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Home My WebLink About4155AN ORDINANCE of the City Council of the City of Kent, Washington, amending Chapter 1.05 of the Kent City Code, entitled "Public Records," to convert the City's provisions regarding submittal and response to requests for public records under the Public Records Act from code to policy to allow for more timely revision in response to changes in the law. RECITALS A. Washington's Public Records Act was created by an initiative of the people in 1972 and requires that government records remain open and accessible to the public. This initiative, as amended by the Legislature over the years, is currently codified at Chapter 42.56 of the Revised Code of Washington. The overarching policy that guides interpretation of the Public Records Act is that its provisions be liberally construed in favor of disclosure, while any exemptions that limit public access to records be narrowly construed. B. The Public Records Act requires that local governments adopt reasonable rules and regulations to carry out its provisions in a manner that provides for the fullest assistance to requesters and the most timely possible action on requests, while contemporaneously protecting public records from damage or disorganization and- preventing excessive interference with other essential government functions. 1 Chapter 1.05 KCC—Pub/ic Records C. The City's code provisions regarding public records requests are codified in Chapter 1.05 of the Kent City Code. This chapter has not been amended since its original adoption in May 2006. D. Prior to 2002 and the Council's adoption of Ordinance No. 3588, the procedures for submitting, processing, and responding to requests for public records under the Public Records Act were established through the City's Policy Manual. Through Ordinance No. 3588, these procedures were codified in Ch. 1.05 of the Kent City Code under the belief that such codification would result in the procedures being more accessible to the public. An unintended consequence of that action, however, is that the procedures are not regularly updated in response to the rapid evolution of the law regarding Public Records requests. Reverting these procedures back to a policy format and publishing them on the City's website will allow the procedures to be readily available to the public while giving staff the flexibility needed to update them in response to frequent changes in the law. E. Therefore, this ordinance amends the Kent City Code to convert the procedures for submitting, processing, and responding to requests for public records under the Public Records Act from code to policy, in a current form similar to that attached as Exhibit A to this ordinance. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS. ORDINANCE SECTION 1. -Amendment. Chapter 1.05 of the Kent City Code, entitled 'Public Records," is amended as follows: Chapter 1.05 Pl1BLIC RECORDS 2 Chapter 1.05 KCC—Pub/ic Records Sec. 1.05.010. Public records administration — POil cv . The Public Records Act, currently codified at Ch. 42.56 RCW, requires public agencies to make identifiable non-exempt public records available for inspection and copying upon request, and toup blish rules of procedure to inform the public how access to public records will be accomplished. Flexibility to amend these rules of procedure is necessary to ensure the City is able to readily conform to frequent changes in the law. ThereforeIN in accordance with the Public Records Act and Ch. 2.76 KCC, the The purpose ef this chapter is te establish the preeless fe hereby authorized to establish and publish those policies and procedures that will apply within the City of Kent to the submitting, processing, and responding to requests for public records under the Public Records Act. These rules of procedures should aim to provide fullest assistance to requestors and timely action on requests III also protecting public records from damage or disorganization and preventing excess interference with other essential City functions. The current version of this policy shall be available to the public on the City's website. Sec. 1.05.020. Cost of providing public records. In establishing the rules of procedure applicable to public records requests under KCC 1.05.010, the Mayor is further authorized to establish and amend as necessary the fee schedule applicable to the costs of copying or otherwise providing public records to requesters to the fullest extent authorized by law. �3 Chapter 1.05 KCC—Pub/ic Records - 1\\KR:JI:P=�iR�1♦lll��'11!l �lR��►l.ltll� 1 �. . : . •t �'1'��l:t►]1.