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§ 34.01 DEFINITIONS.
   For purposes of this chapter the following words and phrases shall have the following meanings ascribed to them respectively.
   “CITY.” The city government of this city.
   “COMMERCIAL PURPOSE.” The direct or indirect use of any public record or records, in any form, for sale, resale, solicitation, rent, or lease of a service, or any use by which the user expects a profit either through commission, salary, or fee. “COMMERCIAL PURPOSE” shall not include publication or related use of a public record by a newspaper or periodical; use of a public record by a radio or television station in its news or other informational programs; or use of a public record in the preparation for prosecution or defense of litigation, or claims settlement by the parties to such action, or the attorneys representing the parties.
   “CUSTODIAN.” The official custodian or any authorized person having personal custody and control of public records. The “CUSTODIAN” having personal custody of most of the public records of this city is the City Clerk/Treasurer.
   “OFFICIAL CUSTODIAN.” The chief administrative officer or any other officer or employee of a public agency who is responsible for the maintenance, care, and keeping of public records, regardless of whether the records are in his actual personal custody and control. The “OFFICIAL CUSTODIAN” of this city shall be the Mayor.
   “MECHANICAL PROCESSING.” Any operation or other procedure which is transacted on a machine, and which may include, but is not limited to a copier, computer, recorder or tape processor, or other automated device.
   “MEDIA.” The physical material in or on which records may be stored or represented, and which may include, but is not limited to paper, microform, disks, diskettes, optical disks, magnetic tapes, and cards.
   “PERSON.” A human being who makes a request for inspection of public records.
   “PUBLIC AGENCY.” Every city government board, commission, and authority; every city council and council board, commission and committee; every school district board, special district board, and municipal corporation; every city government agency, including the policy-making board of an institution of education created by or pursuant to state or local statute, executive order, ordinance, resolution, or other legislative act; any body created by or pursuant to state or local statute, executive order, ordinance, resolution, or other legislative act in the legislative or executive branch of government; any entity when the majority of its governing body is appointed by a “public agency”, as defined by this section; a member or employee of a “public agency”, a state or local officer, or any combination thereof; any board, commission, committee, subcommittee, ad hoc committee, advisory committee, council or agency, except for a committee of a hospital medical staff or a committee formed for the purpose of evaluating the qualifications of public agency employees, established, created, or controlled by a “public agency” as defined in this section; an interagency body of two (2) or more public agencies where each “public agency” is defined in this section.
(KRS 61.870)
   “PUBLIC RECORDS.” All books, papers, maps, photographs, cards, tapes, discs, diskettes, recordings, software, or other documentation regardless of physical form or characteristics, which are prepared, owned, used, in the possession of, or retained by a public agency. “PUBLIC RECORDS” shall not include any records owned or maintained by or for a body referred to in subsection (1) (h) of KRS 61.870 that are not related to functions, activities, programs, or operations funded by state or local authority nor any records that may be excluded by § 34.12.
   “REASONABLE FEE” or “FEE.” The fair payment required by a public agency for making copies of non exempt public records requested for noncommercial purposes which shall not exceed the actual cost of reproduction, including the costs of the media and any mechanical processing cost incurred by the public agency, but not including the cost of staff. If a public agency is asked to produce a record in a nonstandardized format, or to tailor the format to meet the request of an individual or a group, the public agency may at its discretion provide the requested format and recover staff costs as well as any actual costs incurred.
   “REQUEST.” An oral or written application by any person to inspect public records of the city.
   “RESIDENT OF THE COMMONWEALTH.” Means:
      (1)   An individual residing in the Commonwealth;
      (2)   A domestic business entity with a location in the Commonwealth;
      (3)   A foreign business entity registered with the Secretary of State;
      (4)   An individual that is employed and works at a location or locations within the Commonwealth;
      (5)   An individual or business entity that owns real property within the Commonwealth;
      (6)   Any individual or business entity that has been authorized to act on behalf of an individual or business entity defined in divisions (1) through (5) of this definition; or
      (7)   A news-gathering organization as defined in KRS 189.635(9)(b)1.a. to e.
   “SOFTWARE.” The program code which makes a computer system function, but does not include that portion of the program code which contains public records exempted from inspection as provided by KRS 61.878 or specific addresses of files, passwords, access codes, user identifications, or any other mechanism for controlling the security or restricting access to public records in the public agency’s computer system. “SOFTWARE” consists of the operating system, application programs, procedures, routines, and subroutines such as translators and utility programs, but does not include that material which is prohibited from disclosure or copying by a license agreement between a public agency and an outside entity which supplied the material to the agency.
(KRS 61.870)
PROCEDURES FOR REQUESTING PUBLIC RECORDS
§ 34.05 INITIAL REQUEST WITH IMMEDIATE INSPECTION.
