Pursuant to Section 5-5 of the City of Louisville Home Rule Charter (“Charter”) and Section 24-72-203 (1) (a) of the Colorado Public Records Act, C.R.S. § 24-72-101 et. seq. (“Act”), it is the policy of the City that public records shall be open for inspection at reasonable times, except as provided by the Act or other law. The provisions of the Charter relating to public records shall be liberally construed with State open records laws to promote the prompt disclosure of City records to citizens at no cost or no greater than the actual cost to the City. Pursuant to the Charter and Act, the following sets forth procedures to ensure timely access to public records of the City that are subject to disclosure and sets forth fees for public records as permitted by the Charter.
The City Clerk is the official custodian of all public records and will process all requests for public records pursuant to the Act, with the following exceptions:
- The Louisville Police Department administers criminal justice records as defined by
C.R.S. 24-72-302 and will process all request for criminal justice records. (Traffic accident reports prepared by City police officers on state DR 447 forms are considered public records and will be provided through the City Clerk’s office).
- The Louisville Human Resources Department administers personnel records and will process all requests for personnel records.
- The Louisville finance department administers utility billing records and will process all requests for utility billing records.
A Public Information Request Form must be filed with the City Clerk to initiate a request for public records under the Act. If the records requested are criminal justice records, personnel records, or utility billing records, the requesting party must file a records request with the appropriate department listed above and, in the case of criminal justice records, file a criminal justice records search request form. Except for such records, the City Clerk will research and compile records from various City departments in response to the request. When the requested documents are compiled, the City Clerk will notify the applicant of the completion of the request, the availability of the records and cost of service including any requested copies. The Police Department, Human Resources Department and Finance Department will perform such functions for, respectively, criminal justice records, personnel records, and utility billing records.
The City Clerk and each of the records custodians for such departments may adopt additional written regulations concerning the maintenance, inspection and dissemination of the records for which they are designated custodians, which regulations shall conform to the Charter, state statutes and this statement of procedures and fees.
Records subject to nondisclosure by law or under the Act will be withheld from inspection as provided in the Act. The City shall strictly construe exceptions provided under the state statutes authorizing certain public records to be exempt from disclosure to the public.
The City has three working days to process requests, and in extenuating circumstances, up to seven working days to respond to open records requests. Fees will be calculated for the cost of copies, maps, and staff research time in processing an open records request.
If the records request seeks voluminous records or records dating over a period of two or more years, for which the anticipated time to research and locate such records is more than two hours, the City Clerk may require a deposit equal to one-half of the estimated labor costs to locate the records and one-half of the estimated copying costs (if copies are requested).
Schedule of Fees: In accordance with the standards and requirements of the Charter and Act, the City Council established reasonable and standardized fees for producing copies of City records, as follows:
Summary of Copy Fees*
|1. Photo copies
|| No charge for the first twenty- five (25) pages, thereafter, $0.10 per page.(legal or letter size)
|2. Certified Copies
||$1.25 per page|
|3. Notary fee
|| No charge first document (residents) thereafter
$1.25 per notary document (residents)
|4. Research Fee
||No charge for the first two (2) hours Thereafter $20.00 per hour (in 15-minute increments).|
|1. Postage/Mailing fees
||Actual Cost applicable on mail requests|
| 2. Photographs
||$15.00 plus cost of copies|
|3. CD/DVD|| $20.00 per CD/DVD
($15.00 Technical Time+ $5.00 cost of CD/DVD)
*See Public Information Request Form or detailed table of all fees.
The fees set forth above are subject to change without notice. The above procedures and fees are adopted pursuant to the Charter and CRS § 24-72- 203(1) and 24-72-205.
Adopted by City Council Resolution No. 28, Series 2006 (July 18, 2006)
If you have any questions, please contact City Clerk Meredyth Muth (303.335.4536).