Meeting Type: BCC Regular Meeting
Meeting Date: 9/4/2018
Item Status: New
From: Ronald J. Cink, County Administrator
Submitted by: Anu Gary, Administration/Records Manager
______________________________________________________________________
ITEM TITLE
Title
Revision of Baldwin County Commission Policy #2.13 - Public Records Access and Rates Schedule
Body
STAFF RECOMMENDATION
Recommendation
Adopt the revised Baldwin County Commission Policy #2.13 - Public Records Access and Rates Schedule and incorporate said revised policy into the Baldwin County Policies and Procedures Book.
End
BACKGROUND INFORMATION
Previous Commission action/date: February 21, 2017 - Last revision to policy.
Background: BCC Policy #2.13 describes the procedures regarding public records access requests and sets the rate schedule for related fees.
Staff has reviewed Policy #2.13 and determined it should be updated. If the proposed policy is adopted by the Commission, it will revise the rate schedule by eliminating the County Attorney fees from the schedule.
This item was discussed during the August 28, 2018, BCC Work Session.
RATES SCHEDULE
Standard copies (up to 11 x 17 in size): 25¢ per page
Charges for maps, plats and other large documents are set by the applicable department.
Certifications: $1.00 per certification
Staff Labor: Hourly pay rate of the least-paid employee of the applicable department who can respond to the request including benefits as posted on Baldwin County salaries online, billed at quarter hour increments.
County Attorney Review: $225.00 per hour, billed at quarter hour increments
Deposit: A deposit is required if the Records Manager determines that more than one (1) hour of staff time is needed to respond to a request.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration and CIS Departments
Administration
1) Update Policy Books/BCAP.
2) Update County webpage for public records info and request form.
3) Email a copy of the revised policy to Department Heads.
CIS
1) Revise fillable form and add it to the webpage for public records.
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A