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Public Records Request Policy

The California Public Records Act (Government Code Section 6450 et seq.) provides California citizens with important rights to obtain access to records held by public agencies in the State.  The purpose of this policy is to clarify for the public, the process by which the City will respond to requests for records under the Public Record Act.

1. All requests for public records shall (when feasible or reasonable) be in writing on a form prescribed by the Community Relations Department, unless the request is to review an agenda or agenda reports of the Council or a City Commission or committee, the Municipal Code, the General Plan or the Uniform Building Codes, which are available at the Community Relations Department public counter in book or binder form and/or online on the City’s website.

2. The Community Relations Department will review and respond to all requests as soon as reasonably possible, but not later than the ten-day period, or extensions thereof, as provided by Government Code Sections 6256 and 6256.1.

(a) The Community Relations Department  shall review the request and determine whether the request seeks identifiable records and, if not, the Community Relations Department shall so advise the person making the request

(b) The Community Relations Department shall request all City Departments which may have the records being requested to search their files and report back to the Community Relations Department on whether the Department has the records and, if so, when the records can be made available to the person seeking them.

(c) The Community Relations Department shall respond to the person requesting records by advising the requestor in writing of the availability of the documents and whether disclosure of any of the documents is exempt under the provisions of the Public Records Act.

(d) If a request is made for copies of the records, the Community Relations Department shall also advise the person requesting copies of the estimated costs of copying the records requested.

(e) The person requesting the copies shall pay the per page charge for copying as set forth by resolution of the City Council for all copies requested.  The Community Relations Department shall not make the requested copies until a deposit in the amount of the estimated costs of copying is received and shall not release the copies until the full cost of copying is paid to the City.

3. In accordance with the Public Records Act, the City will provide only reasonably specific identifiable records but will not research City records for particular types of information, compile reports/information, or analyze information which may be contained within public records.

4. The City will respond to requests for public records in accordance with the terms of the California Public Records Act as the Act now exists or may hereafter be amended or interpreted, and nothing in this Policy is intended nor shall it be construed to conflict with the terms of the Public Records Act.

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