The City Clerk’s Office manages, maintains and preserves official City documents and records in accordance with Federal and State legal mandates and local policies.

 The Kansas Open Records Act provides that most records maintained by public entities are open for inspection and/or copy by individuals.

 Commonly requested records include ordinances, resolutions, minutes from open meetings, budgets and utility history. Questions regarding open records should be directed to the City Clerk’s Office, 785.654.2414.

Exceptions

The Kansas Open Records Act recognizes that some records contain information that is private in nature. For this reason, the Act lists a number of exceptions for records that are closed, including:

• Personnel records of public employees
• Medical treatment records
• Records protected by attorney-client privilege or rules of evidence
• Records containing personal information compiled for census purposes
• Notes and preliminary drafts
• Criminal investigation records
• Plans, designs, drawings or specifications prepared by a person other than an employee of a public agency or records which are the property of a private person

Fees

The Kansas Open Records Act authorizes public agencies to charge fees for providing access to or furnishing copies of public records. A fee of $0.25 per page will be charged and may be requested in advance.  A fee for staff  time may also be required to make the information available as well as the cost of copying or reproducing the records.

Step 1:

Contact the City Clerk to see whether or not the information you need is available.

 Step 2:

Fill out the Open Records Request form  and return it to City Hall.  Make sure your request is as specific as possible so that it may be filled quickly and completely.

 Step 3:

Most records will be produced within three (3) business days from the time the request is received. If the request must be delayed or denied, you will receive a written explanation for the delay or denial within three business days.

Why Would My Request Be Delayed or Denied?

Although every attempt will be made to provide the information requested, some requests may be delayed or denied if:

• The request is unclear and should be submitted in more detail
• Legal issues must be addressed before the records are released
• The requested records are archived or stored off site
• The volume of records requested is large and will take time to duplicate
• The requested records do not exist
• The requested records are exempt from disclosure by law