Fill - Free fillable Public Records Request Adopted 12-11-17 Fillable (City of Veneta) PDF form

S:\FORMS\Administrative\Public Records Request adopted 12-11-17.rtf

Name: _______________________________________________________ Date: ______________________________

Address: ________________________________________________ Email: ___________________________________

Home Phone: ( )__________________ Business: ( )_____________________ Fax: (_____)_______________

Please check one of the following:

___ Arrange an opportunity to personally inspect the requested records

___ Have these records ___mailed or ___emailed

___ Pick them up from City Hall

Public Records/Information being requested (Please be specific, attach additional sheet if needed):

(1) ___________________________________________________________________________________________

(2) ___________________________________________________________________________________________

(3) ___________________________________________________________________________________________

Reason for Request: ______________________________________________________________________________

________________________________________________________________________________________________

If you are requesting information about a specific parcel of land, you must provide the following information:

Street Address: ___________________________ Assessors Map #_______________________ Tax Lot #________

Requestor to Read and Sign upon Submitting Request

I understand that every person has a right to inspect any public record of a public body in this state, except as otherwise

expressly provided by ORS 192.501 to 192.505. Further, I understand that fees will be charged in accordance with

Exhibit “A” to Resolution No. 1231. I agree to pay any estimated fees in advance to reimburse the City for its actual cost

in making the records available. Such calculation may include staff time, costs for summarizing, compiling, or tailoring a

record to meet my request. Large documents may need to be taken to a commercial business for copying, in which case

the fee will reflect actual costs, plus staff time. I hereby request the City of Veneta produce the record(s) specified above.

__________________________________________ __________________________________

Signature Date

FOR OFFICE USE ONLY

Date Request Received

Estimated Staff Time

Date Records Provided

Deposit Amount

Deposit Paid (Receipt #)

Staff Person

Balance Owing

Paid (Receipt #)

Refund Owing

Records provided or copies attached:

Public Records Request

PO Box 458 * Veneta, OR 97487 * 541-935-2191 * Fax 541-935-1838 * www.venetaoregon.gov

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S:\FORMS\Administrative\Public Records Request adopted 12-11-17.rtf

City of Veneta

Exhibit “A” to Resolution No. 1231

Public Records Request Policy & Fees

Pursuant to Senate Bill 481, Section 3 – ORS 192.440 Subsection (2) is amended to read as follows:

Effective January 1, 2018, the City of Veneta will acknowledge requests for public records within 5 business

days and will fulfill or issue written response within 10 business days from acknowledgement by including

one or more of the following:

(a) Confirm that the public body is the custodian of the requested record;

(b) Inform the requestor that the public body is not the custodian of the requested record; or

requested record.

Oregon law states that every person has a right to inspect any non-exempt public record. Oregon Revised

Statute (ORS) 192.410 defines a "public record" as any

writing

containing information relating to the

conduct of the public's business, prepared,

owned,

used or retained by a public body regardless of the

physical form or characteristic

ORS

192.410 goes on to define "writing" as

handwriting,

typewriting,

printing, Photostatting,

photographing and every means of recordings of any type, which includes letters,

words

pictures

sounds or

symbols,

or any combination thereof, and all

papers, maps, magnetic

or paper

tapes,

photographic films and prints, discs, drums or other

documents.

Requests to inspect records shall be referred to the City

Recorder,

who may consult with the applicable

department director, or his or her

designee,

prior to allowing inspection

releasing copies of such

records

If there is doubt that the records requested for inspection are not clearly within the definition of "public

record,"

or are exempt

records,

the request will be referred to

the

City's attorney for review and

recommendation.

All requests shall be made in writing using the Public Records Request Form attached and incorporated

into this policy by reference. Requester shall provide

sufficient

descriptive information to enable staff to

identify and locate the records req

uested.

The City has established fees to reimburse it for costs associated with making public records available, as

outlined below. You will be advised of the fee required for the request and payment of the fee must be

received prior to the requested material bei

released

Response timelines are suspended until all fees

are paid in full. If the requester fails to pay the fee within 60 days of the date the City informed the

requester of the

fee,

or fails to pay the fee within 60 days of the date on which the public body informed

the

requester of the denial of the fee

waiver,

the public body shall close the

request.

The City may request additional information or clarifying information in good faith to expedite its response

to a request. Response timelines are suspended until

uch information is provided by the

requester

the requester affirmatively declines to provide the informatio

If the

requester

fails to respond within 60

days to a good faith request from the City for additional information or clarification, the City shall close the

request.

If the records requested are documents which are produced by the City for genera

distribution and

printed copies are

available

i.e., City Council

Agenda, brochures, etc.,

a copy of each document will be

provided at no charge

S:\FORMS\Administrative\Public Records Request adopted 12-11-17.rtf

1. STAFF TIME & COPIES:

a) If a request for records of the City can be located and produced in less than fifteen minutes, the

records will be provided at the actual cost for copying and delivery charges.

b) If a request for records of the City requires personnel to spend more than 15 minutes searching or

reviewing records prior to their release or copying or if the request requires monitoring of original

records, the minimum fee shall be the actual hourly wage/benefits of the staff individuals involved,

with a minimum of one-quarter hour charge.

c) The City Recorder shall prepare an estimate of the time required to provide the materials, and the fee

shall be paid prior to the actual search and copying. If the amount of time involved is less than

estimated, the excess money shall be refunded to the individual. If the actual cost is in excess, the

difference shall be paid by the individual at the time the documents are obtained. Copies of other

records including records kept in a non-documentary form (oversized documents, maps, faxed

documents, audio/visual recording

microforms, electronic

records,

and other non-standard

records) will be provided at the rate described in Oregon Administrative Rule (OAR) 166-010-0016

unless

the cost is specifically set by the City of Veneta. Records which may

not

be covered in OAR

166-010-0016 or a City schedule will be charged back at

the

City's actual cost for duplicating and

delivery

charges.

2. ATTORNEY TIME: Copies of records that require attorney time for segregation of exempt from non-

exempt material will be provided at the City’s actual cost for attorney time, copying, and delivery charges.

Staff will advise the person requesting the records of the attorney’s billing rate and obtain a deposit equal

to one hour of attorney time. If the amount of time involved is less than estimated, the excess money

shall be refunded to the individual. If the actual cost is in excess, the difference shall be paid by the

individual at the time the documents are obtained.

3. FEES:

a) Photocopies: Copies of public records up to 11" X 17" shall be provided at a charge of 30 cents

($0.30) per single-sided page.

b) Postage: The actual cost of postage shall be charged for records that are requested to be mailed.

c) Other Media: Copies of records that must be professionally duplicated or copied to other media shall

be charged at the actual cost of copying in addition to the cost of the media and staff time required for

preparation and delivery of the records.

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