►�=�l.l All" WIT MOM TIT maRrIPTOWAM m m NO III 11 Will IIIT 10 N AT AT 1 1 0 0 W w IT AIM IW 11 111 11111 IS v w1l 1,10 AT MIT AT m AT AT hereby authorized to establish and publish those policies and procedures that will apply within the City of Kent to the submitting, processing, and responding to requests for public records under the Public Records Act. These rules of procedures should aim to provide fullest assistance to requestors and timely action on requests III also protecting public records from damage or disorganization and preventing excess interference with other essential City functions. The current version of this policy shall be available to the public on the City's website. Sec. 1.05.020. Cost of providing public records. In establishing the rules of procedure applicable to public records requests under KCC 1.05.010, the Mayor is further authorized to establish and amend as necessary the fee schedule applicable to the costs of copying or otherwise providing public records to requesters to the fullest extent authorized by law. �3 Chapter 1.05 KCC—Pub/ic Records - 1\\KR:JI:P=�iR�1♦lll��'11!l �lR��►l.ltll� 1 �. . : . •t �'1'��l:t►]1.►�=�l.l hereby authorized to establish and publish those policies and procedures that will apply within the City of Kent to the submitting, processing, and responding to requests for public records under the Public Records Act. These rules of procedures should aim to provide fullest assistance to requestors and timely action on requests III also protecting public records from damage or disorganization and preventing excess interference with other essential City functions. The current version of this policy shall be available to the public on the City's website. Sec. 1.05.020. Cost of providing public records. In establishing the rules of procedure applicable to public records requests under KCC 1.05.010, the Mayor is further authorized to establish and amend as necessary the fee schedule applicable to the costs of copying or otherwise providing public records to requesters to the fullest extent authorized by law. �3 Chapter 1.05 KCC—Pub/ic Records All 0% aw im III IMIJIMMMIlin M an M�� rVOMERI AM fift III Will IN ii�REBR�MNAM IN own M III M..M===trJ .07. .1111111111 . 111111111111 Jill, NEKOR�M�OLWINIIIIIII� III N11111111111 �RW�Wl�IMLW IF OF 1111 111111111 I : : Willi : .:M Elm I pol III � IAll III mu. 2 im1W I W INM"MarcIPMOM in Ash All ANN all All11 will 0 will=lift III AMNEWA�MAIIIIIIIIIII III Jill will 111 11111 liiiii Ell ilillillir III im III INMEM M G! Chapter 1,05 KCC—Public Records Fer the this the foliewing terms be ke purpeses of chapter, shall dclel S-fol6�iw s 7.-,TTs .hall 14,1 all W theRevised T7p pliL� ertie of Alb Aft job i pol ANN ANN Ash III he diselesure be =-0 tcI IF OF of public 0 Aft i and which will reeedified AL Ast - -OWMNYAMTATMEKTMIM� - IN I I Will a All 0% aw im III IMIJIMMMIlin M an M�� rVOMERI AM fift III Will IN ii�REBR�MNAM IN own M III M..M===trJ .07. .1111111111 . 111111111111 Jill, NEKOR�M�OLWINIIIIIII� III N11111111111 �RW�Wl�IMLW IF OF 1111 111111111 I : : Willi : .:M Elm I pol III � IAll III mu. 2 im1W I W INM"MarcIPMOM in Ash All ANN all All11 will 0 will=lift III AMNEWA�MAIIIIIIIIIII III Jill will 111 11111 liiiii Ell ilillillir III im III INMEM M G! Chapter 1,05 KCC—Public Records Fer the this the foliewing terms be ke purpeses of chapter, shall dclel S-fol6�iw s 7.-,TTs .hall 14,1 theRevised T7p pliL� ertie of he diselesure be tcI of public i and which will reeedified All 0% aw im III IMIJIMMMIlin M an M�� rVOMERI AM fift III Will IN ii�REBR�MNAM IN own M III M..M===trJ .07. .1111111111 . 