Public Record Request Procedures

Guidelines for filling Public Record Requests by Type of document requested –

1. Documents from meetings – first, tell requestor that all documents from the public portions of all past meetings are online

a. If all documents are from the public portion of a single meeting

– for printed documents, quote the cost per side of page for printing in black and white. The cost is $.20/side for a photocopy and $.50/side for a computer printout. All documents will be computer printouts unless the person fulfilling the request determines them to be unavailable. When documents are only available in hard copy, there will always be a charge of $28.59/hour labor.

– if proposed cost is accepted, estimate completion time within one business day from the day of acceptance

– for electronic documents that have already been compiled, aim for completion by the end of the same day of the request and at no charge

– tell all requestors that all documents from the public portions of past meetings are online

– if documents are not yet publicly available online, make sure that there is no executive session material included, or that it is handled as below

b. If the documents are from the public portion of multiple meetings

– handle as above but add $28.59/hour for search and segregation time (assume that each meeting involved will add 15-30 min of time) to the cost (both printed and electronic).

– Aim for a completion time within two business days for small requests

c. If some of the documents are from the executive session of a single meeting

– for printed documents, quote as above per side of page for printing (Black and White) plus $120.00/ hour for legal advice on redactions (most requests will take less than an hour)

– estimate completion time within ten calendar days from acceptance

– for electronic documents there is no printing charge but all other charges for search and segregation as well as legal advice regarding redaction remain the same

d. If the documents are from the executive session portion of multiple meetings

– handle as above but add $28.59 per hour for search and segregation and $120.00/hour for legal advice to the cost (both printed and electronic)

2. Documents not related to meetings –

a. For invoices and contracts –

– for printed documents, quote $.50/side of page for printing plus $28.59/hour for search and segregation (assume each invoice requested will take 5 – 10 minutes on average to assemble) plus $120.00/ hour for legal advice on redactions

– estimate completion time within ten calendar days of acceptance

– no electronic delivery, because the source documents are not electronic

b. Emails and other correspondence –

– for printed documents, quote $.50/side of page for printing plus $28.59/hour for search and segregation plus $120.00/hour for legal advice on redaction

– estimate completion within ten calendar days from acceptance

– no electronic delivery, because some source documents are not electronic

Revised: October 22, 2012