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 program; 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.
(KRS 61.870(4))
“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.
(KRS 61.870(8))
“MEDIA.” The physical material in or on which records may be stored or represented, and which may include, but is not limited to paper, microfilm, disks, diskettes, optical disks, magnetic tapes, and cards.
(KRS 61.870(7))
“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.
(KRS 61.870(5))
“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, 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 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 in 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(1))
“PUBLIC RECORDS.” All books, papers, maps, photographs, cards, tapes, disks, 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 § 27.107.
(KRS 61.870(2))
“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 an person to inspect public records of the city.
“RESIDENT OF THE COMMONWEALTH.”
(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 paragraphs (1) to (5) of this definition; or
(7) A news-gathering organization as defined in KRS 189.635(9)(b)1.a. to e.
(KRS 61.870(10))
“SOFTWARE.” The program code which make a computer system function, but does not include that portion of the program code which contains public records examined 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 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(3))