111111111111 Jill, NEKOR�M�OLWINIIIIIII� III N11111111111 �RW�Wl�IMLW IF OF 1111 111111111 I : : Willi : .:M Elm I pol III � IAll III mu. 2 im1W I W INM"MarcIPMOM in Ash All ANN all All11 will 0 will=lift III AMNEWA�MAIIIIIIIIIII III Jill will 111 11111 liiiii Ell ilillillir III im III INMEM M G! Chapter 1,05 KCC—Public Records Sec. 1.05.030959. Index of public records not maintained. A. In genera/. The Public Records Act requires all ces and public agencies te-maintain and make available a current index of certain public records. However, the Public Records Act also provides that if maintaining such an index would be unduly burdensome, or would interfere with governmentNagefey operation, a city need not maintain such an index but it must issue and publish a formal order specifying the reasons why and the extent to which compliance would be unduly burdensome. B. Findings. The City of Kent is comprised of numerous departments and offices, and each department or office consists of multiple subdivisions. Each individual subdivision performs a unique public service,. Eaeh subdivision may also -utilize and produce multiple varieus forms of "writings" as that term is defined in the Public Records Act, and may maintain and organize these writings in several formats and in varying filing systems. Tthousands of writings are produced or utilized each day by these subdivisions and may.. These writings may be maintained in several feFrnats, includg.ing but net lingited te-: paper records, computer files, photographs, audio recordings, video recordings, etc. Further complicating the ability to maintain a central index of records, diffei=ent paper filing systems and the various earnputer pregrams used by eeeh subdivision. rse, many subdivisions of the City are physically located at various places throughout.withinthe City. As such, it is unduly burdensome, if not impossible, and would detract from the purpose of providing essential services to the citizens of Kent, to maintain previde—a current index of public records. 11 1 1111 Chapter 1.05 KCC—Pub/ic Records J �W Lai Sec. 1.05.030959. Index of public records not maintained. A. In genera/. The Public Records Act requires all ces and public agencies te-maintain and make available a current index of certain public records. However, the Public Records Act also provides that if maintaining such an index would be unduly burdensome, or would interfere with governmentNagefey operation, a city need not maintain such an index but it must issue and publish a formal order specifying the reasons why and the extent to which compliance would be unduly burdensome. B. Findings. The City of Kent is comprised of numerous departments and offices, and each department or office consists of multiple subdivisions. Each individual subdivision performs a unique public service,. Eaeh subdivision may also -utilize and produce multiple varieus forms of "writings" as that term is defined in the Public Records Act, and may maintain and organize these writings in several formats and in varying filing systems. Tthousands of writings are produced or utilized each day by these subdivisions and may.. These writings may be maintained in several feFrnats, includg.ing but net lingited te-: paper records, computer files, photographs, audio recordings, video recordings, etc. Further complicating the ability to maintain a central index of records, diffei=ent paper filing systems and the various earnputer pregrams used by eeeh subdivision. rse, many subdivisions of the City are physically located at various places throughout.withinthe City. As such, it is unduly burdensome, if not impossible, and would detract from the purpose of providing essential services to the citizens of Kent, to maintain previde—a current index of public records. 