§ 150.110. Custodian Designated — Response To Request For Access To Records., Article I. In General, Chapter 150. Open Meetings and Records, Government Code, Code of Ordinances, Frontenac

The City Clerk shall be the custodian of records and will be responsible for maintenance and control of all records. The City Administrator may designate deputy custodians in operating departments of the City and such other departments or offices as the City Administrator may determine. Deputy custodians shall conduct matters relating to public records and meetings in accord with the policies enumerated herein.

Except as otherwise provided by law, the City shall provide access to and, upon request, furnish copies of the City's public records subject to the provisions of the Code of Ordinances relating to copying fees. No person shall remove original public records from the City Hall or from the office of the custodian of records without written permission of the custodian. No public governmental body shall grant to any person or entity, whether by contract, license or otherwise, the exclusive right to access and disseminate any public record unless the granting of such right is necessary to facilitate coordination with, or uniformity among, industry regulators having similar authority.

The custodian of records may require persons seeking access to public records to submit such request in writing and/or on a form designated by the custodian for such purpose. Such written request shall be sufficiently particular to reasonably apprize the custodian of the records sought.

Each request for access to a public record shall be acted upon as soon as possible, but in no event later than the end of the third (3rd) business day following the date the request is received by the custodian of records. If records are requested in a certain format, the public body shall provide the records in the requested format, if such format is available. If access to the public record is not granted immediately, the custodian shall give a detailed explanation of the cause for further delay and the place and earliest time and date that the record will be available for inspection. This period for document production may exceed three (3) days for reasonable cause.

If a request for access is denied, the custodian of records shall provide, upon request, a written statement of the grounds for such denial. Such statement shall cite the specific provision of law under which access is denied and shall be furnished to the requester no later than the end of the third (3rd) business day following the date that the request for the statement is received.

Any member of a public governmental body who transmits any message relating to public business by electronic means shall also concurrently transmit that message to either the member's public office computer or the custodian of records in the same format. The provisions of this Subsection shall only apply to messages sent to other members of that body so that, when counting the sender, a majority of the body's members are copied. Any such message received by the custodian or at the member's office computer shall be a public record, subject, however, to the exceptions for closed records as provided by law.