HomeMy WebLinkAbout2016-37 CC Reso - Establishing Fees and Charges Under California Public Records Act for Requested Copies of Public RecordsRESOLUTION NO. 2016 — 3 7
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING FEES
AND CHARGES UNDER CALIFORNIA PUBLIC RECORDS ACT FOR REQUESTED
COPIES OF PUBLIC RECORDS
WHEREAS,
1. In Government Code Section 6253, the California Public Records Act ("PRA") allows the City
to charge "fees covering direct costs of duplication," when public records of the City are
requested by members of the public; and
2. In City Council Resolution 2006-40, adopted on February 15, 2006, the City Council last
established fees and charges for providing copies of documents under the PRA; and
3. Resolution 2006-40 fixed the fee at $.10/page for copies and provided the option of copying
the documents on to a compact disk ("CD") for $3.00/disk; and
3. In the intervening ten years, the technology has changed and the use of the PRA has changed
with requests often seeking hundreds or thousands of pages of documents; and
4. The City Council continues to support both the letter and the spirit of the PRA by making public
records readily available to members of the public, while, at the same time, allowing the City to
recover the costs allowed under the PRA, when the request places a significant demand on City
resources;
NOW, THEREFORE, BE IT RESOLVED:
1. There shall be no charge for copies of documents as follows:
a. A total of 150 pages or less printed to paper in response to a single request or in
multiple requests from or on behalf of the same requestor in any consecutive three (3) month
period;
b. Documents transferred from electronic media or scanned into a PDF format and emailed
to the requestor or copied to a flash drive or other storage medium supported by the City's
computer system and supplied by the requestor, provided that the time required to scan the
documents is one-half (1/2) hour or less.
2. For requests not covered by 1 above, the charge for public records is as follows:
a. For paper copies $.03/page for black/white, and $.07 for color, plus the hourly cost to
the City of the City employee operating the copy machine (hereafter, "the Employee Cost")
multiplied by the number of hours in one-half (1/2) hour increments required to scan the
requested documents, not counting the time to locate the document, remove the document from
the file, prepare the document for copying, return the documents to the file and return the files to
storage (hereafter, "the Copying/Scanning Time");
b. For copies scanned to a flash drive or other storage medium compatible with the City's
equipment which is supplied by the requestor, $.02/page to cover the cost of the copy machine or
scanner plus the Employee Cost multiplied by the Copying/Scanning Time.
3. The City employee copying or scanning documents shall prepare and maintain a log recording
the time required to provide copies of the documents requested which shall be provided to a
requestor being charged for copies. _U
4. Where fees are required, the City can require a deposit prior to proceeding to copy or scan the
documents and require full payment or make a required refund prior to furnishing the copies to
the requestor.
5. Nothing in this resolution shall prevent the City Clerk from charging costs in accordance with
Government Code Section 6253.9 or for the actual direct cost of making copies of documents
that cannot be copied or scanned on City equipment (such as blue prints or other oversized
documents) or require some other specialized copying or scanning.
6. This resolution shall become effective immediately upon its adoption and shall apply to PRA
requests pending on the resolution's effective date.
PASSED AND ADOPTED on June 15, 2016, by the following Roll Call Vote:
AYES: Councilmembers Crane, Mulheren,Doble, Brown, and Scalmanini
NOES: None
ABSTAIN: None
ABSENT: None
Stephen G. Scalmanini, Mayor
ATTEST:
Ashley Cock Deputy City Clerk
2
Ll