Resolution Number 73-8-27-534 RESOLUTION NO. 73-8-27-5
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SAN JUAN CAPISTRANO ESTABLISHING PROCEDURES AND
i FEE SCHEDULE FOR VARIOUS DOCUMENTS REQUESTED BY THE
PUBLIC AND REPEALING RESOLUTIONS 71-8-23-2 & 72-10-24-2.
THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO HEW'6Y
RESOLVES that the following procedural rules and regulations are adopted
in accordance with the California Public Records Act, Ch. 3.5, Division
7, Title 1, Government Code of the State of California, Para. 6250 et
seq. with regard to making records available for inspection by the public:
1. Requests for inspection of any identifiable public record, copies
of same, or certified excerpts therefrom shall be made in writing on
forms provided by the City department responsible for the keeping of succ
record, and shall contain the following information:
a. Name and address of person, corporation, partnership, firm
or association making such request.
b. Identification of record being requested.
c. Amount of fee or deposit accompanying request per schedule
(See Item 4) as established by City Council.
d. Date of request and date and time information is required.
2. Requests are to be made during regular business hours, and a
reasonable period of time for handling such requests shall be allowed,
depending upon availability of personnel and equipment in particular
department and location of such records.
3. Certain records enumerated in Para 6254 of the Government Code shall
be exempt from inspection by public; in addition, business license
applications and any other records for which it can be demonstrated by
the officer who has custody that the public interest served by not
making such record public clearly outweighs the public interest served
by disclosure of the record. The City Manager shall review and approve
or reverse such denials.
4. The schedule of fees and/or deposits required are hereby established
as follows:
a. Inspection only shall be at no charge, provided it occurs
at location of City department having custody.
b. Copies of public records shall be provided (without
certification) upon the payment of the following fees:
Minimum charge of $1.00 plus: 3
104 per page, or sheet up to 8�" X 11".
154 per page, or sheet up to 9 " X 14".
504 per page, or sheet up to 18" X 24".
754 per page, or sheet up to 24" X 36".
$1.00 per page, or sheet up to 36" X 42" and over.
c. Certification, if required, shall be placed upon or
attached to such copies upon the payment of an additional
fee of 254 for each record that requires a separate
certification.
d. Deposits in the following amounts will be required for
the temporary use of City records. Said deposits are
refundable subject to the return of the records in good
condition within time limit specified upon deposit receipt.
Necessary receipts may be deducted.
(1) Approximate acquisition cost to City of record loan
or
(2) Approximate replacemnt cost to City; whichever is the
higher.
(3) An amount established as the cost for sale of certain
documents (see item a below) will be required as a
deposit when such documents are temporarily loaned
out to those desiring to review same at their
convenience and physically remove documents from
the City premises.
e. Sale of documents, reports, photographs and maps:
If in the judgment of the City Manager, the number of requests
received for any one item is such that a large quantity can
be duplicated by the City Staff and kept on hand for sale, the
charge for that item shall be based on the following table:
10 -
20
pages
$ 3.00
'
21
50
pages
$ 5.00
51 -
75
pages
$ 7.00
76 -
100
pages
$10.00
101 -
150
pages
$20.00
151 -
200
pages
$30.00
201 -
300
pages
$50.09
3 6
These charges are
for duplicating only
and are in
addition to
any charges made
for preparation under
paragraph
(g) below.
IIf it is necessary to have a document printed by an outside
firm the charge for that document shall be the charge pail
Iby the City including Sales Tax and overhead.
In the case of plans and specifications for Public Works
projects the charges above shall apply except that if it
is desired to have the plans and specifications returned,
a refund of up to 508 of the charge may be authorized by
the City Manager.
f. Mailing and handling service charges:
(1) City Council, Planning, or any Commission Agendas..$10.00/Year
(2) City Council, Planning, or any Commission Minutes..$15.00/Year
(3) Transcript of Recorded Minutes, etc................At Cost
(4) Others.............................................At Cost
g. Special reports requiring research of records, analysis,
compliation, calculation or summarization for private
benefit..................................................At Cost
Cost is defined as number of hours times the employee's hourly
rate (Time and a half rate will be charged if overtime, is
required) plus 258 for fringe benefits plus 158 administrative
overhead.
h. Council Agenda Packets.
Upon specific request complete City Council or other
Commission agenda packets shall be furnished under the
following conditions:
(1) That requests be made to the City Clerk by
5:00 P.M., Friday, 6 working days prior to
the next meeting of the Council or Appropriate
Commission.
(2) That cost shall remain as set forth in said
Section 4-b of this Resolution.
(3) That a cost of $2.00 per packet shall be added
for clerical preparation, and
,* (4) That postage shall be added in addition to the
above as appropriate.
5. The above fees may be waived at the discretion of the Department 3 r 1
Head concerned, when it is clear that the general public, or the City
will benefit by providing the service at no cost.
I
a. Examples of types of service for which above fees may be
waived are as follows:
(1) Requests from City Officials, Board Members, etc.
(2) Requests from other public agencies, especially
in cases of cooperative exchange of information.
(3) Request from non-profit or charitable groups such
as Chamber of Commerce, Boy Scouts, etc.
(4) Requests from individuals or firms directly concerned
with pending actions of City Council which either
requires their presence at a Public Hearing, or when
legal notice is required.
b. Decisions on questionable items will be made by the City
Manager.
c. Appeals to the City Council may be filed by those who desire
to protest these charges , or request waivers.
PASSED, APPROVED and ADOPTED this 27th day of August, 1973, at a
regular meeting of the City Council of the City of San Juan Capistrano
by the following vote;
AYES:
NOES:
ABSENT:
ATTEST:
City Clerk
COUNCILMEN: BYRNES, CHERMAK, GAMMELL, WEATHERS
COUNCILMEN: NONE
COUNCILMEN: THORPE
City of San
, M.D., Mayor o
uan Capistrano