Purpose: To develop a uniform policy regarding supplying the general public with copies of public records.
“Public Records” shall include written, typed or printed books, papers, letters, resolutions, reports, records, pleadings, exhibits, documents and maps made or received by BJCTA officials, employees, committees or board members in the normal course of conducting business on behalf of the BJCTA.
“Confidential Documents” shall include records, papers, letters and other written documents concerning the good name and character of individuals; internal personnel matters; W-2 forms; matters of a personal nature where disclosure would constitute a clearly unwarranted invasion of privacy; trade secrets, commercial and financial information obtained in confidence and/or which is privileged or which, if revealed would interfere with the efficient operations of the BJCTA; investigatory records of law enforcement agencies which, if revealed, could be life threatening, harmful to the public, or prevent the accused from receiving a fair trial; and also, “work product” generated by the BJCTA Attorney, any Assistant Attorney, or any other lawyers retained to work on behalf of the BJCTA.
1. Members of the public may, either orally or in writing, set up an appointment to view “public records” during normal BJCTA business hours, but under no circumstances shall “public records” be removed from the custody of the custodian of the records in question.
2. Requests for copies of BJCTA “public records” must be in writing and shall describe with some degree of certainty the documents requested.
3. Copies of “public records” which are maintained in the normal course of BJCTA business and which involve no research or extra labor time on the part of the BJCTA shall be 50 cents ($0.50) per one-sided document (page) for duplicated copies of not more than 8 inches by 14 inches. For two-sided documents (pages) of up to 8 inches by 14 inches, the charge to duplicate both sides shall be 75 cents ($0.75). All paper copies will be produced in black and white only. Color copies will not be produced. For documents produced in electronic format there will be a charge of $8.00 per media unit (CD, Flash Drive and E-mail, etc.) plus a charge of 10 cents ($0.10) per document (page) provided in the media unit. An additional reasonable charge may be assessed for copies of transit maps or where otherwise posted.
4. Copies of “public records” which are not easily retrievable because the documents are not regularly maintained in the normal course of business and therefore require research and extra time of BJCTA employees to compile shall be charged at the rates listed above along with an additional administrative research surcharge.
5. Certified copies of “public records” shall be available at the additional rate of $5.00 per certified copy.
6. If a request for “public records” necessitates the use of BJCTA computer time, a reasonable charge shall be assessed by the BJCTA Administrative Offices.
7. The BJCTA will make a reasonable attempt to promptly respond to lawful copying and/or research requests of “public records” within one week of receipt. Requests for “confidential documents” shall be denied in writing by the BJCTA within 10 days. Time extensions are authorized where necessary.
8. No documents shall be released until the BJCTA has received payment for the “public record” and/or research services requested.
9. Requests for “public records” which are unduly burdensome, time-consuming, and those which are intended to harass the BJCTA, or any BJCTA employee, shall be subject to limitation by the BJCTA, time extensions, and/or denial of the documents.
10. The Public Records Law does not authorize a citizen to shift to the custodian of public documents the tasks of inspecting them and identifying the ones to be copied or the expense of copying those and does not require the custodian to undertake the burden and expense of mailing or otherwise delivering the copies. The burden and expense of copying the writings and taking the copies must be borne by the citizen or his or her agent as provided by law.
11. Creation of documents or reports upon request is not the responsibility of BJCTA personnel nor is it required that they provide more than what is present in existing documents or information systems.