   (A)   As defined in § 34.01, and subject to the limitations set forth in § 34.12, any person desiring to inspect or copy the public records of the city shall make a request or complete a written application for such records at the office of the City Clerk/Treasurer during regular office hours, except during legal holidays. The written application shall be hand delivered, mailed, sent via facsimile, or e-mailed to the City Clerk/Treasurer’s office. (KRS 61.872 (2))
   (B) If the custodian determines that a person’s request is in compliance with the open records law and the requested records are immediately available, the custodian shall deliver the records for inspection. Suitable facilities shall be made available in the office of the City Clerk/Treasurer for the inspection. No resident of the Commonwealth shall remove original copies of public records from the offices of any public agency without the written permission of the official custodian of the record. (KRS 61.872(1)).
   (C) A resident of the Commonwealth may inspect public records during the regular business hours of the city, or by receiving copies of the public records from the city through the mail if the applicant’s residence or principal place of business is outside of the county in which the city is located and he has precisely described public records which are available within the city. If the resident of the Commonwealth requesting the public records requests that the records be mailed, the official custodian shall mail the copies upon receipt of all fees and the cost of mailing. (KRS 61.872(3)).
   (D)   The applicant shall have the right to make abstracts of the
public records and to obtain copies of all public records not exempted by this chapter. When copies are requested, the custodian may require a written request and advance payment of the prescribed fee as defined in § 34.01. (KRS 61.874(1))
   (E)   Nonexempt public records used for noncommercial purposes shall be available for copying in either standard electronic or standard hard copy format, as designated by the party requesting the records, where the agency currently maintains the records in electronic format.
   Nonexempt public records used for noncommercial purposes shall be copied in standard hard copy format where agencies currently maintain records in hard copy format. Agencies are not required to convert hard copy format records to electronic formats.
   (F)   The minimum standard format in paper form shall be defined as not less than 8½ inches x 11 inches in at least one (1) color on white paper, or for electronic format, in a flat file electronic American Standard Code for Information Interchange (ASCII) format. If the public agency maintains electronic public records in a format other than ASCII, and this format conforms to the requestor’s requirements, the public records may be provided in this alternate electronic format for standard fees as specified by the public agency. Any request for a public record in a form other than the forms described in this section shall be considered a nonstandardized request.
(KRS 61.874(1))
   (G)   Unless an enactment of the General Assembly prohibits the disclosure of public records to persons who intend to use them for commercial purposes, if copies of nonexempt public records are requested for commercial purposes, the public agency may establish a reasonable fee. The public agency from which copies of nonexempt public records are requested for a commercial purpose may require a certified statement from the requestor stating the commercial purpose for which they shall be used, and may require the requestor to enter into a contract with the agency. The contract shall permit use of the public records for the stated commercial purpose for a specified fee. The fee may be based on the cost to the public agency of media, mechanical processing and staff required to produce a copy of the public record or records or the cost to the public agency of the creation purchase, or the acquisition of the public records.
(KRS 61.874 (4))
   (H)   It shall be unlawful for a person to obtain a copy of any part of a public record for a:
      (1)   Commercial purpose, without stating the commercial purpose, if a certified statement from the requestor was required by the public agency pursuant to subsection (G) of this section: or
      (2)   Commercial purpose, if the person uses or knowingly allows the use of the public record for a different commercial purpose; or
      (3)   Noncommercial purpose, if the person uses or knowingly allows the use of the public record for a commercial purpose. A newspaper, periodical, radio or television station shall not be held to have used or knowingly allowed the use of the public record for a commercial purpose merely because of its publication or broadcast, unless it has also given its express permission for that commercial use.
(KRS 61.874 (5))
   (I)   Online access to public records in electronic form, as provided under this section, may be provided and made available at the discretion of the public agency. If a party wishes to access public records by electronic means and the public agency agrees to provide online access, a public agency may require that the party enter into a contract, license, or other agreement with the agency, and may charge fees for these agreements. Fees shall not exceed:
      (1)   The cost of physical connection to the system and reasonable cost of computer time access charges;
      (2)   If the records are requested for a commercial purpose, a reasonable fee based on the factors set forth in subsection (G).
(KRS 61.874(6))
§ 34.06 REFERRAL TO PROPER CUSTODIAN.
   If the City Clerk/Treasurer does not have custody or control of the public record or records requested, the City Clerk/Treasurer shall so notify the applicant and shall furnish the name and location of the custodian of the public record.
(KRS 61.872(4))
§ 34.07 PUBLIC RECORDS NOT IMMEDIATELY AVAILABLE.
   If the public record is in active use, in storage, or not otherwise available, the official custodian shall immediately so notify the applicant and shall designate a place, time, and date for inspection of the public records, not to exceed five days from receipt of the application, unless a detailed explanation of the cause is given for further delay and the place, time, and earliest date on which the public record will be available for inspection.
(KRS 61.872(5))
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