grant applications and disbursement records
• Cemetery records maintained by the Clerk's Office
• Election records, voter registration data, and precinct results

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

Tips for Effective Public Records Requests in Hartland Township