Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 12B
Yountville Town Council Staff Report
DATE: August 4, 2026
TO: Mayor and Town Council
FROM: Hilary Gaede, Communications Director/ Town Clerk PREPARED BY: Hilary Gaede, Communications Director/ Town Clerk
RECOMMENDATION
Receive an informational report regarding the Town's administration of California Public Records Act (CPRA) requests.
DISCUSSION/BACKGROUND
The Town of Yountville is committed to transparency and open government through compliance with the California Public Records Act (CPRA). Staff processes public records requests in accordance with state law to ensure members of the public have access to government records while protecting information that is confidential or otherwise exempt from disclosure.
This report provides an overview of the Town's current CPRA activity, trends in request volume, and the administrative processes and resources involved in responding to requests.
Background
The CPRA establishes the public's right to inspect and obtain copies of government records, subject to specific exemptions provided by law. The Town acknowledges requests within statutory timeframes, conducts searches for responsive records, reviews records for applicable exemptions, and provides responsive records as required by law.
Responding to requests often involves coordination among multiple departments, Information Technology staff, and legal counsel to locate, review, and prepare records for release. Depending on the scope of a request, records may be produced on a rolling basis as they become available.
Searching for responsive records across departments and electronic systems, including, but not limited to:
• Contracts
• Invoices
• Reports
• Electronic communications (e.g., emails and text messages) • Meeting materials
• Financial records
• Permits and applications
• Other responsive public records
Before records are released, staff reviews all responsive records to identify information that may be confidential or exempt from disclosure under the CPRA. This review helps ensure the Town fulfills its legal obligation to provide public access to government records while protecting information that is exempt under state law.
Examples of exempt records may include attorney-client privileged communications, personnel records, drafts, notes, or memoranda that are not retained in the ordinary course of business, and records containing protected personal information. Depending on the nature and complexity of the request, staff may consult with legal counsel to ensure exemptions are applied appropriately and in accordance with applicable law.
Current Activity
Between January 1 and July 29, 2026, the Town received 76 CPRA requests, exceeding the total number of requests received during all of 2025 (33) and 2024 (37). During the same reporting period, staff closed 52 requests and had 10 requests pending at the close of the reporting period. The Town maintained a median response time of seven days and an average response time of eight days while processing requests that varied in scope and complexity, including requests involving multiple departments, large volumes of electronic communications, and legal review.
Depending on the nature of a request, staff responsibilities may include:
• Searching for responsive records across departments and electronic systems. • Coordinating with Information Technology staff when electronic searches are necessary. • Reviewing records for confidential or exempt information. • Consulting with legal counsel when needed.
• Preparing and producing responsive records.
• Communicating with requesters regarding clarification, status updates, and production schedules.
The time and resources required to fulfill requests vary considerably based on the volume and complexity of the records requested. A simple request can be quickly completed with minimal time and resources. Larger requests, including several of the requests received this year, involve collecting and reviewing tens of thousands of records with costs exceeding $10,000 per request.
CPRA Activity Comparison
Metric 2024 2025 2026 YTD (Jan. 1 - July 14)
Requests Received 37 33 76
Requests Closed N/A* 32 73
Requests Open at Period End N/A* 1 4
Median Response Time N/A* 6 days 8 days
Average Response Time N/A* 5 days 7 days
In 2025, the Town implemented a new public records request management system that includes enhanced reporting and analytics. Comparable performance metrics, such as requests closed, open requests, and response times, are not available for 2024.
Proactive Transparency
The Town remains committed to making information readily accessible to the public. In addition to responding to CPRA requests, the Town routinely publishes a wide range of information and records on its website, which can be accessed at any time by any member of the public, including agendas, meeting materials, minutes, ordinances, resolutions, agreements, budgets, financial reports, newsletters, press releases, and other public documents. Staff will continue to evaluate opportunities to proactively publish information that is frequently requested, further expanding public access to Town information.
Community members are encouraged to utilize the Town's online Document Library at www.townofyountville.com/DocumentCenter, which provides access to publicly available records and documents. Staff will continue to evaluate opportunities to proactively publish information that is frequently requested, further expanding public access to Town information.
ENVIRONMENTAL REVIEW
Exempt per California Environmental Act (CEQA) Guideline, Section 15061(b)(3) as an activity that has no potential for causing a significant effect on the environment.
FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? Yes
Where is it Budgeted? Staff time associated with responding to California Public Records Act requests is absorbed within existing departmental budgets. Requests requiring extensive legal review or specialized electronic searches may result in additional costs for legal services or technology support.
Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? Yes