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HomeMy WebLinkAbout2008-01-21-Resolutions 08-21_Examination - Copying of Public Records Policy - Amendment 1THE CITY OF WAUKEE,IOWA RESOLUTION 08-21 APPROVAL OF AMENDMENT NO.1 TO THE POLICY ON 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,on May 15,2006,the Waukee City Council approved a Policy on Examination and Copying of Public Records (Resolution #06-103);AND, WHEREAS,City staff suggest an amendment to Provision 3(a)ofthe Policy,setting the cost of photocopies at $0.25/page for black and white,and $0.50/page for color;AND, WHEREAS,City staff additionally suggest an amendment to Provisions 3(b)and 3(c)of the Policy,setting the minimum time involved for charging hourly rates for clerical and staff time to fifteen (15)minutes;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 of the records; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee,Iowa in session this 21"day of January,2008,that Amendment NO.1 to the Policy on Examination and Copying of Public Records,which is attached hereto and by this reference is incorporated herein, be approved. Attest: ROLL CALL VOTE Donald L.Bailey,Jr. Casey L.Harvey C.Isaiah McGee Darlene Stanton Mike Watts AYE X X X X NAY ABSENT ABSTAIN X EXAMINATION AND COPYING OF PUBLIC RECORDS GENERALPOUCY:']It is the policy of the City of Waukee to meet all requests for information and documents 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 his/her 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)The following fee schedule shall apply: a)photocopies $0.25 per page (black and white) $0.50 per page (color) b)hourly rate for clerical time needed for the reproduction of photocopies Actual cost(s)of employee time if time involved exceeds fifteen (15)minutes c)hourly rate for professional staff time needed to produce or review the documents Actual cost(s)of employee time if time involved exceeds fifteen (15)minutes 1 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. 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, lO)All open records requests that are responded to by elect Tonic media shall be done so that tbe document may not be altered.