11 1 1111 Chapter 1.05 KCC—Pub/ic Records forth in subsection B of this section, the City Council declares that it is unduly burdensome to maintain a central index of the records required by RCW 42.56.070 and, as allowed by that statute, formally orders that such an index not be maintained, so long as all I P1 Liv , : Will V- - €erfor City use are available for review and copying in conformity with EMMMI IBJ7_��l:i9l'■'�'1'I��JLiJ'�►!l �:�iu�i��Fi!�-��s�i�Oli!N��:�!i�►i.�■:��■■�,..�•�s�iy_�uu►.��::��.u■•�•w��■�.i.�.�� MWIMAVINLUM EMMMI IBJ7_��l:i9l'■'�'1'I��JLiJ'�►!l �:�iu�i��Fi!�-��s�i�Oli!N��:�!i�►i.�■:��■■�,..�•�s�iy_�uu►.��::��.u■•�•w��■�.i.�.�� -INA 11190 LW & I ll W- KOLIIIIIMINEEKEL-- NITIM& MWI hat the following informatienm IJ Chapter 1.05 KCC—Pub//c Records IBJ7_��l:i9l'■'�'1'I��JLiJ'�►!l �:�iu�i��Fi!�-��s�i�Oli!N��:�!i�►i.�■:��■■�,..�•�s�iy_�uu►.��::��.u■•�•w��■�.i.�.�� IJ Chapter 1.05 KCC—Pub//c Records IBJ7_��l:i9l'■'�'1'I��JLiJ'�►!l �!�!11�9�L�L�1■19L11.�LKGLL�a'�LOl�I�<9�[!l��l[Slt•�•tlLrlKl1 IJ Chapter 1.05 KCC—Pub//c Records hat the following informatienm eentains in The date the of request, 26 The the name ef requester; 32 The fu" the address of requeste,r, so A deseriptien the cemplete of requested , 6.. The tit'e date the if and of requested ! / Whether the intends te the te requester review recerds er ebtain a. IJ Chapter 1.05 KCC—Pub//c Records 7 Chapter 1.05 KCC—Pub/ic Records P9 . I mmm all, mm� Ank IF IN IIIMWWAKwft�OLUR PolImm, all, mai III P 0 will mun�w�Rw�NBI IN Pit Ali m IF BE m m�� Pit �m 0% BE LWLW Pit Ash . - - - - - Pat:.im, IN 7 Chapter 1.05 KCC—Pub/ic Records P9 . I mmm all, mm� IF link 0 will mun�w�Rw�NBI IN 111 11111 111 IF 0 -: - - - Ash • - - - Pat:.im, - -- IF IF IN IF will III III OKISmAMago 11% All jok 2pM JArAAVARR1W==vwmvm=6 ".AI A111, a IN WWMLMUILW AIMILIMI it Pmm� Pit m1RI WmM!1111= 0 Pont Pa r c lt� r m ®R NINE f C!1111C ANN BE BE Ito IF LR�WLI! MEN Will ral wi�wR�IRTA� Pot Ali M�j 7 Chapter 1.05 KCC—Pub/ic Records link l Pat Ash IF IF IN IF will III III OKISmAMago 11% All jok 2pM JArAAVARR1W==vwmvm=6 ".AI A111, a IN WWMLMUILW AIMILIMI it Pmm� Pit m1RI WmM!1111= 0 Pont Pa r c lt� r m ®R NINE f C!1111C ANN BE BE Ito IF LR�WLI! 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''I I EL�OLMMM 10 1111 111 IN lilt 0 WIN II WA 11, lion M sm 1111111111 MEN miiiiiiiiiiikmm 13 Chapter I.05 KCC—Pub/ic Records IN 11 1 111 Ills MAK III Ar I Ilik wilm§MWA�mm IN a IN M4 Ills III dill, IN Will M�m m IN IN IF 9" Ilik AL Amkmmw�MMPISO�. -IM .. . II WA 13 Chapter I.05 KCC—Pub/ic Records Ills Ilik IN a IN IN Will Ilik AL 1111111111 MEN miiiiiiiiiiikmm W 0 11 0�11 II knoiill 11 Id MOM 1111 It IIII M�m ilir wimmaEffol�K�MRWI 1111 111 1 111111111 IMAM 1 1 IN= IlI VNI III 11110 IN 11 1 %WOMEN W 0 IN It MTV= IIIIIIA 13 Chapter I.05 KCC—Pub/ic Records SECTION 2. - Severability. If any one or more sections, subsections, or sentences of this ordinance are held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of this ordinance and the same shall remain in full force and effect. SECTION 3. -Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section/subsection numbering. SECTION 4. -Effective Date. This ordinance shall take effect and be in force thirty (30) days from and after its passage as provided by law. ATTEST: NALD MARE, CLE ETi"E "OOKE, MAYOR 14 Chapter 1,05 KCC—Pub/ic Records 1IL Awl I I IN W WEI IF M�W SECTION 2. - Severability. If any one or more sections, subsections, or sentences of this ordinance are held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of this ordinance and the same shall remain in full force and effect. SECTION 3. -Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section/subsection numbering. SECTION 4. -Effective Date. This ordinance shall take effect and be in force thirty (30) days from and after its passage as provided by law. ATTEST: NALD MARE, CLE ETi"E "OOKE, MAYOR 14 Chapter 1,05 KCC—Pub/ic Records APPROVED AS TO FORM o d. 2015. APPROVED: day of rI'' , 2015. PUBLISHED: day of , 2015. passed by the City Council of the City of Kent, Washington, and approved by the Mayor of the City of Kent as hereon indicated. P:\Civl!\Ordinance\PublicRecordsRevision-Ch1-OS-ConvertToPolicy.doc 15 EAL) Chapter 1.05 KCC—Public Records