Employees of the city have an obligation to make records available for public examination unless the state attorney general (the "AG") determines that the record(s) fall(s) into one of the exceptions authorized in the Texas Public Information Act (the "Act"). Once the city has received a written request for a record, the city has a reasonable time to release the record. In the event a determination is made to seek an AG's opinion, the city has ten business days following the date the city received the request to seek the opinion. All requests for AG opinions, except for the city police department, shall be made through the office of the city secretary.
The purpose of this directive is to provide procedures for responding to requests for public information. The Act contains critical deadlines for the city; therefore, time is of the essence in evaluating and responding to any request.
(Resolution 07-03-42R, sec. 1, ex. A, adopted 3/6/07)
This policy applies to all of the city departments, excluding the police departments records management division and the communications and media relations department. This policy may be revised from time to time based on any changes and/or amendments in the Act and/or applicable law.
(Resolution 07-03-42R, sec. 1, ex. A, adopted 3/6/07)
It is the responsibility of every employee of the city to:
(1) 
Respond to a verbal request for public information by asking the requestor to submit their request in writing. If the individual requesting the information is at the public place and requests the information, ask the requestor to fill out the standard form for the "release of public records request for copies" exhibit "B". This form is to be used by all departments within the city, excluding the police department records division and the media and communications department. There shall be no change to this form.
(2) 
All written requests for public information received by any department, excluding the police department and media and communications department, must be submitted to the city secretary within 24 hours of receipt.
(3) 
Each department shall be responsible for assisting the city secretary, and/or her designee, in locating records responsive to the request.
(4) 
Each department shall submit an itemization of personnel time spent in locating and providing the records to the city secretary.
(5) 
The office of the city secretary will retain the original request and a copy of the responsive documents.
(6) 
Each department shall use the "request for public information" unless the request is submitted via email or per letter on own individual's paper.
(7) 
Department head/managers are responsible for consistent enforcement of this policy.
Editor's note-It should be noted that Exhibit B, "request for public information", is not set out herein but is on file and available for inspection in the office of the city secretary.
(Resolution 07-03-42R, sec. 1, ex. A, adopted 3/6/07)