1. Requesting parties shall pay a deposit of $25.00 (twenty-five dollars) at the time of submitting their public records request to the District. Any overpayments to the District by the requesting party will be refunded with the District’s next scheduled accounts payable processing after the non-exempt public records are disclosed to the requesting party. Deposit must accompany the Public Records Request Form, which is attached. Mail request form and deposit to: Klamath County School District, Superintendent’s Executive Assistant/Board Secretary, 2845 Greensprings Drive, Klamath Falls OR 97601.
2. Pursuant to ORS 192.324, the District shall provide the requesting party with an estimate, in writing, if the public records request is expected to exceed the $25.00 deposit. After receiving the estimate, requesting party shall notify the District whether it wants the District to proceed with making the public records available. After providing a written estimate of the fees the requesting party must pay as a condition of receiving the records, the District may require written confirmation that the requesting party wants the District to proceed with making the public record available.
3. The District requires that the requesting party make payment to the District for the balance of the reasonable costs over and above the $25.00 deposit, prior to the release of any public records. (i.e., Public records will be made available to the requesting party only upon payment in full to the District, and prior to release/disclosure of the records.) These reasonable costs shall include, but are not limited to: actual personnel costs; reproduction costs; delivery expenses; preparation and release of a condensed version of significant facts that are not otherwise exempt from disclosure (ORS 192.355(9)(b)) for public records created on or after June 20, 2007), and allowable attorneys’ fees, if any (ORS 192.324(4)(b) for reviewing, redacting or segregating the public records into exempt and nonexempt records.
4. Requesting party shall be charged for the actual cost of staff time, including fringe benefits, plus copying/delivery charges (see attached Fee Schedule). Personnel costs shall be computed on the basis of quarter hours, rounded up, for time expended by District staff and/or the District’s attorney(s).
5. The District may charge for search time even if the Custodian of the record fails to locate any records in response to the request, or even if the records located are subsequently determined to be exempt from disclosure. When the amount of staff time used exceeds the amount of the $25.00 deposit, the requesting party shall be contacted to submit an additional $25 deposit to continue search for records.
6. The fee may be waived or reduced if the furnishing of the copies is determined by the District to be in the public’s best interest as set forth in ORS 192.324(5).
7. Please refer to KBA-AR. The District shall, as soon as practicable and without unreasonable delay, acknowledge a public records request and complete the response to the request. The District shall make every attempt to respond to the request within time allowed by board policy, requests shall not affect the operations of the District nor interfere with the regular discharge of the Custodian’s duties.
Public Records Request Fee Schedule
Type of Fee |
Fee or Formula |
Copies |
- $0.25 per page
- Oversized documents (greater than 11x17, as charged by vendor)
|
*Research and reproduction |
- Salary plus fringe of minimum staff required, converted to hourly rate, per hour.
- Full cost of District's legal counsel review, if required.
|
Reports |
|
Bid plans and specifications |
- Per copy printing cost (as charged by vendor)
|
Audit |
|
Budget |
|
Maps |
- Per copy printing cost (as charged by vendor)
|
List and labels |
- Research formula, if no research, copy charge
|
Computer program work |
- Research formula with one hour minimum.
|
Photos - Black and White |
- Research formula plus cost of supply or vendor cost.
|
Postage |
- Actual + cost of envelope
|
Certifying copy of public records |
|
Flash Drives |
- $8.00 per drive, plus staff time, with $15.00 minimum plus postage if mailed.
|
*As used in this order, “research” includes the staff time required to locate, summarize, compile, or tailor a record and staff standby time incurred while a requestor is inspecting the record(s). “Reproduction” includes