PUBLIC RECORDS REQUESTS
REPORTS – 2022 AND 2023
Presenter: Dina Manis, City Clerk
Date: April 16, 2024
1 2
TRANSPARENCY
COLLABORATION
PARTICIPATION
OPEN GOVERNMENT
PUBLIC RECORDS REQUEST PROCESS
PRR
RECEIVED
1 CLARIFY
AND
ASSIGN
2 GATHER
RECORDS
3 REVIEW
4 UPLOAD
AND
RELEASE
5 3
eDISCOVERY PROCESS
PRR
RECEIVED
CLARIFICATION
AND REQUEST
FOR SEARCH
TERMS
WRITE AND
RUN QUERY
GATHER AND
REVIEW
ASSIGN FOR
DEPARTMENT
REVIEW
CAO REVIEW
OF
EXEMPTIONS
UPLOAD AND
RELEASE
4 2022
REPORT
DATA
5 Departments
(Nature of Request) Fulfilled Unfilled Duplicate Total/Dept City Attorney's Office 1 1
City Clerk 72 50 122
City Manager's Office 1 1
Ciro 1 1
Finance 27 13 1 41
Fire 123 32 5 160
Housing & Comm Services 4 4 8
Human Resources 3 1 4
Information Technology 2 1 1 4
Multiple 224 70 12 306
PED 371 119 12 502
Police 107 30 5 142
Recreation & Parks 1 1
Transp. & Public Works 10 5 15
Water 10 3 13
Grand Total 957 328 36 1321
2023
REPORT
DATA
6 Departments
(Nature of Request) Fulfilled Unfilled Duplicate Total/ Dept.
City Attorney's Office 3 3
City Clerk 16 126 46 189
Code Enforcement 27 2 29
Community Engagement 1 1
Finance 37 3 1 41
Fire 122 37 1 166
Housing & Comm Svs 2 1 3
Human Resources 4 1 5
Multiple 218 48 3 275
PED 251 145 1 412
Police 121 35 157
Transp & Public Works 20 4 24
Water 5 6 11
Grand Total 827 408 52 1316
UNFULFILLED REQUESTS2022 UNFILLED REQUESTS
7 Affidavits Not
Received
21 6%
Duplicate
2 1%
No records: Does Not
Exist
157
48%
No Records: Other
Agency
70 21%
No Response from
Requester
16 5%
Nonreleaseable
Records
33 10%
Request Withdrawn
29 9%
Unfilled Closure Reasons
Affidavits Not Received Duplicate No records: Does Not Exist No Records: Other Agency No Response from Requester Nonreleaseable Records Request Withdrawn
UNFULFILLED REQUESTS2022 UNFILLED REQUESTS DUE TO EXEMPTIONS 8 1321, 98%
33, 2%
ACTUAL UNFILLED
Total Received
Unfilled
UNFULFILLED REQUESTS2023 UNFILLED REASONS
9 Affidavits Not
Received, 29, 7%
Denied, 45, 11%
No Records -
County Assessor,
49, 12%
No records: Does
Not Exist, 149,
37%
No Records: Other
Agency, 21, 5%
No Response from
Requester, 96,
24%
Records Withheld ,
2, 0%
Request
Withdrawn, 17,
4%
Unfilled Closure Reasons
Affidavits Not Received Denied
No Records - County Assessor No records: Does Not Exist No Records: Other Agency No Response from Requester
Records Withheld Request Withdrawn
UNFULFILLED REQUESTS2023 UNFILLED REQUESTS DUE TO EXEMPTIONS 10 1316, 97%
47, 3%
ACTUAL UNFILLED
Total Received
Unfilled
4-YEAR SNAPSHOT5 YEAR SNAPSHOT
970 959
1514
1321 1316
0 200
400
600
800
1000
1200
1400
1600
2019 2020 2021 2022 2023
Total Requests Per Year
632
275
63 600
326
33 956
509
49 957
328
36 827
408
52 29
0 200
400
600
800
1000
1200
Requests Per Year
11 4-YEAR SNAPSHOTREQUESTER DATA
12 YEAR # OF REQUESTS # OF
REQUESTERS
2022 1321 821
2023 1316 839
• It is recommended by City Clerk’s Office that the Council, by motion, accept the 2022 and 2023 Annual Public Records
Requests Reports and provide direction on how future reports should be presented to City Council.
RECOMMENDATION
13 QUESTIONS?
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