Public Records Request Guidelines

The General Services/City Clerk Department is responsible for maintaining all official City records in compliance with State, Federal, and Local regulations.

By definition, a public record is any record retained by a government body as further defined by statute and open to inspection. To obtain a public record that the City has on file, complete our Public Records Request Form and return it to the General Services/City Clerk Department.

  • The City will respond to requests for public records in accordance with the terms of the California Public Records Act as the Act now exists or may hereafter be amended, and nothing in this Policy is intended nor shall it be construed to conflict with the terms of the Public Records Act.

  • Information is available in City offices during regular business hours - Monday through Thursday, 7:30 AM to 5:30 PM and on alternate Friday’s from 8:00 AM to 5:00 PM. Many frequently requested documents are also available for viewing/printing via the City’s web site, including City Council Agendas and staff reports, City Council Minutes, Commission and Committee Agendas, Municipal/Development Code, City Standards, the City Budget, and the City’s General Plan.

  • Requests must be for records in the possession of the City of Yucaipa. Requests must be focused and specific and must reasonably describe identifiable records. Requests not meeting this criterion may be returned for further clarification.

  • If your request is to review records, rather than receive copies, an appointment will be arranged for you once the records are gathered. Original City records must remain in the custody of the City in order to protect their integrity and ensure accessibility.

  • Government Code §6250 et seq. provides that any person may receive a copy of an identifiable public record, (with some exceptions) unless impractical to do so. The City will determine, within 10 days of receipt of a request, whether it can comply with the request and will immediately notify you of the determination and the estimated cost for the records requested. The City will produce any existing documents responsive to your request that are not designated as privileged documents by Government Code §6254 or otherwise exempt from production. You will be contacted at the phone number or address indicated on this form once the information requested is available.

  • Pursuant to the Public Records Act, “Except with respect to public records exempt from disclosure by express provisions of law, each state or local agency, upon a request for a copy of records that reasonably describes an identifiable record or records, shall make the records promptly available to any person upon payment of fees covering direct costs of duplication, or a statutory fee if applicable. Upon request, an exact copy shall be provided unless impracticable to do so.” The following fees for copies are in accordance with City of Yucaipa Resolution No. 93-37, adopted July 12, 1993:
  General Copying:
  (a) 8.5 inches x 11 inches
$.25/sheet
  (b) 8.5 inches x 14 inches
$.30/sheet
  (c) 8.5 inches x 17 inches
$.35/sheet
 

 

Facsimile:
  (a) 1 - 3 pages
$3.75/page
  (b) 4 - 10 pages
$3.00/page
  (c) Over 10 pages
$2.50/page
 

 

*Audio Tapes (micro-cassette type):
  (a) If a tape is provided
$8.00/each
  (b) If no tape is provided
$10.00/each
 

 

Certification:

 

$1.00/document
 

 

Initial Deposit:

 

100% of Actual Cost

 

 

Document Research and Handling:

Records that are exempt under the Public Records Act, such as investigative records and litigation-related records, may require a document research and handling fee:
  (a) Minimum
$10.00
  (b) Over one-half hour
$5/15 min.
 

 

Other copy fees are as follows:

FPPC Filings:

Pursuant to the Political Reform Act §81008

 

 

 

$.10/sheet

The City reserves the right to hire an appropriate outside photocopy business to copy the requested materials for large copy projects or for oversized documents. Charges will be billed at actual cost and the City reserves the right to demand a deposit prior to ordering copies.

For additional information, please contact the General Services/City Clerk Department at 909/797-2489, ext. 230 or 221.

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