REPORT TO THE CITY COUNCIL
October 23, 2014
FROM: Councilmember Oliver L. Baines III
Acting President, Council District 3
BY: Gregory A. Barfield
Chief of Staff, Office of Councilmember Oliver Baines
SUBJECT
Title
*** RESOLUTION - Establishing the Council Public Records Act Policy
Body
RECOMMENDATION
It is recommended that the Council adopt the Resolution Establishing the Council Public Records Act Policy.
EXECUTIVE SUMMARY
The attached Resolution will make Administrative Order (AO) 8-4, Public Records Act Policy and Procedure, applicable to all City Departments and Officials. The AO is intended to streamline and standardize the process of responding to the many Public Records Act requests the City regularly receives.
BACKGROUND
The City receives numerous requests for documents under the California Public Records Act ("PRA"). Each request requires a written response within ten days of receipt. Often the documents requested are voluminous, and may contain privileged information. The attached resolution and Administrative Order attempt to streamline and standardize the process of responding to such requests.
Under the Administrative Order, each department shall designate a representative, known as a PRA Coordinator that will be responsible for coordinating and responding to requests for records that overlap different divisions within the Department. The City Attorney's Office will designate a staff member to serve as the Central Coordinator, who will keep a log of all PRA requests, coordinate responses, and maintain control copies of documents provided in response to the request. The Departments where records are located are responsible for compiling records and forwarding them to the Central Coordinator.
The Administrative Order does not apply to routine requests for Police and Fire Department Records, which will continue to be handled internally by those Departments. The Administrative Order was heard by the Labor Management Task Force on September 16, 2014, and signed into effect by the City Manager. The attached Resolution will make the Administrative Order applicable to all City Departments and officials.
ENVIRONMENTAL FINDINGS
This is not a project for CEQA purposes.
LOCAL PREFERENCE
Not applicable because this is not a contract for goods or services.
FISCAL IMPACT
Approval of the attached Resolution will have no impact on the General Fund.
Attachments: Resolution
Administrative Order