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Process and Fees

Public Disclosure Process

All Public Disclosure Requests (PDRs) shall be directed to the Public Records Officer. A valid Public Disclosure Request is a request for a specific and identifiable public record. A request for general information is not a valid Public Disclosure Request. If you are not aware of the title of a specific record, information such as subject matter, dates, location and physical address, parcel number, persons/issues involved, or account numbers will help staff locate records responsive to your request.
 
Certain information is exempt from disclosure; refer to the Public Records Act, RCW 42.56, for information on state law regarding public records and certain records which are exempt from public disclosure.

Upon receipt of a Public Disclosure Request, the Public Records Officer shall evaluate and determine whether the requested records are exempt by law from inspection or copying, in whole or in part. Within five business days of the receipt by the City of the request for records, the Public Records Officer shall take the following action(s):

  • Provide the record, or the portion of the record(s) subject to disclosure, after the payment of applicable fees;
  • Acknowledge the City’s receipt of the request, accompanied by an estimate of time necessary for further response; 
  • Deny the request accompanied by an explanation of the basis of denial;
  • Request a deposit for the records requested while the records are being gathered;
  • Ask for clarification of the request for records.

 

The five business days begins one working day after receipt of the request.


Confidentiality
Your Public Disclosure Request cannot be kept confidential. Your request becomes a public record and can be requested by others.

  

Appeal Process
Any person who objects to the initial denial or partial denial of a records request may petition in writing to the Public Records Officer for a review of that decision.  The petition shall include or refer to the written statement by the Public Records Officer denying the request. Upon receipt of a petition, the Public Records Officer will promptly provide the petition and other relevant information to the City Clerk. The City Clerk shall immediately consider the petition and either affirm or reverse such denial within two business days of receipt, and shall inform the petitioner of such decision.
 

Third-Party Notification
If records requested contain information that, if disclosed, may affect the rights of others and may be exempt from disclosure, the City may send a notice to those parties informing them of the request prior to providing the records to the requester.  
 
Abandoned Requests
If the requestor fails to fulfill his or her obligations to inspect the records, pay the deposit, or make final payment within 30 calendar days for the requested copies, the City will close the request and notify the requestor the request has been closed.

 

Fees

A fee of $.15 per page per side shall be charged for letter- or legal-size copies of records. A fee of $2.00 shall be charged for a CD or DVD. All applicable postage fees shall be charged.

Digital records may be provided electronically at no charge. Records may also be viewed at no charge. An appointment may be required to view records.
 

Payment of copy fees and applicable postage fees shall be made prior to the disclosure of public records. When a deposit is required, the payment of a deposit shall be made prior to the duplication of any records.

All payments shall be made by cash, money order, or check payable to the City Treasurer. These are the only accepted forms of payment.
  

Deposit for Duplication
The Public Records Officer may require the requester to deposit a sum equal to 10% of the estimated cost prior to duplication of the records. In the event that a deposit is required, the City will notify the requester of the necessity of the deposit. If the actual duplication and deposit fees are less than the amount deposited by the requester, the City will return the sum in excess of the actual amount to the requester.