HomeMy WebLinkAbout2006-05-15-Resolutions 06-103_Examination - Copying of Public Records PolicyTHE CITY OF WAUKEE,IOWA
RESOLUTION 06-103
APPROVAL OF A POLICY ON THE EXAMINATION AND COPYING OF
PUBLIC RECORDS
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA
WHEREAS,the City of Waukee,Dallas County,State ofIowa,is a duly organized
Municipal Organization;AND,
WHEREAS,there is an increasing demand on the City for the right to examine or have
copies made of public records;AND,
WHEREAS,many of these requests involve considerable time for City staff to research
the information requested,as well as money for the cost of making copies as requested;
AND,
WHEREAS,pursuant to Iowa Code Section 22.3,the City may adopt and enforce
reasonable rules regarding the examination and copying of the records and the protection
of the records against damage or disorganization;AND,
WHEREAS,the City may also charge a reasonable fee for services in supervising the
examination and copying ofthe records;
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee,
Iowa in session this l5'h day of May 2006 that the Policy on Examination and Copying of
Public Records,which is attached hereto and by this reference is incorporated herein,be
approved.
Attest:
John on,Interim City Administrator/Clerk
ROLL CALL VOTE
Donald L.Bailey,Jr.
Isaiah McGee
Jeff Mertz
Darlene Stanton
Mike Watts
AYE NAY
X
ABSENT
X
X
X
X
EXAMINATION AND COPYING OF PUBLIC RECORDS
GENERAL POLICY:
It is the policy of the City of Waukee to meet all requests for information and docnments
within the constraints ofIowa Code Chapter 22.The purpose of this policy is to fix fees
for public examination and photocopying.
PROVISIONS:
1)This policy is not intended to preclude verbal responses to routine requests for
information.
2)Every department director,or hislher designee,is the lawful custodian of public
records kept by that department.The City Administrator is the lawful custodian of
all council and administration public records.
3)If the number of pages to be copied exceed twenty-five (25)pages,or if City staff
time involved in providing the records exceeds thirty (30)minutes,the following
fee schedule shall apply:
a)photocopies $.25 per page
]b)hourly rate for clerical
time needed for the
reproduction of photocopies
Actual cost(s)of employee time
c)hourly rate for professional
staff time needed to produce
or review the documents
Actual cost(s)of employee time
d)routinely prepared or
bound reports
Actual cost(s)to produce
4)If the department is located in City Hall,the individual will be provided a bill,
which shall be paid at the collection counter.The individual shall receive the
desired photocopies when the paid receipt is returned to the department.
Departments outside City Hall shall collect the fee,provide a receipt and remit the
money and copy of the receipt to the Accounting Department at least weekly.
5)The custodian will make every attempt to fill all open record requests in a timely
manner,not to exceed fourteen (14)working days,unless an issue arises
concerning potential confidential records.
6)The custodian or his designee will inform the City Administrator of all open
records requests prior to filling said requests.I
7)The custodian shall consult the City Administrator concerning requests for
records that may be considered confidential records pursuant to Iowa Code,
Section 22.7.These requests include,but are not limited to:medical records,
personnel or employee-related files,documents concerning litigation or claims,
reports provided to government that may provide advantages to competitors,
property appraisals concerning public projects,library patron records,and names
and addresses of complainants.The City Administrator will inform the requesting
party in writing of any denial of records due to confidentiality.
8)This policy does not cover departmental records which are subject to a specific
departmental policy and fee schedule.
9)The custodian may notify the requesting party of the anticipated costs (and require
a deposit in advance)if an open records request may require an extensive search
or specially programmed computer time.The requesting party shall be charged
the actual cost of producing the requested records if such computer time is
needed.
10)All open records requests that are responded to by electronic media shall be done
so that the document may not be altered.