Maysville city officials are hoping to make requesting records easier for the public and more efficient for the city, according to City Clerk Lisa Dunbar.

Freedom of information request forms went online earlier this week at cityofmaysville.com, Dunbar said. The form was added to the city’s website in response to a state mandate effective last July that public agencies must accept public records request electronically, she said.

While the form is not required for an open records request, it should make the process easier for everyone involved. Dunbar said.

“We wanted to make sure they give us what we need so we can give them what they need,” she said.

According to the web site, all open records requests should be submitted to Dunbar, the official custodian of record for the city of Maysville. Open records are available to the public under provisions of the Kentucky Open Records Act and City of Maysville Code of Ordinances Chapter 30.

The request form may be downloaded and submitted by mail, fax or scanned/emailed. Requests may also be made online.

All request should include

— Name of person requesting record

— The business or organization represented, if applicable

— Whether the request is for commercial purposes which require additional forms.

— Address

— Phone number

— Email address (if it isn’t an emailed request)

— Acknowledgement that fee for duplication must be paid prior to receiving records. (An invoice will be emailed or mailed to requester for payment.)

— Description of records being requested: If the document name is unknown, provide brief but specific description of document or information requested (note date of issuance and location of document, if known). A request, which is broad, vague or too voluminous, may cause a delay or denial of your request.

— Signature

Applicants for the inspection of public records shall be advised of the availability of the records requested for inspection, and shall be notified in writing, not later than three working days after receipt of an application for inspection, of any reason the records requested are not available for public inspection, according to the website.

There may be a fee involved to cover the costs of materials in line with open records laws. Those costs range from 10 cents per page for most documents to $30 for a copy of the comprehensive plan.

Payment for document copies and postage, if applicable, must be paid before documents are released, the website indicates.

For more information, contact Dunbar at 606-564-2718 or [email protected].

https://maysville-online.com/wp-content/uploads/2020/01/request.pdf

Mary Ann Kearns

[email protected]