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Those seeking public records will be charged only the actual cost of making copies. The costs for public records are as follows:
(a) 8-1/2 x 11, 8-1/2 x 14 or 11 x 17 inch paper is ten cents ($.10) per page. There shall be no charge for copies on 8-1/2 x 11, 8-1/2 x 14 or 11 x 17 inch paper that does not exceed 19 pages.
(b) Certified copies of any written document shall be one dollar ($1.00) per page.
(c) The charge for wide-format paper copies is fifty cents ($.50) per square foot. 24 x 36 inches is three dollars ($3.00) per sheet (6 square feet x fifty cents ($.50) per sq. ft.) 24 x 48 inches is four dollars ($4.00) per sheet (8 square feet x fifty cents ($.50) per sq. ft.)
(d) The charge for downloaded computer files to a compact disc is two dollars ($2.00) per disc.
(e) There is no charge for documents e-mailed, except in the instance when paper larger than 11 x 17 is scanned and then e-mailed. In this instance, the charge is two dollars ($2.00) per file e-mailed.
(f) Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies.
(g) Any cost for materials incurred by the City to fulfill a public records request will be the responsibilty of the requester.
(Ord. 162-07. Passed 12-26-07; Ord. 30-13. Passed 3-11-13; Ord. 129-13. Passed 11-11-13.)
Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates to the business of the office. E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules.
(a) Records in private e-mail accounts used to conduct public business are subject to disclosure, and all employees or representatives of this office are instructed to retain their e-mails that relate to public business and to copy them to their business e-mail accounts and/or to the office's records custodian.
(b) The records custodian is to treat the e-mails from private accounts as records of the public office, filing them in the appropriate way, retaining them per established schedules and making them available for inspection and copying in accordance with the Public Records Act.
(Ord. 162-07. Passed 12-26-07.)
The City of Avon recognizes the legal and non-legal consequences of failure to properly respond to a public records request. In addition to the distrust in government that failure to comply may cause, a court ordering the City to comply with the law and to pay the requester attorney's fees and damages may occur. Directors, Department Heads and/or any other city employees are urged to consult the City's legal authority as soon as possible if any questions regarding the implementation of this policy arise.
(Ord. 162-07. Passed 12-26-07.)