DATE: September 30, 2014
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristen Corn, Staff Attorney
Lanaii Benne, Assistant City Recorder
SUBJECT:
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Consideration of Proposed Ordinance 2014-33, an Ordinance To Rescind Ordinance 2008-56 and To Adopt A Revised Policy For Records Requests. (10/28/14 BOMA) SECOND AND FINAL READING
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Tennessee Open Records Law, specifically the permitting of inspection and copying of public records of the City for Tennessee citizens.
Background
In October of 2008, the Board of Mayor and Aldermen approved Ordinance 2008-56 which authorized City departments to charge fees for photocopies, reproduction of maps, ordinances and other public documents. The State of Tennessee Office of Open Records Counsel has since established a Schedule of Reasonable Charges for copies of public records. It is staff's recommendation to rescind the previous policy and adopt a schedule of fees which more adequately convey the actual cost to the City.
The City is also providing clear direction that documents cannot be scanned through personal devices (including cell phones, tablets, etc.). The policy further provides that documents may not be taken from City property by the requester for duplication. Direction is provided in the policy that allows the City to charge for time in assembling materials. For a single request, no charge is assigned for the first hour of work in assembling documents. The new policy provides for a mechanism to charge for this time for a requestor who makes multiple request (more than 4) in the same calendar month. Other changes reflect minor modifications to the policy.
Financial Impact
There is no significant financial impact of this Ordinance change.
Recommendation
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Staff recommends approval of Ordinance 2014-33.