Records Request

Copies of Minutes will typically be available three (3) business days after they are approved by the board or commission. Minutes of the previous month will be approved at the following monthly meeting. There is a charge of $0.15 per page unless it is color, then it is $0.50 per page for the cost of copying; payable at time request is made.     

There is no charge assessed to a requester for inspecting a public record. Charges for physical or electronic
copies of records, in accordance with the Office of Open Records Counsel (OORC) schedule of
reasonable charges, are as follows:
(1) Standard 8 ½ x11 or 8 ½ x14 black and white copy - $.15 per page for each produced + applicable
labor charge
(2) Standard 8 ½ x11 or 8 ½ x14 color copy - $.50 per page for each produced + applicable labor charge
(3) Accident reports - $.15 per page for each standard 8 ½ x11 or 8 ½ x14 black and white copy
produced + applicable labor charge
(4) Maps, plats, electronic data, audio discs, video discs, and all other materials shall be duplicated at
actual costs to the city.
(a) Charge for CDs and DVDs will be $ 5.00 + any applicable labor charge
(City will provide the CD/DVD)
(b) Charge for flashdrive will be $ 10.00 + any applicable labor charge
(City will provide the flashdrive)
(c) There is no charge for emailing existing electronic document + any applicable labor
charge
(f)Written decision reports are typically available within five business days after BOZA or Planning Commission meetings. There is a charge of $0.15 per page unless it is color, then it is $0.50 per page, to cover the cost of copying payable at the time request is made.

(g) FOIA records requests results as they may pertain to emails will be delivered in the following ways:

(1) IF RESULTS RETURN 5 EMAIL RECORDS OR LESS:

(A) REQUESTER may elect to have relevant files, along with any attachments printed out and pay any additional costs associated OR

(B) emails will be presented electronically in the universally recognized .pst format. Files presented in this format offer many benefits including; easily searchable, easy printing, files can be arranged by date, time, subject, etc. These files are opened by using Microsoft Outlook. If REQUESTER does not have the Outlook program, you may download the FREE .pst viewer from https://www.nucleustechnologies.com/download-outlook-pst-viewer.php If REQUESTER does not want to use this free program, there are a number of such free programs on the internet that a quick search will return.

(2) IF RESULTS RETURN MORE THAN 5 EMAIL RECORDS:

              (A) Unless requested by REQUESTER, all records will be presented electronically in in the universally recognized .pst format. Files presented in this format offer many benefits including; easily searchable, easy printing, files can be arranged by date, time, subject, etc. These files are opened by using Microsoft Outlook. If REQUESTOR does not have the Outlook program, you may download the FREE .pst viewer from https://www.nucleustechnologies.com/download-outlook-pst-viewer.php If REQUESTER does not want to use this free program, there are a number of such free programs on the internet that a quick search will return.

              (B) REQUESTER may request records, along with any attachments be printed out. Please be aware that depending on the number of records returned, the cost for printing out these records could be substantial and any cost is born solely by the REQUESTER

(3) In either case above, if REQUESTER wants email records and attachments printed out instead of delivered electronically via .pst file, it shall be the responsibility of the PRRC (Public Records Request Coordinator) on file to get those records printed out and delivered in a timely fashion

All requests for official city records available to the public under the Public Records Act must be requested at the Office of the Commissioner of Finance and Revenue/City Recorder, 200 North Castle Heights Avenue, Lebanon, Tennessee, by filing a written request on this form.