[Adopted 11-6-1990 by Ord. No. 5542]
The following City officers are hereby appointed
as official custodians for purposes of the Kansas Open Records Act,
K.S.A. §§ 45-215 to 45-223, and are hereby charged
with responsibility for compliance with that Act with respect to the
hereinafter listed public records:
A.
City Clerk. All public records kept and maintained
in the City Clerk's office and all other public records not provided
for elsewhere in this section.
B.
City Treasurer. All public records not on file in
the office of the City Clerk and kept and maintained in the City Treasurer's
office.
C.
City Engineer. All public records not on file in the
office of the City Clerk and kept and maintained in the City Engineering
Department.
D.
Chief of Police. All public records not on file in
the office of the City Clerk and kept and maintained in the City Police
Department.
E.
Fire Chief. All public records not on file in the
office of the City Clerk and kept and maintained in the City Fire
Department.
F.
City Attorney. All public records not on file in the
office of the City Clerk and kept and maintained in the City Attorney's
office.
G.
Director of Public Works. All public records not on
file in the office of the City Clerk and kept and maintained in the
Public Works Department.
H.
Clerk of the Municipal Court. All public records not
on file in the office of the City Clerk and kept and maintained in
the Municipal Court.
I.
City Librarian. All public records not on file in
the office of the City Clerk and kept and maintained in the City Library.
A.
Each of the official custodians appointed in § 138-4 is hereby authorized to designate any subordinate officers or employees to serve as record custodian. Such record custodians shall have such duties and powers as are set out in the Kansas Open Records Act (K.S.A. §§ 45-215 to 45-223).
B.
Whenever an official custodian shall appoint another
person as record custodian he or she shall notify the City Clerk of
such designation and the City Clerk shall maintain a register of all
such designations.
All City officers and employees appointed or
designated under this article shall protect public records from damage
and disorganization; prevent excessive disruption of the essential
functions of the City; provide assistance and information upon request;
ensure efficient and timely action and response to all applications
for inspection of public records; and carry out the procedures adopted
by this City for inspecting and copying open public records.
A.
All members of the public, in seeking access to, or
copies of, a public record in accordance with the provisions of the
Kansas Open Records Act, shall address their requests to the custodian
charged with responsibility for the maintenance of the record sought
to be inspected or copied.
B.
Whenever any City officer or employee appointed or
designated as a custodian under this article is presented with a request
for access to, or copy of, a public record which record the custodian
does not have in his or her possession and for which he or she has
not been given responsibility to keep and maintain, the custodian
shall so advise the person requesting the record. Further, the person
making the request shall be informed as to which custodian the request
should be addressed to, if such is known by the custodian receiving
the request.
The City Clerk is hereby authorized to provide
the Clerk's office, and the office of each record custodian, with
sufficient cash to enable the making of change for record fee purposes.
Each custodian shall transmit all record fee moneys collected to the
City Treasurer whenever the amount accumulated exceeds $10, but not
less than monthly. Each custodian shall maintain duplicates of all
records and copy request forms, completed as to the amount of the
fee charged and collected, which amounts shall be periodically audited
by the Treasurer of the City.
