Title
Request Up-Front Fee for Police Public Records Requests (Ordinance S-45574)
Description
Request authorization for the City Manager, or his designee, to allow the Police Department's Code Enforcement Unit to implement a $5 up-front fee for all public records requests that are received by the Police Department through the new web-based portal and in person at the public records facility.
Report
Summary
In 2016, the Police Department's Code Enforcement Unit participated in an AdvancePhx Kaizen project that developed solutions to improve customer service, including streamlining processes and implementing new technology. Under the new process, all Police public records can be requested in person at the public records facility or via a web-based portal that is tentatively scheduled to be operational in May 2019. The web-based portal will be configured with forms designed specifically for each type of records request and will include a shopping cart experience that will require and accept payment for each item requested at the time of submittal. The requested $5 up-front fee is to initiate the processing of a request. However, the current per-page fee of $0.24 will remain in place for all requested reports. Therefore, if a processed request does not exceed 21 pages, the customer will receive a refund. Additional fees for audio/video/photo/911 CDs and photographs will require staff to route an invoice to the requester via the web-based portal or to collect when these items are requested in person.
When public records are requested in person at the public records facility, the $5 up-front fee will apply except for the following:
1. A report that is readily available and can be immediately processed will be charged the per page fee.
2. A request submitted in person with a "view-only" option will not be charged unless a printed report is requested.
3. A request from a victim will result in the charge being waived in accordance with A.R.S. § 39-127.
The City Auditor Department completed a Public Records Fee review to assist the Police Department in determining a fair, up-front fee for Police public records that are requested via the portal or in person. The City Auditor Department researched 14 other local agencies and identified up-front fees averaging $6.42, with a median rate of $5. The cities of Chandler, Mesa, Scottsdale and Tempe all advertise a $5 up-front fee for police records based on a number of specified pages.
The benefits of a $5 up-front fee will be to improve customer service with quicker turnaround times, establish a more efficient submission, reduce the number of citizen complaints, improve public record request specificity and reduce the number of unclaimed public records requests.
Financial Impact
There is no financial impact associated with this item.
Concurrence/Previous Council Action
This item was unanimously approved by the Public Safety and Veterans Subcommittee at the March 13, 2019 meeting.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Police Department.