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34 RESOLUTION NO. 2024-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CULVER CITY, CALIFORNIA, AMENDING CITY
COUNCIL POLICY STATEMENT 2401 (PUBLIC
RECORDS REQUESTS).
WHEREAS, City Council policies are developed for the purpose of establishing standard practices and procedures for the City Council, City commissions, boards, and committees, and City staff to follow; and
WHEREAS, these policies are updated from time to time to ensu re that they are legally compliant and reflect curre nt City practices ; however, it has been many years since there has been a comprehensive review of all City Council policies; and WHEREAS, an Ad Hoc City Council Policies Subcommittee ( “Subcommittee”) was created for th e purpose of working with staff to conduct a comprehensive review of existing City Council policies and make recommendations to City Council as appropriate (“Project”); and
WHEREAS, City Council Policy 2401 (Public Records Requests) pertains to the processing of requests for public records pursuant to the Public Records Act; WHEREAS, Policy 2401 was adopted in 1996 and is need of updating due to, among other things, the City ’s implementation of an online, web -based public records request system known as NextRequest; and
WHEREAS, it is the recommendation of City staff, with the concurrence of the Subcommittee , that Policy 2401 be amended as reflected in Exhibit A of this Resolution.
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34 NOW, THEREFORE , the City Council of the City of Culver City , California, DOES RESOLVE as follows:
1. The City Council hereby adopts an amended City Council Policy No. 2401 entitled “Public Records Requests,” which Poli cy is att ached hereto as Exhibit “ A” to this Resolution and will replace the exist ing Council Policy Statement 2401. The amended Policy, as set forth in Exhibit A, shall supersede all other p reviously adopted policies regarding the subject matter therein, as reflected in the amended Policy.
2. The City Manager is hereby authorized to format th e attached City Council Policy in a format consistent with other City Cou ncil adopted policies and shall include the final version of this adopted Policy with other adopted policies.
3. The City Manager shall distribute the attached City Council Polic y to interested parties, including City Staff.
APPROVED and ADOPTED this day of 2024.
YASMINE IMANI MCMORRIN, Mayor
City of Culver City, California
ATTEST: APPROVED AS TO FORM:
JEREMY BOCCHINO, City Clerk HEATHER BAKER, City Attorney
EXHIBIT A
TO RESOLUTION NO. 2024-R___
*This Policy supersedes Policy No. 2401 issued on April 8, 1996 by Resolution No. 96-R034.
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject: Public Services
Specific Subject: Public Records Requests
Policy Number: 2401*
Date Issued: Feb. 12, 2024
Effective Date: Feb. 12, 2024
Resolution No. 2024-R_____
PURPOSE:
The Public Records Act (PRA) provides members of the public access to public records, as defined in this Policy, unless such records are exempt from disclosure by law. The purpose of this Policy is to establish a procedure to respond to PRA requests.
STATEMENT:
The City of Culver City is committed to providing all legally required access to the records of the City in compliance with the requirements of the PRA, as set forth in Government Code Sections 7920.000 through 7930.215, which can be viewed at https://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?toc Code=GOV&division=10.&title=1.&part=&chapter=&article=, or by contacting the City Clerk’s Office at [email protected] or 310-253-5851.
PROCEDURES:
Public Records
The PRA defines “public record s” as “any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” In ot her words, public records are those records maintained in the course of City business. Public records do not include records or information that may be in the possession of the City that do not pertain to City business. Public records also include text messages and emails from personal email accounts relating to City business.
EXHIBIT A
TO RESOLUTION NO. 2024-R___
*This Policy supersedes Policy No. 2401 issued on April 8, 1996 by Resolution No. 96-R034.
NextRequest
The PRA does not require any particular method or means for a member of the public to submit a request for public records (i.e., in writing, in person or by phone). However, in order to ensure the City clearly understands the request and to assist with the efficient processing of the request, the City strongly recommends and encourages members of the public to submit their PRA requests through the City’s online, web -based public records request system, known as NextRequest, which can be accessed at the following link:
https://culvercity.nextrequest.com/.
Typically, requests submitted through another method or means will be input into NextRequest by the City Clerk or the department in which the request was received. Requests submitted outside of the NextRequest system should be submitted on the Public Records Act Request Form attached to this Policy.
Exemptions
Certain records may be exempt from disclosure under the PRA including, but not limited to, preliminary notes and drafts; certain personnel records; certain law enforcement records; certain financial records; attorney-client communications and attorney work product; proprietary information; medical information; and records related to a third party’s private or confidential information. A determination of which records may be subject to an exemption shall be made in consultation with the City Attorney.
City’s Response to Requests
In general, the City will provide a written response to a public records request within 10 calendar days following receipt of the request. If the request is submitted outside of City business hours, the date of receipt shall be the following business day. If the 10th calendar day for response falls on a weekend or City holiday, the next business day is considered the deadline f or providing the requestor with a written response. Depending on the circumstances, responsive records may accompany the City’s written response or may be provided within a reasonable period of time after the written response.
Under certain circumstances, the City may extend the response period for up to an additional 14 calendar days, in accordance with the PRA.
EXHIBIT A
TO RESOLUTION NO. 2024-R___
*This Policy supersedes Policy No. 2401 issued on April 8, 1996 by Resolution No. 96-R034.
City of Culver City
Public Records Act Request Form
Please consider submitting this request using the online portal, Next Request, by visiting the link below:
https://culvercity.nextrequest.com/
Unless otherwise specified, all correspondence pertaining to your records request will be provided via NextRequest.
Name:
Organization (if applicable):
Mailing Address:
Street City State Zip Code
Telephone: Fax:
Email Address:
Time frame for requested records: From: To:
Description of requested records (where applicable, include a contract or RFP number, APN, and/or property address):
Preferred delivery method of requested documents (choose one):
□ Paper Copy (US Mail) □ Paper Copy (via pick-up)
□ Electronic Copy (via fax) □ Electronic Copy (via NextRequest)
While we encourage requesters to use the online portal, you may also submit your Public Records Act requests using the following methods:
• Via US Mail: Mail completed form to City Clerk, 9770 Culver Blvd. Culver City, CA 90232
• Via Fax: Fax completed form to (310) 253-5830.
• Via Email: Email completed form to [email protected]. • In Person: Submit completed form to City Clerk front counter staff.
City Clerk Use Only
EXHIBIT A
TO RESOLUTION NO. 2024-R___
*This Policy supersedes Policy No. 2401 issued on April 8, 1996 by Resolution No. 96-R034.
Note: The California Public Records Act Government Code §7920.000-7931.000 (the “Act”) applies to writings in City files “containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” The City will provide those documents to you unless they are exempt from disclosure under the Public Records Act or other legal reason prevents the documents from being disclosed to the public.
The City will respond to your request in 10 days. In unusual circumstances, the Act allows the City to take up to 14 additional calendar days to provide a response. If the agency intends to use this additional time to respond, the agency must provide written notification to the requester that the additional time is required, the reason for the delay, and the date on which a response will be provided.
Electronic copies of documents are provided free of charge. Fees for paper copies are currently 15-cents per page, unless the requested document has an established statutory fee. The cost of CDs and audio tapes will vary depending on the specific request.
All payments are due at the time record reproduction is provided.
Questions: Please visit Culver City's Public Records Request Portal to check the status of your request or contact the City Clerk’s Office by phone or email.
Phone: (310) 253-5851
Email: [email protected]
Culver City Public Records Request Portal: https://culvercity.nextrequest.com/