The fees for responding to public records requests are established in a fee schedule adopted by the City Council. The fees established are reasonably calculated to reimburse the City for its actual costs in making the records available, and may include:
- Charges for the time spent by City staff or a City contractor to compile the requested public records, to review the records in order to determine whether any requested records are exempt from disclosure, to segregate exempt records, to supervise the requestor's inspection of original documents, to copy records, to certify records as true copies and to send records by special or overnight methods such as express mail or overnight delivery.
- A per page charge for photocopies of requested records.
- A per item charge for providing CDs, audiotapes, or other electronic copies of requested records.
- Charges for preparation of a written transcript.
Payments.The City will prepare an estimate of the charges that will be incurred to respond to a public records request. Prepayment of the estimated charges is required before the City will begin to compile the requested records. The City may require that an initial deposit for costs not to exceed $25.00 be paid as provided in section VII (E) of this Policy. If the actual costs incurred by the City are less than the amount of any required prepayment, the overpayment will be promptly refunded. If the actual costs incurred by the City are more than the amount of the prepayment, the requestor will be responsible for the additional costs, and will be required to pay the additional amount in prepayment before the requested records are provided.
Fee Waivers. Unless otherwise prohibited by law, the City may, at the City's discretion, furnish copies of requested records without charge or at a reduced fee if the City determines that the waiver or reduction of fees is in the public interest. A request for a fee waiver or reduction should be made in writing to the City Recorder. The request should identify the reason for the request and the public interest served in waiving or reducing fees.
The Department Director shall determine whether to grant a fee waiver or reduction on a case-by-case basis. A waiver or fee reduction may be granted if it is determined that the waiver or reduction is in the public interest, because making the record available primarily benefits the general public. In making this determination, the Department Director should consider (1) the character of the public interest in the particular disclosure, (2) the extent to which the fee impedes that public interest, and (3) the extent to which a waiver or reduction would burden the City. A decision on a request for a fee waiver shall be made within five business days of receipt of a request.
The following categories of public records requests are eligible for a fee waiver or reduction:
- Public records requested by a neighborhood association if the records are necessary for that association's work related to the City.
- Public records requested by the League or Oregon Cities or Mid-Willamette Valley Council of Governments.