1. The term "public records" shall have the same meaning as set forth in CORA.
2. All requests for public records shall be in writing and shall comply with the requirements of CORA, and any other applicable federal or state laws, rules, or regulations (collectively, “Applicable Law”). The District may from time-to-time establish or modify one or more forms that must be used to request public records. Anyone making a verbal, emailed, or other non-standard form of request for public records will be asked to submit the request in writing on the applicable District form. No action related to the request will be taken until the applicable form has been submitted.
3. The District will comply with the requirements of Applicable Law with respect to whether it must, may, or cannot produce public records, or other documents or information requested, and the fees it charges for producing such public records, or other documents or information.
4. Where the fee for a certified copy or other copy, printout, or photograph of a public record is specifically prescribed by Applicable Law, the specific fee shall be charged. If a fee is not specifically prescribed by Applicable Law, the District will furnish copies, printouts, or photographs of a public record for a fee of $0.25 per standard page. The District shall charge a fee not to exceed the actual cost of providing a copy, photograph, or printout in a form other than a standard page. The District shall charge the actual costs it incurs in having the copies made off-site by an outside copying facility.
5. If, in response to a specific request, the District's custodian of records performs a manipulation of data so as to generate a record in a form not used by the District (including a privilege log), an hourly administrative fee equal to the hourly research and retrieval fee set forth in paragraph 6, below, shall be charged to the person or entity making the request; provided, however, that the fee shall not exceed the actual cost of manipulating the data and generating the record in accordance with the request. An individual or entity making a subsequent request for the same or similar records shall be charged the same fee. Nothing in this paragraph 5 requires the District to perform a manipulation of data or to take any other action to generate a new record or a new portion of an existing record.
6. If the amount of time required by the District to research and retrieve the documents necessary to fulfill a specific request exceeds 1 hour, including the time required to identify and segregate records that must or may not be produced, and to generate a privilege log, if applicable, the person or entity making the request shall be charged a research and retrieval fee of $41.37 per hour, or such maximum hourly research and retrieval fee as may be established by the Colorado Legislative Council from time-to-time. Such fee will include discussing strategy for getting documents collected (including time to agree on search terms and searchable time frame for email searches), redactions, and attorney time to review documents. The District will not impose a charge for the first hour of time expended in connection with the research and retrieval of public records.
7. Upon request for transmission of the public record, the District will transmit the public record by United States mail, other delivery service, facsimile, or electronic mail. If transmitting the public record pursuant to this paragraph, the District may notify the record requester that a copy of the public record is available, but will be sent only when the District receives payment or makes satisfactory arrangements for payment of all costs associated with transmitting the public record and for all other fees lawfully allowed; provided, however, that no transmission fees will be charged for transmitting the public record via electronic mail. If, after the initial deposit is made, the actual cost associated with the request is greater than the initial deposit, the custodian shall collect the actual cost in full from the requestor before producing the public records. If the actual cost is less than the initial deposit, the custodian will refund the balance to the requestor. Persons making a subsequent request for the same public record(s) shall be charged the same fee.
8. The District will destroy any requested public records that have not been picked up within 30 calendar days of the date the public records become available to the requestor. The District shall keep any fees pre-paid by the requestor to compensate the District for the costs it incurred in preparing the requested public records.