§ 2-587. Charges for services.

For the services listed below expended in locating or making available records or copies thereof, the charges shall be assessed as provided in 70 T.A.C. § 70.3:

(1)

Copies.

a.

For photographic office machine copies of pages up to and including legal size: (8½ inches by 14 inches):

1.

For 50 pages or less of readily available information, as provided by 70 T.A.C. § 70.3(b);

2.

For more than 50 pages of readily available information, as provided by state law;

3.

For any quantity of information deemed to be not readily available, the actual charge shall be the combined components of the charge for the first page and charges for each page thereafter, plus actual labor costs incurred by the city in providing the requested information. The city's actual labor costs of locating and preparing the information will be computed by multiplying the amount of time actually spent in these activities times the salary rate of the employee performing the activity;

4.

For copies of nonstandard sized pages of records in computer banks, on microfilm, or in other similar record keeping systems the charge of copies will be determined by written consultation directed to the material management section of the centralized services division of the state purchasing and general services commission. The charges will include, but are not limited to, labor hours and rates, computer time and rates, costs for materials such as computer tapes, paper, fiche, cassettes, and printer supplies and applied overhead by component and application base.

b.

No charge shall be made for one copy of any public record requested from:

1.

State agencies by members of the legislature in the performance of their duties.

2.

Local governments by members of the staff in the performance of their duties.

(2)

Certification. For certification of true copies, the charge shall be on file in the city secretary's office.

(3)

Attestation. For attestation under the seal of the city the charge shall be on file in the city secretary's office.

(4)

The city shall add postal related expenses which may be necessary to transmit the reproduced documents to the requesting party to the charges pursuant to this subsection.

(5)

The city shall add sales tax to each reproduction after the first reproduction and to any copies which are preprinted for the specific purpose of resale to the public.

(6)

No more than ten copies shall be supplied for any request.

(7)

Bond for payment of costs for preparation of public records or cash prepayment. A bond for payment of costs for the preparation of such public records, or a prepayment in cash of the anticipated costs for the preparation of such records, may be required by the officer for public records or the officer's agent as a condition precedent to the preparation of such record where the record is unduly costly and its reproduction would cause undue hardship to the department or agency if the costs were not paid.

(8)

Requests requiring more than ten hours to produce. If the public records officer determines that a request will require more than ten employee hours to produce, he shall forward said request to the city council which shall determine the best method said records may be inspected and/or reproduced giving due regard to ensuring that the public records are produces efficiently, safely and without undue delay.

(Ord. No. 91-791, § 43, 1-17-1991)