Chapter 2.30
PUBLIC RECORDS
Sections:
2.30.010 Compliance with state and federal law.
2.30.020 Public Records Officer.
2.30.030 Public records requests.
2.30.040 Access to view or copy documents.
2.30.080 Authority to publish procedures.
2.30.010 Compliance with state and federal law.
The District shall administer all requirements of the Public Records Act as codified in Chapter 42.17 RCW and recodified in Chapter 42.56 RCW as they apply to the public records of the District, consistent with other state statutes, the Homeland Security Act and other federal law. [Amended during 2016 codification; Res. 2468 § 1, 2005].
2.30.020 Public Records Officer.
The District’s Public Records Officer shall be the District’s Administrative Services Manager, or such other District employee that the General Manager may formally designate by standard operating guideline. The Public Records Officer is a point of contact for members of the public in requesting disclosure of public records and shall oversee the District’s compliance with public records disclosure requirements. At a minimum, the name and contact information of the District’s Public Records Officer shall be publicized by posting it at District offices and on the District’s website. [Amended during 2016 codification; Res. 2468 § 2, 2005].
2.30.030 Public records requests.
(1) Any person wishing to inspect or copy public records of the District shall make the request in writing on the District’s request form, or by letter, fax, or electronic mail addressed to the Public Records Officer and including the following information:
(A) Name of requestor;
(B) Address of requestor;
(C) Other contact information, including telephone number and any email address;
(D) Whether the request is being made pursuant to the Public Records Act;
(E) Identification of the public records adequate for the Public Records Officer to locate the records; and
(F) The date and time of day of the request.
(2) If the requestor wishes to have copies of the records sent instead of simply being made available for copying, he or she should so indicate and indicate a willingness to pay for the records pursuant to AWWDC 2.30.060.
(3) No later than five working days after adopting the resolution codified in this chapter, the District shall make available a form for use by requestors at District offices and on the District’s website. [Amended during 2016 codification; Res. 2468 § 3, 2005].
2.30.040 Access to view or copy documents.
Public records are available for inspection and copying during normal business hours of the District, Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding legal holidays. Records must be inspected at the main Administration office of the District unless otherwise arranged by the District. [Res. 2468 § 4, 2005].
2.30.050 Exemptions.
Pursuant to RCW 42.56.210, other sections of Chapter 42.56 RCW, and other state statutes, a variety of records are exempt from public inspection by reason of personal privacy, security, or other reasons. A list of current state statutes, other than those listed in Chapter 42.56 RCW, that the District believes exempts or prohibits disclosure of specific information or records of the District shall be posted at the District’s offices and on its web page. The federal Homeland Security Act also requires that certain sensitive materials remain confidential. When exempt records are requested, the District’s response refusing, in whole or in part, inspection of any public record shall include a statement of the specific exemption authorizing the withholding of the record (or part) and a brief explanation of how the exemption applies to the record withheld. [Res. 2468 § 5, 2005].
2.30.060 Charges for copies.
(1) Costs for Paper Copies. See fee table in AWWDC 9.10.030. For large requests whose cost is projected to exceed $100.00, the District shall require a deposit of 10 percent of the estimated costs of copying before beginning to make the copies. If documents responsive to the request are made available on a partial or installment basis, the Public Records Officer may also require payment for each part of the request as it is provided. If an installment of a records request is not claimed or reviewed, the District is not obligated to fulfill the balance of the request. The District may not charge sales tax of the costs of copies.
(2) Costs for Electronic Records. See fee table in AWWDC 9.10.030.
(3) Costs of Mailing. If the requestor asks that the copies be sent to them, the District may also charge actual shipping costs. [Res. 2468 § 6, 2005].
2.30.070 Prompt response.
Within five business days of receipt of the request for public records pursuant to the Public Records Act, the District shall do one or more of the following:
(1) Make the records available for inspection or copying (or, if so requested and payment for the records is made or terms of payment are agreed upon, send the records to the requestor);
(2) Provide a reasonable estimate of when records will be available; or
(3) If the request is unclear or does not sufficiently identify the requested records, request clarification from the requestor. Such clarification may be requested and provided by telephone. The District may revise and communicate a new estimate of when records will be available. [Amended during 2016 codification; Res. 2468 § 7, 2005].
2.30.080 Authority to publish procedures.
The General Manager may adopt and subsequently revise procedures and standard operating guidelines in addition to the procedures adopted herein in order to further the implementation of this chapter. Topics addressed may include but are not limited to:
(1) Descriptions of the District’s central and field organization and how the public may obtain information, make submittals or requests, or obtain copies of District decisions;
(2) Statements of the general course and method by which its operations are channeled and determined;
(3) Rules of procedure;
(4) Substantive rules of general applicability adopted as authorized by law, and statements of general policy or interpretations of general applicability formulated and adopted by the District; and
(5) Each amendment or revision to, or repeal of, any of the foregoing.
Any such procedure or standard operating guideline shall be consistent with RCW 42.56.04 and shall be posted at the District’s Administrative Offices. [Res. 2468 § 8, 2005].
2.30.090 Index.
The District is a relatively small public agency, but its records cover a long history that is voluminous and diverse. It is hereby ordered that developing and maintaining a comprehensive index of these materials would be unduly burdensome, because it may impede staff’s ability to attend to and keep up with current and time-sensitive District business demands. However, some specialized indexes do exist and shall be made available for public inspection and copying. [Amended during 2016 codification; Res. 2468 § 9, 2005].