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Reso 2013-831 RESOLUTION NO. 2013-831 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA, ESTABLISHING FEES FOR SERVICES RENDERED BY THE OFFICE OF THE DISTRICT CLERK. WHEREAS, the Board of Directors desires to approve a fee schedule and establish the effective date of said fees for services rendered by the District Clerk's Office; WHEREAS, the proposed fees have been considered at a duly noticed public meeting as required by law; and WHEREAS, the Board of Directors hereby finds that said fees, in the amount hereinafter set forth in Exhibit "A", are less than or equal to, but in no event greater than, the actual direct costs and expenses incurred by the District in performing the services connected with such fees in accordance with California Government Code Section 6253(b); and WHEREAS, the Board of Directors further finds and determines that this establishment of fees is exempt from the provisions of the California Environmental Quality Act pursuant to Section 21080 (b)8 of the California Public Resources Code. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Costa Mesa Sanitary District as follows: The fees set forth in the fee schedule attached hereto as Exhibit "A" shall be, and the same are hereby adopted. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting thereof held on the 23rd day of May 2013. Secretary President STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Scott Carroll, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2013-831 , was duly. and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 23rd day of May 2013. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this 2i7.124? day of __2013. Ic Clerko 'the Costa Mesa: anitary District 11 Exhibit A District Clerk's Office Fees for Services and Documents Copies $.10 per page Copies from Document Imaging System $.75 per page Copies from Compact Disc $.75 per page Copy of Agenda Packet on Compact Disc $5.00 per disc FPPC Documents $.10 per page $5.00 per request if report over 5 years old and in storage Certification of Copies $2.50 Retrieval of Records from Off-Site Storage $25.00 per box (Vendor Fee) Audio Recording of Board Meeting $10.00 per recording Notary Services $10.00 per notarization �gP shruziRy O, .t4'f-7 oReoutts, Costa Mesa Sanitary District Administrative Regulations No. 60.00 Date Approved: May 23, 2013 SUBJECT: Public Records Act Request Policy PURPOSE: Establish procedures to facilitate accessibility of information to members of the public I. Purpose The purpose of this policy is to affirm the public's right to access District records and to set forth the procedures that will facilitate accessibility of information to members of the public. II. Policy The public's right to access information concerning the conduct of the people's business is a fundamental and necessary right. A record shall not be withheld from disclosure unless it is exempt under applicable laws, or the public interest served by not making the record public clearly outweighs the public interest served by disclosure of the record. The California Public Records Act permits local agencies to adopt regulations stating the procedures to be followed when making their records available to the public. The Costa Mesa Sanitary District (CMSD) General Manager desires to establish a formal written policy affirming the public's right to access CMSD records and to set forth the procedures by which such records will be made available to the public. The General Manager is mindful of the constitutional right of privacy accorded to individuals and it is the intent of the General Manager to promulgate a policy that strikes an appropriate balance between the objectives of open government and the individual's right of privacy. This policy supplements Chapter 1.07 of the CMSD Operations Code. Ill. Procedures A. Records Available for Inspection and Copying Records available for inspection and copying include any writing containing information relating to the conduct of the public's business that is prepared, owned, used, or retained by the District, regardless of the physical form and characteristics. The records do not have to be written but may be in another format that contains information such as computer tape or disc or video or audio recording. "Writing" includes any handwriting, typewriting, printing, photostatting, photographing, and every other means of recording upon any form of communication or representation such as letters, words, pictures, sounds, or symbols, as well as all papers, maps, magnetic or paper tapes, photographic films and prints, and electronic mail. • B. Locating and Identifying Records Public records are open to inspection at all times during regular District business hours. The District Clerk's Office maintains a centralized record keeping system. The District Public Records Act Request Page 2 of 4 Clerk or his/her representative is responsible for responding to requests for records and coordinating the response, when appropriate. The District Clerk or his/her representative shall also, to the extent reasonably practicable, assist the public in making focused and effective requests for records and information. In order to accomplish this the District Clerk or his/her representative shall: (1) assist the member of the public with identification of records and information that are responsive to the request or the purpose of the request, if known; (2) describe the information technology and physical location in which the records exist; and (3) provide suggestions for overcoming any practical basis for denying the request. C. Making a Request for Records Requests should be made in writing and must contain a reasonable description of the desired records in order to expedite processing of the request. Request can be made using email, via CMSD's website at www.crosdca.gov, or members of the public can download a Public Records Act Request form from CMSD's website and fax said form to (714) 650-2253. D. Form of Records Provided Records shall be made available in their original form or by a true and correct copy. Audio, photographic and computer data, or any other such records, shall be exact replicas unless the District Clerk or his/her representative determines it is impracticable to provide exact replicas. Any reasonably segregable portion of a record shall be provided to the public after deletion of portions that are deemed exempt from disclosure. E. Time for Response Upon receipt of a written or oral request for records, CMSD shall make the records promptly available to the requestor. In cases where the records are not readily identifiable or accessible, or additional time is needed to determine whether the request in whole or in part seeks copies of disclosable records, CMSD will have ten (10) calendar days to provide its determination. The ten (10) day time period shall be calculated from the date the request is received. In unusual circumstances, CMSD may extend its time to respond by an additional fourteen (14) calendar days. Should this occur, CMSD will inform the requestor in writing of the extension within the initial ten (10) day period, setting forth the reasons for the extension, along with the estimated date of CMSD's further response. Unusual circumstances permitting the extension of time are limited to: (1) the need to search for and collect the requested records from facilities separate from the office processing the request; (2) the need to search for, collect, and appropriately examine a voluminous amount of separate and distinct records that have been asked for in a single request; (3) the need for consultation with another department or another agency that has a substantial interest in the response to the request; and/or (4) the need to compile data, to write programming language or a computer program, or to construct a computer report to extract data. If a written request for information is denied in whole or in part, the denial shall be in writing and shall contain the explicit reasons for denial of access. Public Records Act Request Page 3 of 4 F. Fees and Charges In most situations, CMSD will not charge any fees to cover the time and costs incurred in searching for, locating or collecting records. CMSD, however, may charge for the actual costs of duplicating paper copies of records and postage, consistent with the amounts set forth in the adoption of CMSD Resolution No. 2013-831. CMSD may also charge for duplication costs in another medium in accordance with the amounts set forth in the resolution (e.g. copying video or cassette tapes). Requestors of electronic records shall pay for production costs, including the cost to construct the record and the cost of programming and computer services necessary to produce the copy if the request would require the production of a record that is otherwise only produced at regularly scheduled intervals, or the request would require data compilation, extraction, or programming to produce the record. However, CMSD will not charge for access to data that is readily accessible without significant cost to CMSD. Attachment— Public Records Act Request Form Public Records Act Request Page 4 of 4 00 SANI ttti, Don ) 'A o nn�n 8 �b y ir.II$ 9° COSTA MESA SANITARY DISTRICT FAX (949) 650-2253 PUBLIC RECORDS ACT REQUEST FORM DATE: Requestor Address City/State/Zip Telephone Email Please provide a written description of the records you are requesting below. The more specific you are, the easier it will be to determine if such records exist in District files. Use additional sheets if needed.