The City Clerk’s Office is the official custodian of all records of the city. Office hours normally are from 8:30 a.m. until 4:30 p.m., EST, Monday through Friday, except for recognized holidays and other times as may be established by the City Clerk for the efficient operation of the City Clerk’s Office.
(A) Upon receipt of a written request, the City Clerk’s Office will respond within five (5) business days. If the record(s) requested are subject to public disclosure, the city will either provide copies of the requested record(s) or set a time when a requesting party may inspect the requested record(s). If the set time is not convenient for the requesting party, the City Clerk’s Office will attempt to coordinate a new inspection time convenient to all parties but, except as provided in subsection (B) below, it may not exceed five (5) business days. If the requested record(s) are not open for public disclosure, the city will notify the requesting party and provide the exception to the Open Records Act under which the request fails.
(B) In the event the city is unable to send copies of the requested record(s) or make them available for inspection within five (5) business days, it shall provide the requesting party with a detailed explanation for the delay and shall state the place, time and earliest date on which the public record(s) will be available for inspection.
(C) For public records requested in standard format, the City Clerk’s Office shall charge a set fee per page for photocopied materials. If the requested information is in electronic format, the cost of the media and any mechanical processing may be charged. Additionally, the City Clerk’s Office may charge postage fees. The city will not charge for staff time required to reproduce records for noncommercial use. Any required fees shall be paid before records are reproduced.
(M.S. 2021-08-19, passed 8-19-21)