Grand Mesa Metropolitan District II
Public Records Policy (CORA)

1. Purpose. This policy describes how Grand Mesa Metropolitan District II (“District”) responds to requests for public records in accordance with the Colorado Open Records Act (“CORA”), §§ 24-72-201 through 205, C.R.S. The District seeks to provide reasonable access to public records while protecting records and ensuring efficient use of staff resources.

2. Public Records. Public records are writings made, maintained, or kept by the District for use in the exercise of official functions or involving the receipt or expenditure of public funds. The District is not required to create records that do not exist or to answer questions or prepare summaries in response to a request. Records that are confidential, privileged, or otherwise exempt under § 24-72-204, C.R.S., may be withheld.

3. Submitting a Request. All CORA requests must be submitted in writing to the District’s Custodian of Records. Requests may be submitted by email, mail, or hand delivery to:

Email: grandmesametro@aol.com
Office: 48338 Powderhorn Road
Mesa, CO 81643

Requests should be as specific as possible, including relevant dates, subject matter, and types of records. Broad or unclear requests may require clarification and may result in delays or increased costs.

4. Response Time. The District will respond to requests in accordance with CORA. These time periods for responding to requests shall not apply to: (i) requests that do not comply with the procedures set forth in this policy; (ii) requests that are broad or burdensome such that they interfere with regular work duties; or (iii) requests if the requestor has failed to pay the appropriate charges.

A. Simple Requests. For simple Requests, the normal time for either providing the requested record or making records available for inspection shall be three (3) working days, beginning on the first business day after the request is received by GMMD. For complex requests, GMMD will notify the requestor of the estimated fee, and, if necessary, arrange payment of a deposit. The time for responding to the request will be paused until the requestor responds in writing accepting the charges or arranges payment of the advance deposit.

B. Extenuating Circumstances. If extenuating circumstances exist, the District may extend the response period by up to seven (7) additional working days as permitted by § 24-72-203(3)(b), C.R.S. Extenuating circumstances include, but are not limited to:

• The need to search for records in multiple locations or systems;
• The volume of records requested;
• The need to consult with legal counsel or review records for potential exemptions; or
• Interference with the district’s regular duties.

5. Fees. Standard fees for records requests include copy charges, research and retrieval time, and actual costs associated with fulfilling the request. charges for actual copying costs can be assessed (e.g., paper copies, thumb drives, discs). The District may treat multiple requests from the same requester on related topics as a single request for purposes of calculating fees.

A. Copying and Transmission Costs. The normal cost for requested documents shall be $0.25 per page or, for documents in non-standard formats, the actual duplication costs. Requestor shall not be charged a per page fee for records given in a digital or electronic format. Unless waived by the Custodian, the requestor will be charged the cost of transmitting the records to the requestor by United States mail or other delivery service.

B. Research and Retrieval Fees. The District does not charge for the first hour of research and retrieval time. After the first hour, the District charges the hourly rate permitted by law (currently $41.37 per hour, as adjusted under § 24-72-205(6)(b), C.R.S.). Research and retrieval time includes locating, gathering, reviewing, and organizing records, including electronic searches and coordination with consultants or IT support.

6. Payment. Payment must be made before records are released or made available for inspection, unless other arrangements are approved. Payment may be made by approved methods, and any processing fees may be passed on to the requester.

7. Inspection of Records. Original records must be reviewed at the District’s office and may not be removed. The Records Custodian or designee will retrieve and re-file all records, and any copying will be handled by District staff. Inspections must be scheduled in advance and will take place during normal business hours under conditions set by the District to protect the records and avoid disruption to operations.

8. Format of Records. Responses will be provided in the format in which the documents are maintained whenever legally, technologically, or practically feasible. For example, GMMD will provide responsive records in an electronic format if the records are maintained in an electronic format. If a requested format is not available, the District will provide the records in an alternative format or arrange for inspection.

9. Data Compilation. The District is not required to create new records or manipulate data. If the District agrees to compile or manipulate data, the requester will be charged the actual cost of that work.

10. Availability of Records. Records that are publicly available on the District’s website may be accessed directly. The District may direct requesters to those records rather than reproducing them.

11. General Provisions. Requests will be processed based on staff availability and will not take precedence over essential District operations. This policy is adopted and published in accordance with § 24-72-205(6)(a), C.R.S.