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Administrative Policies and Procedures <br />Policy and Procedures on Public Records Requests <br />Page 2 of 5 <br /> <br /> <br /> <br />in writing that either do not cite the Public Records Act and/or are readily <br />available by the department. <br /> <br />F. Business Hours as established by the operating division and may be different <br />than City Hall hours. <br /> <br /> <br />RESPONDING TO A REQUEST FOR PUBLIC RECORD <br /> <br /> <br />Each department in the City should follow the procedures outlined below when <br />responding to requests for records under the California Public Records Act: <br /> <br />1. Public records should be made available for public inspection during the <br />business hours, as posted. <br /> Requests for copies of readily available handouts and limited sections <br />of City regulatory documents, such as the Zoning Code, do not require <br />completion of the Request for Public Records form. Please log these <br />requests in Log Sheet. <br />2. Requests for public records which are received on the official City form <br />shall be immediately submitted to the Clerk of the Council Office for <br />processing. <br />3. If the requesting party self-identifies as a reporter (newspaper, media <br />etc.), or is a known reporter, the request MUST be sent to the City <br /> for review. <br />4. Clerk of the Council Office staff shall, within twenty-four (24) hours of <br />receipt of the request, forward copies to the respective department (and <br />the for informational purposes) for response. Refer <br />to Sample FORM 2. <br />5. The Department shall, within the applicable statutory time lines - ten (10) <br />calendar days - gather the documents responsive to the request and <br />respond to the requestor in writing. Refer to Sample Letter 1. <br />a) If legal advice is warranted, the Department must contact the City <br />Department in identifying the records that may be produced, either in <br />their entirety or in a redacted format, or state why the records are <br />unable to be produced. <br />b) If there is a question about the clarity of the request, staff (person most <br />knowledgeable regarding the requested records) is encouraged to <br />contact the requestor at the earliest opportunity to clarify the request, <br />and may assist the member of the public to make a focused and <br /> <br />