Fees and charges for copies of public records should not be used to hinder access to public records.
A. Records custodians shall provide requestors with an itemized estimate of the charges prior to producing copies of records and may require pre-payment of such charges before producing requested records.
B. When fees for copies and labor do not exceed $1.00, the fees may be waived. Requests for waivers for fees above $1.00 must be presented to the City Recorder for the City of Paris, Tennessee, who is authorized to determine if such waiver is in the best interest of the City of Paris and for the public good. Fees associated with aggregated records requests will not be waived.
C. Fees and charges for copies are as follows
1. $0.15 per page for letter- and legal-size black and white copies.
2. $0.50 per page for letter- and legal-size color copies.
3. The actual cost of any other medium upon which a record/information is being produced.
4. Labor when time exceeds one hour.
5. If an outside vendor is used, the actual costs assessed by the vendor.
D. Payment is to be made in cash or by personal check payable to the City of Paris presented to the City Recorder.
E. Payment in advance will be required when costs are estimated to exceed $1.00.
F. Aggregation of Frequent and Multiple Requests
1. The City of Paris will aggregate record requests in accordance with the Frequent and Multiple Request Policy promulgated by the OORC when more than (4) requests are received within a calendar month (either from a single individual or a group of individuals deemed working in concert).
2. If more than four (4) requests are received within a calendar month:
a. Records requests will be aggregated at the department level.
b. The PRRC is responsible for making the determination that a group of individuals are working in concert. The PRRC or the records custodian must inform the individuals that they have been deemed to be working in concert and that they have the right to appeal the decision to the OORC.
c. Requests for items that are routinely released and readily accessible are exempt from this policy. These records include but are not limited to agendas of Boards and Commissions and Approved Minutes of Boards and Commissions.