Those seeking public records will be charged only the actual cost of making copies, as follows:
(a) Paper Copies. The charge for paper copies is five cents ($.05) per page (or one-sided copy). There shall be no charge if the number of copies is ten pages or less per calendar year. Public records will only be copied by the public records custodian or other authorized officer, employee or representative. The public records custodian may use an outside copying service to make the copies, at the public records custodian's discretion. Under no circumstances will the requestor be permitted to make the copies. The manner of making the copies is at the discretion of the public records custodian. If the public records custodian uses an outside copying service to make the copies, the requestor will be required to pay the cost of the entire copying job, as billed by the copying service.
(b) Other Formats. Copies that are requested in some other format other than paper will be "at cost," without taking into account employee time spent preparing the copies. (For example, public records in electronic format placed on a CD will be assessed the cost of the CD, plus the cost, if any, of creating the electronic copies.)
(c) Transmitting Public Records. Requestors may ask that documents be transmitted to him or her by U.S. Mail or by any other means of transmission that is available and is conducive to transmitting the public records (FedEx, UPS, fax, e-mail). The requestor must pay the cost of transmitting before the public records will be transmitted.
(d) Payment. Charges for copies or for transmission of copies can be paid for in cash, or by check/money order/certified check, made payable to the City. If payment is made by check, copies will not be made until the check has cleared and been paid by the requestor's bank. All charges must be paid in their entirety, in advance. A requestor may pay an amount that the public records custodian estimates to cover the cost of copies or means of transmission. If that amount is determined to be insufficient, the copies will not be made or transmitted until the entire amount due is paid. If the amount was in excess of the cost of the copies or means of transmission, the excess will be repaid to the requester.
(Ord. 68-2009. Passed 7-13-09.)