The City of Clyde Hill's Public Records Policy is intended to provide for timely action and for the fullest possible assistance on requests for public records. This policy is also intended to protect the integrity of the City's records and is sensitive to responding to proper requests without adversely interfering with other essential functions of the City. Upon request, the City will make available any public record for inspection by the public and/or copying by the staff for the public unless the record is exempt from disclosure under chapter 42.56 RCW, chapter 10.97 RCW, chapter 13.50 RCW or other statutes.
It is not intended that every request for a public record require a form be completed by the requestor to gain access to that public record. Those records, which clearly can be disclosed and are readily available without disrupting normal business, may be provided to the public without the use of a form. When the requestor is seeking a record or records which are not readily accessible, or are questionable for disclosure, the form "Public Records Request" shall be completed by the person making the request.
Police Related Information Requests
Requests for police related information are treated a little differently than other public record requests. Access to, or copies of criminal history record information is covered under the Police Department Policy. When the requestor is seeking a Police record, the form "Police Records Request" shall be completed by the person making the request.
Identifiable Public Records Requests
The City is only required to disclose reasonably described records already in existence, since those are the only records that can be identified. The City is not required to generate records or analyze data in response to a request for information.
Request Hours & General Copying Information
Records will be available for inspection and copying during the customary City Hall office hours which are from 8:00 A.M. to 5:00 P.M., Monday through Friday, except legal holidays. Copies are available at a cost of 15 cents per page or as otherwise set forth on the attached fee schedule. The City may, at its discretion, require the requestor to deposit a sum in an amount not to exceed 10 percent of the estimated cost of providing copies for a request. In addition, because the City is prohibited from lending its credit, a requestor must prepay the estimated copy cost for any copies that must be made by an outside vendor.
Minutes, Ordinances, Agendas, Resolutions
Readily accessible copies of records that include approved minutes, agendas, ordinances and resolutions, can be reviewed at City Hall without charge. Draft minutes can be made available for review or copying once they have been transcribed and reviewed by the City Administrator/Clerk, and with the understanding that they have not been officially approved.
The City Council or other Commission or Board agenda sheets shall be available upon request and without charge usually on the Friday preceding their meeting. Requests for multiple copies or requests for historical information will be processed at 15 cents per page and within the constraints of the normal records request procedure. Many of these records may be found on the City’s website.
Informational items for meetings of the City Council or for other Commissions or Boards will be available in City Hall for audience use, usually by the Friday before the meeting. A request for multiple copies of this information will be processed at 15 cents per page and within the constraints of the normal request for records procedure. Meeting information may also be found on the City’s website.
Tapes or CD’s of meetings will be available for listening at the City Hall without charge. Requests to listen to audio tapes or CD’s shall be made one day in advance to allow for the time necessary to make them available. Multiple requests may take more than one day before they are made available. Requests for duplicates of audio tapes or CD’s will take a minimum of one day to complete. The fee will be $15.00 for each tape or CD requested. Due to consistency problems with equipment, the City will supply the tape or CD as part of the above fee.