Public records policy

Effective February 14, 2001, the Town of Mancos assures prompt and equitable service to citizens requesting access to public records, including those records created by electronic mail, in accordance with the requirements of C.R.S. 24-72-205. This policy does not apply to criminal justice records. To access a copy of the Request for Records, you will need Adobe Reader to view this file.

The Town of Mancos to makes all records available for public inspection unless such records are protected from disclosure by state or federal stature, by court order, or unless disclosure of such records would be contrary to the public interest.

All requests for public records need to be made in writing to the custodian. In the case of a request made in person, the custodian will either provide the records to the requestor or set a date, time, and on-site location where the records can be inspected. The date will be within three (3) working days of the date the request was made. In the case of a mailed or telefaxed request, the custodian will respond within three (3) working days. Such period may be extended if extenuating circumstances exist but the extension period will not exceed seven (7) working days form the date the request is made. Extenuating circumstances cannot apply to a request that relates to a single, specifically identified document.

Electronic Records and Electronic Communications:

Records stored on magnetic or optical disk, on tapes, microfilm, and microfiche, are considered public records and open to disclosure. After receiving a written request for records stored in any of the aforementioned media, the custodian may take any measures necessary, in the custodian’s opinion, to assist the public in copying or inspecting any specific public record(s); including but not limited to: providing portable disk copies or computer files, providing direct electronics access via on-line bulletin boards or other means, providing hard copy printouts, or providing the requested records in any other format deemed appropriate by the custodian.

Please note that correspondence of any employee, which is in the form of electronic mail, may be a public record under the public records law and may be subject to public inspection.

Fees and Charges:

The custodian will charge for any copies, printouts, or photographs requested. No fee will be charged for the first four standard sized pages, per requester, annually. (Standard sized page will be considered 8 ½ x 11). Each standard page after that will be charged at $1.00 per page. The custodian will also charge a fee for any manipulation of data needed to generate a record in a form not used by the Town of Mancos. This fee will not exceed the actual cost of manipulating said data and generating the record. Persons making subsequent request for the same record will be charged the same fee.

Additionally, the custodian will charge a fee for providing copies of electronically stored public records. The Town will respond to requests for providing, upon written request, a copy, disk, or printout. The Town will not allow inspection of electronically stored public records by access to a computer terminal or the use of a private terminal connected to the Town’s on the Internet. The fee will be based on recovery of the actual incremental costs of providing the electronic services and products together with a portion of the costs associated with building and maintaining the information system.

Fees and charges for reproduction of records will be standard throughout the Town for similar items. Department heads have the authority to waive such fees and charges. However, no department will charge higher fees than the standard ones listed in this administrative regulation. Individual departments may, by administrative rule or action, establish fees for the search, retrieval, and reproduction of records, which are specific to that department. Annually, in January, a current list of those fees will be sent to the Town Clerk’s Office.

The standard fees and charges for the Town of Mancos public records are as follows:

Photocopies:

  • A fee of per standard page is charged for town employee spending less than 15 minutes on search and reproduction of documents. Town employee spending more than 15 minutes on search and reproduction are charged $1.00 per standard page (first four pages are free, per of documents requester, annually).
  • The actual cost is charged for documents larger than standard size and maps.
Photocopies Price
8 ½” x 11″ .25¢
8 ½” x 14″ .35¢
11″ x 17″ .50¢

FAX Copies:

  • $2.00 per page

Duplication of Audio Tapes:

  • $30.00 per tape or actual cost incurred. (A deposit of $30.00 is required at the time the duplication request is made. This deposit is applicable to the total cost of duplication.)

Verbatim Transcripts of Proceedings:

  • Non-refundable deposit (Payable in advance) – $25.00**
  • Verbatim transcription (one hour or less prep time) – $30.00 per document prepared by Town Clerk Staff
  • Verbatim transcriptions (Over one hour prep) – actual cost incurred by a third-party transcriber.

**NOTE: The deposit will be applicable to the total cost of the transcription.

The Town of Mancos does not charge for:

  • Request from members of the Town Board, the Town’s boards, committees, commissions or other staff. Exception: The Town will charge for election materials requested by incumbent officials who are running for office.
  • Requests from other government officials or organizations or professional associations.
  • Requests from students enrolled accredited schools and colleges located in the Town of Mancos for documents needed in connection with a specific class research project.

Denial of inspection: Access to public records may be denied in accordance with the provisions of the Public Records Act. Reasons for denial of access to public records will be noted in writing on the public records request form and provided in a letter to the requestor.

Retention schedules: All public records of the Town of Mancos, regardless of storage format, will have retention schedules attached to them. The State Archives, in accordance with State Law, will approve these retention schedules.

 

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