While requests for public records do not have to be in writing and the requestor does not have to disclose his or her identity, address or intended use of the documents, requests for public records should normally be made upon the “Public Record Request Form” available at the locations listed above.  The use of the Public Records Request Form is designed to benefit the requestor by enhancing the City’s ability to identify, locate and deliver the records sought by the requestor.  However, use of the Public Records Request Form is not mandatory.  A requestor may decline to utilize the Public Records Request Form and may make the request orally, otherwise in writing or electronically.  If the Public Records Request Form is used, the requestor may decline to provide the requestor’s identity or the intended use of the requested documents.

Requests may be made in person, in writing, by fax or by e-mail and may be made anonymously.  However, subject to the limitations set forth below, requests for records which request that the records be returned by means other than in person directly to the requestor must supply sufficient information in order that compliance with the response may be made.  Written requests are not mandatory but they may aid the City in responding to the request and providing the requested documents in a more timely fashion.

If the City receives a request for public records which is ambiguous or overly broad, or in which the requestor has difficulty making the request, the City shall provide the requestor with the opportunity of revising the request and shall inform the requestor of the manner in which public records are maintained by the office and ordinarily accessed. 

The City may inquire as to the requestor’s name, address and intended use of the requested public records, but only insofar as is necessary to comply with the request to mail or otherwise provide the records or to aid the requestor in clarifying or formulating the request.  Such inquiry may be made only after the requestor has been advised that providing such information is not mandatory and that the requestor may decline to provide the same.

Requested records will normally be provided in the form and medium in which they are maintained by the City, i.e. paper, electronic.  The requestor may choose to have the public record reproduced upon the same medium in which it is kept by the City or on paper if the records can be reasonably duplicated. Public records may be available upon other mediums upon which the record can be reasonable duplicated.  Reasonably duplicated means as a part of the normal operations of the office which maintains the records. 

Requests for public records received from persons incarcerated pursuant to a criminal conviction or a juvenile adjudication must be accompanied by written permission from the court or judge who sentenced the requestor.

Requests for copies of public records to be sent through the mail are limited to 10 requests per month, unless the requestor certifies in writing that the requestor does not intend to use or forward the record or records for commercial purposes.

Mailing costs will be assessed at actual cost to the City.

All costs associated with providing copies of public records must be paid in advance before the copies will be released.

There is no charge to inspect public records at the specific City buildings listed above.

The City will respond to requests to only view public records in accordance with the above policy, making the requested public records available for inspection at the City locations listed above during regular business hours, only.

Requests for routine records shall be responded to immediately, if feasible to do so subject to normal business hours and capacity of equipment.  All requests shall be acknowledged in writing within three business days following receipt.  If the request is voluminous or will require response or will require legal review, the acknowledgment shall include the estimated number of business days it will take to respond to the request and an estimated cost of copies, if requested.