[Ord. No. 2131, 12-16-2025; Ord. No. 2139, 1-27-2026]
The City Clerk is hereby designated as the Custodian of Records (the "Custodian") for purposes of compliance with Chapter 610, RSMo. (the "Sunshine Law"). Notwithstanding the foregoing, the Records Supervisor of the Police Department is hereby designated as the Custodian of Records, and the Records Clerk of the Police Department is hereby designated as the Deputy Custodian of Records, solely with respect to records created, maintained, or held by the Police Department, for purposes of compliance with the Sunshine Law.
[Ord. No. 2131, 12-16-2025]
While written requests for records are preferred, the Custodian may accept a verbal request if it is sufficiently clear to identify the records sought. If a verbal request is accepted, the Custodian should document it in writing to maintain a record of the request. The requesting party should indicate the preferred method of response. In the absence of such instructions, it will be assumed that the party prefers to receive a response in the same form and manner as the request, to the extent feasible.
[Ord. No. 2131, 12-16-2025]
A. 
The Custodian shall provide access to and, upon request, furnish copies of public records in accordance with Section 610.026, RSMo., subject to the following:
1. 
Paper Copies. Fees for paper copies not larger than nine (9) by fourteen (14) inches shall not exceed ten cents ($0.10) per page. Charges for staff time required to make copies shall not exceed the average hourly rate of pay for clerical staff of the City. Research time required to fulfill records requests may be charged at the actual cost of the research time. The City shall utilize employees that result in the lowest amount of charges for search, research, and duplication time, based on the scope of the request.
2. 
Electronic And Specialized Formats. For records maintained on computers, tapes, disks, films, pictures, maps, slides, graphics, illustrations, or similar audio or visual formats, or for paper copies larger than nine (9) by fourteen (14) inches, fees may include: the cost of copies; staff time (not to exceed the average hourly rate of pay for staff required to make the copies and, if necessary, conduct programming); the cost of the medium used for duplication. If maps, blueprints, or plats require duplication by trained personnel with special expertise, fees may include the actual rate of compensation for such personnel. If programming beyond the customary and usual level is necessary to comply with the request, fees may include the actual costs of such programming.
3. 
Advance Payment. Payment of fees may be requested prior to fulfilling the request.
4. 
Fee Waiver Or Reduction. Documents may be furnished without charge or at a reduced charge when the Board of Aldermen, Mayor, or City Clerk determines that the waiver or reduction is in the public interest because it is likely to contribute significantly to public understanding of the operations or activities of the City and is not primarily in the commercial interest of the requester.
5. 
Electronic Format Requests. If the requested records are maintained electronically and the requester asks for them in electronic format, the records shall be provided in that format if possible.
6. 
Withdrawal Of Requests For Non-payment. A request for public records shall be considered withdrawn if the requester fails to remit payment of all fees within ninety (90) days of a request for payment, or within one hundred fifty (150) days if the requested fees exceed one thousand dollars ($1,000.00). The Custodian shall provide notice of this deadline in the request for payment.
7. 
Clarification Requests. If the Custodian requests clarification of a public records request and receives no response within ninety (90) days, or one hundred fifty (150) days if the requested fees exceed one thousand dollars ($1,000.00), then request shall be deemed withdrawn. The clarification request must include notice of the applicable deadline.
8. 
Re-submitted Requests. If the same or a substantially similar request is submitted within six (6) months after a request was deemed withdrawn for non-payment or failure to clarify, the City may require payment of the same fees charged for the original request that expired, plus any additional allowable fees necessary to fulfill the subsequent request.
[Ord. No. 2131, 12-16-2025]
All records of the City which are permitted to be closed records by reason of Chapter 610, RSMo., or any other law, are and shall be maintained as closed records.