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Request Form
I. PURPOSE
It is the administrative policy of the Town of Oro Valley to promptly comply with public record requests in accordance with Arizona law. The Town shall adhere to the following policy for the disclosure of public records:
II. POLICY
A. The following individuals are hereby designated as Public Records Custodians for the following departments of the Town:
1. Police Department; Records Supervisor.
2. Magistrate Court; Court Administrator.
3. All other departments; Town Clerk’s Office.
B. All public record requests shall be submitted to and handled by the appropriate Public Records Custodian, or the Custodian’s designee. The Public Records Custodian shall immediately forward copies of the request to the affected department or departments.
C. All public record requests shall be completed as promptly as possible under the circumstances.
D. Once the effected department has gathered the records pertinent to the request, the records shall be forwarded to the appropriate Public Records Custodian to carry out the disclosure. The requestor may inspect specified categories of public records and determine which of those records are relevant to the request. The requestor may ask to inspect the requested records in order to determine which, if any, the requestor wishes to obtain as copies or reproductions. The Public Records Custodian may determine that it is more efficient and economical simply to provide copies or reproductions of the requested records to the requestor, at the Town’s expense.
E. If the effected department, or the Public Records Custodian, should have any questions concerning the requirements to disclose the records, the records along with the request shall be forwarded to the Town Manager for review. Upon the Town Manager’s review, the records shall be made available for inspection by the requestor or copies released to the requestor, unless a legal basis exists for non-disclosure and/or redaction of information from such records. If requested, the Public Records Custodian shall furnish an index of records or information or categories of records or information that have been withheld or redacted and the reasons why such records and/or information has been withheld from the requestor.
F. A designated Town employee shall oversee the review and inspection, and if necessary the off-site copying or reproduction of requested records.
G. Except as otherwise provided herein, the fees for copies or reproductions are as follows:
General Copies
| Regular Copies | 0.25 | each |
| Commercial Copies | 0.50 | each |
| Press Packets | N/C |
General Reproductions per Item
| Most documents are available on Town's website: | ||
| Town Code (available on Town's website) | ||
| General Plan (Book) - also available on website | $30.00 | each |
| Zoning Code (Book) - also available on website | $30.00 | each |
| Bid Specifications (Minimum Charge) | $25.00 | |
| TOV Subdivision Street Standards & Policies Manual | $12.50 | each |
| Budget Reports (Book) | $30.00 | each |
| Water Reports (Book) | $20.00 | each |
| Capital Improvement Plans (Book) | $10.00 | each |
| Annual Financial Report - C.A.F.R. (Book) | $15.00 | each |
H. Pursuant to A.R.S. § 39-121.03, concerning requests for copies, printouts or reproductions of public records for a commercial purpose, the Public Records custodian shall charge for any such copies, printouts or reproductions at an amount which shall include: (a) a cost to the portion of any cost to the Town for obtaining the original, copy or reproduction of the requested document, printout or photograph; (b) a reasonable fee for the cost of time, materials, equipment and personnel in producing the copy, printout or reproduction; and (c) the value of the reproduction on the commercial market.
I. Release of police records to other than Oro Valley Police Department (OVPD) personnel shall be governed by OVPD Standard Operating Procedure #700. The OVPD Records Section, pursuant to state and federal law may release only certain information to citizens upon request. The fees for copies or reproductions are as follows:
Oro Valley Police Department
| OVPD Incident/Accident Reports (up to 15 pages*) | $5.00 | each |
| *each additional page over 15 for Incident/Accident Reports | $0.25 | each |
| OVPD Audio tapes, DVDs, CDs | $10.00 | each |
| OVPD Video Tape Reproduction | $10.00 | each |
| OVPD Photographs | $3.00 | page |
| OVPD Fingerprint Cards | $5.00 | each |
| All other copies | $0.25 | page |
J. Except as otherwise provided, the charges for copies or reproductions made by the Oro Valley Magistrate Court (OVMC) are set by A.R.S. § 22-404. The fees for OVMC are as follows:
Oro Valley Magistrate Court
| OVMC Transcripts | $3.25 | page |
| Research Fees | $17.00 | |
| OVMC Cassette Tape & CD Reproduction | $17.00 | each |
| OVMC General - Copies | $0.50 | each |
K. In the event a person requests that the Public Records Custodian mail to the requestor a copy or reproduction of a requested record, the Custodian shall calculate the cost of the postage, and shall require the requestor to pay the postage and any copying cost in advance, before mailing takes place.