Monmouth council adopts higher public-records fees to recoup staff time

City recorder Phyllis Pullman introduced a proposed update to Monmouth’s comprehensive fee schedule to increase public-records request charges and align fees with staff time and classification.

Pullman explained that the city historically charged a flat $25 per hour for records research and that the proposed schedule would charge different hourly rates depending on whether clerical staff, managers, professionals or the city attorney perform the work. She said a "level one" response (simple, readily available materials, such as a posted report or a link) would remain free and that more labor-intensive searches that require multiple hours of staff time would be charged at higher rates to recoup the city’s cost.

Councilors questioned how the tiers are defined and how estimates are provided to requesters. Staff explained state public-records practice requires an early estimate (often within five business days) and that an estimate may be provided with a requirement for partial prepayment; if the final time is substantially less than the estimate, the requester can receive a refund.

Councilor Kerry moved to adopt a resolution updating the fee schedule (referenced in the meeting as Resolution 2021); Councilor Rididgeway seconded. A roll call recorded Councilor Ost, Councilor Kerry and Councilor Rididgeway in favor and the motion passed (recorded as 3–0).

Minutes and staff commentary indicate implementation will include clarifying the definitions for 'clerical,' 'managerial' and 'professional' and publishing the revised fee schedule and records-request procedures for the public.