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
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signature
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S:\FORMS\Administrative\Public Records Request adopted 12-11-17.rtf
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
(c) Notify the requestor that the public body is uncertain whether the public body is the custodian of the
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
s
.
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
or
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
ng
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
s
uch information is provided by the
requester
or
the requester affirmatively declines to provide the informatio
n
.
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
l
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
s
,
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 Citys 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.