Open Records Request Policy

Policy Statement

The Southgate Water and Sanitation Districts (collectively, the "District") have developed the following Open Records Request Policy in order to create a systematic method of managing open records requests. Pursuant to the Colorado Open Records Act ("CORA") public records are to be open for inspection by individuals at reasonable times, upon request, unless such disclosure would be contrary to the public interest as provided under CORA. As a public entity, the District recognizes the importance of this state policy and the importance of creating an environment of openness with respect to its internal operations. This policy is intended to balance the public's right to inspect the records of the District with the District's need to protect its records and prevent unnecessary interference with its regular duties in responding to such requests.

Procedures

  • The designated Custodian of Records (CR) will accept written CORA requests.
  • Written requests for District records shall be addressed to:
    Southgate Water and Sanitation Districts
    Custodian of Records
    3722 East Orchard Road
    Centennial, CO 80121
  • The CR will immediately forward requests to the District Manager, and if not available, to the District's legal council.
  • All requests must be made in writing. Faxed or e-mailed requests will not be accepted. The date the request is received by the CR will constitute the "date of receipt" for timing purposes.
  • All requests must be specific as to the records sought and the relevant dates of those records.
  • Requests for correspondence must identify the parties to the correspondence. For any request that is vague or broadly stated, the CR may require the requestor to provide a more specific request.
  • Requests for records will not take priority over previously scheduled work activities or duties of the District; provided, however, that the request shall be met within the statutory three (3) day time period unless extenuating circumstances require the District to devote substantially all of its resources to meet an impending deadline or period of peak activity that is either unique or does not occur more frequently than once a month.
  • The District reserves the right to levy a reasonable fee for research and retrieval services of requested documents above and beyond the costs for obtaining copies as identified, but such fee shall not exceed the amount of four times the then current state minimum wage, with a one (1) hour minimum being charged to the requestor.
  • The CR is not required by the Open Records Act to construct a document that does not exist.

Responding to Requests for Open Records

  • The District's legal counsel will assist the CR to determine if the information requested is subject to inspection under CORA. If it is determined the records requested are not subject to inspection under CORA, the CR will inform the requestor, in writing, that the request is being denied and provide the specific statutory citation supporting the denial.
  • If the request is for records the District does not possess, the requestor will be informed, in writing, that the District does not possess the requested records.
  • If the requested records contain information that is partially open to inspection and partially exempt from inspection, the District may withhold the records altogether or redact the exempted information and provide the record(s) for inspection.
  • If the request is made by a member of the media, the Public Relations Officer will be informed.
  • Some records are available online. If so, the CR will inform the requestor of its online availability. If the requestor still wants to personally inspect and to obtain copies of the records pursuant to this policy, the District will reasonable accommodate this request.
  • The District will make reasonable efforts to ensure requested records are available for inspection within three (3) business days of receiving the request. If the records are not immediately available, or if extenuating circumstances exist as defined by Sec. 24-72-203(3)(b), C.R.S., the District will make reasonable efforts to ensure the records are available within seven (7) business days of receiving the request.
  • Once the records have been located and reviewed, the District will notify th requestor, in writing, via United States Mail that the records are available for inspection.
  • A transmittal fee may not be charged for email electronic records to the requestor.

Inspection of Records

  • Once the requestor is notified that the records are available for inspection, the requestor must contract the District within five (5) business days to arrange a date, time and place to inspect the records. If, within five (5) business days, the requestor fails to schedule a time for inspecting the records, the request will be considered abandoned.
  • Records will be available for inspection during the District's normal business hours.
  • The requestor may obtain copies of the requested records at a cost of $0.25 per page, or for documents in non-standard formats, the actual duplication costs.
  • Payment must be received in advance of releasing requested copies.
  • The records will be maintained by the District for two (2) business days after the scheduled inspection time, at which point the records will be returned to their point of origination.
  • Once a request is considered abandoned, the requestor must submit a new request to inspect any records.

CORA Request Form

Written requests for District records must be submitted on the District's CORA Request Form (PDF).