HomeMy WebLinkAbout101-PRA Handbook Staff Report.pdf
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SARATOGA CITY COUNCIL
MEETING DATE: June 17, 2009 AGENDA ITEM:
DEPARTMENT: City Manager /City Attorney CITY MANAGER: Dave Anderson
PREPARED BY: Richard Taylor DIRECTOR: Dave Anderson
SUBJECT: Public Records Act Handbook
RECOMMENDED ACTION: Review and accept the City of Saratoga Public Records Act Handbook.
REPORT SUMMARY:
City staff have been receiving an increasing number of requests for City documents under the
State’s Public Records Act. To assist staff in responding and to help Council members, Commissioners,
and staff understand the City’s obligations under the Public Records Act the City Manager’s Office and the
City Attorney’s Office have prepared the attached Public Records Act Handbook.
The handbook provides a general overview of the Public Records Act an introduction to some of
the general policy questions that arise regarding the disclosure of public records and information contained
in those records. The organization of this Handbook reflects its intended use as a practical guide for
Saratoga staff, Council members, and Commissioners. Parts I and II of the Handbook provide a brief
overview of the purposes of the Act, of the definition of a public record subject to the Act, and of records
that are exempt from disclosure. Parts III and IV then provide a detailed guide to the process by which the
City responds to a Public Records Act request, locates the requested records and provides those records to
the requester. In addition, the Handbook contains six attachments:
1. A step-by-step reference for processing a Public Records Act Request;
2. A list of frequently asked questions about the Public Records Act;
3. A form for processing a Public Records Act request;
4. A form for providing an initial response to a Public Records Act request;
5. A form for providing a “streamlined” response to a Public Records Act request; and
6. A form for transmitting records in response to a Public Records Act request.
Of course the handbook is also not a substitute for the law itself and does not impose any additional
obligations or duties on the City or on City officials.
FISCAL IMPACTS: None. The handbook describes tools for complying with existing laws and does not
impose any additional requirements on the City.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City will not have a Public Records Act Handbook.
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ALTERNATIVE ACTION:
Direct staff to make revisions in the Handbook.
FOLLOW UP ACTION:
The City Manager’s office will distribute the Handbook to appropriate City personnel and the City
Attorney’s office will use the Handbook in training City staff.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Notice for this meeting.
ATTACHMENTS:
City of Saratoga Public Records Act Handbook (May 2009)