[Code 1964, § 2-113]
The City has established a copy center in City Hall and public
records shall be copied at the copy center only. Inspection of records
shall be, whenever practicable, where the records are actually kept
within the offices and departments of the City government. The records
access officer will oversee and be present at all times when records
of the City are being copied at the copy center.
[Code 1964, § 2-115]
The City may require that a request for records be made in writing
or may make records available upon oral request, depending on the
scope and nature of the request. The City shall respond to any request
reasonably describing the records sought within five business days
of receipt of the request. A request shall reasonably describe the
records sought. Whenever possible, a person requesting records should
supply information regarding dates, file designations or other information
that may help to describe the records sought. If the City does not
provide or deny access to the records sought within five business
days of receipt of a request, the City shall furnish a written acknowledgment
of receipt of the request and a statement of the approximate date
when the request will be granted or denied. If access to records is
neither granted nor denied within 10 business days after the date
of acknowledgment of receipt of a request, the request may be construed
as a denial of access that may be appealed.
[Code 1964, § 2-116]
The City shall attempt to maintain a reasonably detailed current
list by subject matter of all records in its possession, by department,
whether or not records are available pursuant to Subdivision 2 of
Section 87 of the Public Officers Law. The subject matter list shall
be sufficiently detailed to permit identification of the category
of the record sought. The subject matter list shall be updated not
less than twice per year. The most recent update shall appear on the
first page of the subject matter list.
[Code 1964, § 2-118; amended 3-17-2021 by Ord. No. 8]
(a) The fee for copying records shall be $0.25 per page for photocopies
not exceeding nine inches by 14 inches.
(b) The fee for copies of records not covered by Subsection
(a) of this section shall not exceed the actual reproduction cost, which is the average unit cost for copying a record.
(c) Determination of cost.
(1) In determining the actual cost of reproducing a record, the fee may
include only:
a. An amount equal to the hourly salary attributed to the lowest paid
agency employee who has the necessary skill required to prepare a
copy of the requested record, subject to the provisions of Subsection
(c)(2) of this section;
b. The actual cost of the storage devices or media provided to the person
making the request in complying with such request;
c. The actual cost of engaging an outside professional service to prepare
a copy of a record when, due to lack of technology and/or capability,
no City employee is able to do so.
(2) Preparing a copy shall not include search time or administrative
costs, and no fee shall be charged unless at least two hours of employee
time is needed to prepare a copy of the record requested.
(d) A person requesting a record shall be informed of the estimated cost
of preparing a copy of the record if more than two hours of an agency
employee’s time is needed, or if an outside professional service
would be retained to prepare a copy of the record.
[Code 1964, § 2-119]
The City shall post in a conspicuous location in City Hall a
notice setting forth the following information regarding public records:
(1) The location of the copy center and the name, office location and
telephone number of the records access officer.
(2) The right to appeal if access is denied, to whom an appeal may be
directed and the manner or procedure to be followed to commence an
appeal.