Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Transparency topic
No spam. Unsubscribe anytime.
Council reviews draft public-records policy and discusses fee-waiver safeguards
Summary
City staff and the city attorney reviewed a draft public-records policy, confirming requests may be required in writing but not necessarily on a city form, and discussed fee-waiver criteria, verification and publishing frequently requested records to reduce staff burden.
City Attorney Ashley and staff presented a draft public-records-request policy the council will consider on June 17, emphasizing Oregon's disclosure-favoring public-records framework and the need for clear processes. Ashley noted public-records law allows the city to require written requests but not to mandate that citizens use a designated city form: "You can require that request be done in writing... we don't necessarily have the right to ask that it be done on our forms," Ashley said.
Council discussed fee waivers for public-interest requests and whether the city should require applicants to explain how they will disseminate the material. Ashley said fee waivers are often granted when the request serves the general public — for example, to newspapers — but that waivers are evaluated case by case. "If someone can show that the records are in the public interest... the city has waived a 25% fee waiver or a 50% fee waiver," Ashley said, noting staff must balance public access against the burden of large requests.
Council members also pressed staff on options to reduce repetitive labor for frequently requested records. Staff described two approaches: publish requests and responses via the Oregon Records Management System (ORMS) or adopt dedicated records-management software that tracks requests through the process and saves staff time. "We can make available through our Oregon records management system... or we can use specialized software," staff said, noting the software could be costlier but more thorough.
Staff said the policy will be finalized for council consideration on June 17 and that forms accompanying the policy could include additional fields to document dissemination plans when a fee waiver is requested.
