Council adopts amended public-records policy to allow prepayment for video review, caps estimate at $750

Golf Manor council voted on May 19 to amend the village public-records policy to permit estimates and prepayment for time-consuming video-record requests.

Solicitor Butler explained the change was prompted by a state legal amendment that lets local governments charge for actual staff time spent reviewing video. "Now they've amended the public records statute... it allows us to charge for actual time spent per video hour," Butler said during the discussion. He said the village must adopt an updated records policy to require prepayment when staff provides an advance estimate.

Police leaders told council that commercial or broad, non-specific requests can impose heavy staff burdens because videos must be reviewed for privacy and redaction. Chief Campbell noted departmental workload and explained the review process: staff correlate requests, identify relevant footage and then review video with a police supervisor before release. Council members were reassured that requests from involved parties or for court matters would not be treated as commercial, fee-bearing requests.

Resolution 2025-15 adopts an amended public-records policy that allows the village to provide an advance estimate for video review and require prepayment up to a stated maximum. Councilmember Michaelson and others emphasized the policy is intended to deter frivolous commercial scraping of footage while preserving access for legitimate requests.

The resolution passed on roll call. Council directed staff to apply the policy consistently and to clarify procedures for legitimate requesters, including fee waivers in appropriate circumstances.