(a) It is hereby declared to be the policy of the city that all public records which are made, maintained or kept by or are in the possession of the city, its officers and employees, shall be open for public inspection as provided by and subject to the exceptions contained in the Kansas Open Records Act.
(b) Any person, upon written request, shall have access to such open public records for the purpose of inspecting, abstracting or copying such records while they are in the possession, custody and control of the appointed or designated record custodian thereof, or his or her designated representative.
(a) All city officers and employees appointed or designated as record custodians under this article shall: protect public records from damage and disorganization; prevent excessive disruption of the essential functions of the city; provide assistance and information upon request; insure efficient and timely action and response to all applications for inspection of public records; and shall carry out the procedures adopted by this city for inspecting and copying open public records.
(b) The official custodian shall prominently display or distribute or otherwise make available to the public a brochure in the form prescribed by the Local Freedom of Information Officer that contains basic information about the rights of a requester, the responsibilities of a public agency, and the procedures for inspecting or obtaining a copy of public records under the Kansas Open Records Act. The official custodian shall display or distribute or otherwise make available to the public the brochure at one or more places in the administrative offices of the city where it is available to members of the public who request public information in person.
The Local Freedom of Information Officer shall:
(a) prepare and provide educational materials and information concerning the Kansas Open Records Act;
(b) be available to assist the city and members of the general public to resolve disputes relating the Kansas Open Records Act;
(c) respond to inquiries relating to the Kansas Open Records Act;
(d) establish the requirements for the content, size, shape and other physical characteristics of a brochure required to be displayed or distributed or otherwise made available to the public under the Kansas Open Records Act. In establishing such requirements for the content of the brochure, the Local Freedom of Information Officer shall include plainly written basic information about the rights of a requester, the responsibilities of the city, and the procedures for inspecting and obtaining a copy of public records under the Act.
All city offices keeping and maintaining open public records shall establish office hours during which any person may make a written request for access to an open public record. Such hours shall be no fewer than the hours each business day the office is regularly open to the public. For any city office not open Monday through Friday, hours shall be established by the record custodian for each such day at which time any person may make a written request for access to an open public record.
All city offices keeping and maintaining open public records shall provide suitable facilities to be used by any person desiring to inspect and/or copy an open public record. The office of the city clerk, being the principal record keeper of the city, shall be used as the principal office for providing access to and providing copies of open records to the maximum extent practicable. Requesters of records shall be referred to the office of the city clerk except when the requested records are not in that office and are available in another city office.
Any person requesting access to an open public record for purposes of inspecting or copying such record, or obtaining a copy thereof, shall abide by the procedures adopted by the governing body for record inspection and copying, including those procedures established by record custodians as authorized by the governing body. Such procedures shall be posted in each city office keeping and maintaining open public records.
The following city officers are hereby appointed as official custodians for purposes of the Kansas Open Records Act and are hereby charged with responsibility for compliance with that Act with respect to the hereinafter listed public records:
(a) City Clerk-All public records kept and maintained in the city clerk’s office and all other public records not provided for elsewhere in this section.
(b) Finance Director-All public records not on file in the office of the city clerk and kept and maintained in the finance director’s office.
(c) Chief of Police-All public records not on file in the office of the city clerk and kept and maintained in the city police department.
(d) City Attorney-All public records not on file in the office of the city clerk and kept and maintained in the city attorney’s office.
(e) Clerk of the Municipal Court-All public records not on file in the office of the city clerk and kept and maintained in the municipal court.
The City Clerk is hereby appointed as the local freedom of information officer and charged with all the duties as set forth in Section 1-603.
(Ord. 900; Code 2021)
The City shall charge a record inspection fee as determined by the City Clerk. Said fees and the procedure for their payment shall be made available to persons requesting inspection and/or copying of public records of the City, either on paper at City Hall or on the City’s website or both.
(Ord. 900; Code 2021)
The City shall charge a copy fee for copying of public records as determined by the City Clerk. Said fees and the procedure for their payment shall be made available to persons requesting inspection and/or copying of public records of the City, either on paper at City Hall or on the City’s website or both.
(Ord. 900; Code 2021)