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

What Is the Michigan Freedom of Information Act?

The Michigan Freedom of Information Act (FOIA), enacted as Public Act 442 of 1976 and codified at MCL §§ 15.231–15.246, establishes that all persons — except those incarcerated in state or local correctional facilities — are entitled to inspect and receive copies of public records held by Michigan government bodies. The law applies to townships, cities, counties, state agencies, school districts, and other public entities.

A “public record” is broadly defined and includes any writing, photograph, computer file, or other document prepared, owned, used, or retained by a public body in the performance of its official functions. Examples include board meeting minutes, contracts, zoning permits, engineering reports, budget documents, correspondence, and email communications by township officials.

The Michigan FOIA contains specific exemptions at MCL § 15.243, including personnel records where disclosure would constitute an unwarranted invasion of privacy, law enforcement investigative records, attorney-client privileged communications, and records protected by other statutes. Crucially, the burden of proof to justify withholding rests on the public body — not on the person requesting the record. Michigan courts have consistently treated FOIA as a pro-disclosure statute.

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 City of Pittsfield Township

How to Submit Your Request

Pittsfield Charter Township accepts FOIA requests by email, mail, fax, or in person at the Clerk’s Office. No specific form is required — a clear written request is sufficient. Your request must explicitly state that it is made under the Michigan Freedom of Information Act, and must include your full name, mailing address, and a daytime phone number or email address. For general township records (meeting minutes, contracts, ordinances, budgets, permits, planning documents), direct your request to the Township Clerk’s Office at 6201 W. Michigan Ave. For police or fire records, contact the Department of Public Safety Records Unit at 6227 W. Michigan Ave. or use the online police/fire records request form. Fax requests to (734) 944-8024. Email and fax requests are not considered received until one business day after transmission under MCL § 15.235.

What to Include in Your Request

• A clear statement that the request is made under the Michigan Freedom of Information Act (MCL §§ 15.231–15.246)
• Your full legal name and mailing address
• A daytime telephone number or email address
• A sufficiently detailed description of the records you are seeking (date ranges, document types, subject matter, parties involved)
• Your preferred format for receiving records (electronic/PDF or paper copies)
• A statement of your fee threshold or a request for a fee waiver if applicable
• Whether you are requesting to inspect records in person or to receive copies

Response Deadlines and What to Expect

Under MCL § 15.235, Pittsfield Charter Township’s Clerk’s Office (or the Department of Public Safety for police/fire records) must respond to your FOIA request within 5 business days of receipt. Unlike some states, Michigan’s FOIA does not distinguish between resident and non-resident requesters — the same 5-business-day deadline applies to all.

Important timing note: if you submit your request by fax or email, it is not legally considered received until one business day after transmission under MCL § 15.235(1). So for email and fax submissions, the 5-business-day clock effectively starts two business days after you send it. Submitting in person or by mail (with mail-based requests treated as received one day earlier) may be advantageous for time-sensitive requests.

A response may (1) grant the request and provide records or a fulfillment timeline, (2) deny the request in whole or in part, or (3) extend the response period. The public body may extend the deadline by up to an additional 10 business days by providing written notice citing the reason for the extension. For complex requests, the township may require a deposit before proceeding.

If the township fails to respond within the statutory deadline, the allowable fee must be reduced by 5% for each day the response is late, up to a maximum 50% reduction under MCL § 15.234. Fees cover search, review, separation, duplication, and mailing costs, and must be itemized.

What to Do If Your Request Is Denied or Delayed

If Pittsfield Charter Township denies your FOIA request — in whole or in part — the written notice of denial must identify the specific statutory exemption(s) under MCL § 15.243 that justify withholding each record, and must be signed by the FOIA coordinator responsible for the denial. A denial without a proper statutory basis is itself a violation of the Michigan FOIA.

Common grounds for denial include claims that records are exempt as law enforcement investigative materials, personnel records implicating privacy, attorney-client privileged communications, or records protected under other statutes. However, partial denials are also common: the public body should release all non-exempt portions of a record and redact only the exempt portions, not withhold an entire document because one part is exempt.

Michigan’s FOIA provides a clear, multi-step path to challenge an improper denial:

If the township assesses a fee you believe exceeds what is allowed under MCL § 15.234 or the township’s own published procedures, you may appeal the fee to the head of the public body as well.

Don’t ignore a non-response. If the township fails to respond at all within the statutory window, that constitutes a deemed denial, which triggers your right to appeal or file suit. You also gain the right to a fee reduction on any future response.

Steps to Appeal

1. Contact the Clerk’s Office informally to inquire about the status of your request or the basis for a denial — many issues can be resolved without a formal appeal.
2. If denied, carefully review the written denial notice for the cited exemption(s) under MCL § 15.243 and assess whether the exemption is properly applied to your specific records.
3. Submit a written appeal to the head of the public body (the Township Board of Trustees or Supervisor) that specifically uses the word ‘appeal’ and explains why the denial should be reversed, as required by MCL § 15.240(1)(a). The board has 10 business days to respond after its first regularly scheduled meeting following receipt of your appeal.
4. If the head of the public body upholds the denial or fails to respond within 10 business days of that meeting, you may file a civil action in Washtenaw County Circuit Court within 180 days of the public body’s final denial under MCL § 15.240(1)(b).
5. In circuit court, the case is reviewed de novo and the burden is on the public body — not you — to justify withholding the records, per MCL § 15.240(4).
6. If you prevail in court, the court shall award you reasonable attorney fees, costs, and disbursements under MCL § 15.240(6). Prevailing ‘in part’ gives the court discretion to award an appropriate portion of fees.
7. If the court finds that the public body acted arbitrarily and capriciously in refusing or delaying disclosure, it may also impose a $1,000 civil fine against the public body under MCL § 15.240b.

Types of Records You Can Request from Pittsfield Township, Michigan

Michigan’s FOIA applies broadly to records created, owned, used, or retained by Pittsfield Charter Township in performing its official functions. The following categories represent commonly requested municipal records.

• Township Board of Trustees meeting minutes and agendas
• Township ordinances and code amendments
• Contracts and vendor agreements (construction, services, utilities)
• Building permits, inspection reports, and certificate of occupancy records
• Zoning applications, variances, and planning commission decisions
• Engineering and infrastructure project documents and reports
• Township budget documents and Comprehensive Annual Financial Reports
• Property assessment records and Board of Review decisions
• Police incident reports and public safety records (via DPS Records Unit)
• Fire inspection records and emergency response logs
• Code enforcement complaints and violation notices
• Economic development agreements and tax abatement records
• Township election records, candidate filings, and voter registration data
• Correspondence and email communications by township officials on public matters
• Environmental permits and utility billing records

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

Tips for Effective Public Records Requests in Pittsfield Township