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HomeMy WebLinkAboutResolution No. 91-33 RESOLUTION NUAID�B�R R91 - 3 3 A RESOLUTION AUTHORIZING AND DIRECTING THE OFFICER FOR PUBLIC RECORDS TO ESTABLISH CHARG$S FOR THE COPYING OF PUBLIC RECORDS OF TI� CITY; AND PROVIDING THAT SUCH CAARGSS SHALL HE IN ACCORDANCE WITH THE GUIDELINES ESTABLISHED BY TFIS PURCHASING AND G�R�r• SERVICBS CON�lISSION OF THS STATE OF TEXAS. * * * * * * * * * * * * * BE IT RES�LVED BY THE CITY COUNCIL OF Tf� CITY OF FRIENDSWOOD, TEICAS: Section 1. The Officer for Public Records af the City is hereby authorized and directed to establish charges for the reproduction of the public records of the City. Such charges shall be in accardance with the guidelines established by the Purchasing and General Services Administration of the State of Texas. PASSED, APPROVED AND ADOPTED THIS 5TH DAY OF AUGUST, 1991. Paul W. Schrader, Mayor ATTEST: . Del ris Archer, CMC City Secretary R91-33 ema COST OF COPIES OF OPEN RECORDS 111.61 GENERAL Pursuant to Texas Civil Statutes, Article 6252. 17a, &9(a) and (b) the Cammission must periodically determine the actual cost of standard size (up to 8 1/2 inches by 14 inches� reproductions and publish these cost figures for use by governmental bodies in determining charges for supplying copies of public information. The Commissian will consult , with custodians of public records concerning nonstandard sized pages or records in computer banks, on microfilm, or other similar record keeping systems, in setting those charges; attempting to match the charges with the actual cost of providing the records. 111.62 STANDARD SIZED PAGES A. The charges reflected in this subsection are guidelines to be applied as the individual situatian dictates. The determination of whether information is or is not readily available is left to each governmental entity. The charges for office machine copies of pages up to and including legal size (8 1/2 inches by 14 inches) are as follows: 1. for 50 pages of less of readily available information the guideline charge shall be $ .10 per page; ar 2. for more that 50 pages of readily available information, the guideline charge shall be $ . 85 for the first page and $ .15 for each additional page. 3 . For any quantity of information deemed to be not readily available, the actual charge shall be the combined components of $ .70 for the first page and $ .15 for each page thereafter plus actual labor costs incurred by the agency in providing the requested information. The agency' s actual labor costs of providing information may include costs of locating and preparing the information and may be computed by multiplying the amount of time actually spent in these activities times the salary rate of the employee perfarming these activities. For economy and efficiency purposes, an average salary rate composed of all the individuals within an organization who perform these tasks may be computed to be used as a standard rate to be applied in all cases. B. An agency should not charge for personnel time in making records available for public inspection under Texas Civil Statutes, Article 6252. 17a. C. In establishing charges, agencies may add any postal related expenses, which may be necessary to transmit the reproduced documents, to the requesting party to the charges established pursuant to this subsection. 111. 63 NONSTANDARD SIZED PAGES OF RECORDS IN COMPUTER BANKS, ON MICROFILM, QR IN OTI3ER SIMILAR RECORD KEEPING SYSTEMS. It is not the responsibility of the Commission to predetermine charges for providing recards under Texas Civil Statutes, Article 6252.17a &9 (b) , but instead, to serve as a consultant with the governmental body's custodian of the records to set the charge. The custodian of the records should, in such instances, initiate the consultatian and supply the Commission with adequate cost data relative to the request to support the proposed charge. This consultatian request should be made in writing and be submitted to the attention of the Material Management Sectian of the Centralized Services Division of State Purchasing and General Services Commission. Adequate cost data for this consultation consists of the specific cost components of the individual charge including, but not limited to labor hours and rates, computer time and rates, costs for material such as computer tapes, paper, fiche, cassettes, and printer supplies, and applied overhead by component and application base.