06-95 143.11 Set Fee for copying documents

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PLACED ON 1st Reading ~ Referred to the RULES ~ OPJ)INANCES Committee 2/21/95. PLACED ON 2nd Reading and Referred Back to Rules & Ordinances Committee 5/20/95. Amended at table on 4/5/95. ORDINANCE NO. 6-9S By: Boscia, Flannery, George, Gibbons, Roth, Seelie, Smith AN EMERGENCY ORDINANCE creating new section 143.11 of the Administrative Code authorizing a charge and setting the fee for the copying of documents requested by the public, and amending sections 109.03 and 135.06. WHEREAS, Ohio Revised Code section 149.43 requires the City to provide copies of certain documents requested by the public and authorizes a reasonable charge for the cost of copying; and WHEREAS, actual costs, excluding labor costs of City employees, associated with the duplication of documents for the public is reasonably calculated to be twenty-five cents ($0.25) per letter-size page and legal-size page; and WHEREAS, duplication of 1.arge quantities of documents or larger or oddly shaped documents may often be accomplished more efficiently and economically for the public by private,vendors; and WHEREAS, use of private vendors to duplicate public records for the public .will require appropriate security measures to maintain the integrity of records and record systems; and WHEREAS, this ordinance constitutes an emergency measure providing for the usual daily operation of municipal departments for the reason that establishing a uniform fee for responding to requests from the public for copies of public records will facilitate compliance by the City with recent Ohio Supreme Court decisions; now, therefore, BE IT ORDAINED BY THE CITY OF LAKEWOOD, STATE OF OHIO Section 1. That new section 143,11 is hereby established to read as follows: 143.11 PUBLIC RECORDS - FEES FOR DUPLICATION (a) All City officials are hereby authorized to charge up to twenty-five cents ($0.25) per letter-size (8 1/2" X 11") or legal-size (8 1/2" X 14") page for photo-copies, or copi es made from mi crofi lm or mi crofi che, of records provided to the public in response to public records requests. (1) A deposit of the total charges due for copying public records may be required prior to copying; (2) no deposit shall be required prior to copying public records where the total charges are less than ten dollars ($10.00) unless the requestor has failed to pay for copies previously ordered. (b) The charge for duplication of larger or oddly-shaped documents or for duplication processes for which the City does not own the necessary equipment, shall be the actual costs to the City, excluding the labor costs of City employees, as determined by the Finance Director on the advice of the custodian of the records to be duplicated. A deposit of. the total charges due for copying such public records shall be required prior to copying. (c) City officials are hereby authorized to provide, at the election of the requestor, photo-copies or microfilm or microfiche copies of large quantities of documents, or copies of unusually large or oddly shaped documents through a vendor selected by the City, under the following conditions: (1) Charges, billing arrangements, and security for payment shall be the responsibility of and determined by the vendor and the requestor; the City's only responsibility relative to costs of such copying shall be to authorize a vendor to duplicate documents upon delivery of a written receipt from the vendor acknowledging payment or security for such costs, Pg. 1/4