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Resolution 1401RESOLUTION NO. 1401 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, AMENDING THE PUBLIC RECORDS FEE SCHEDULE AND ESTABLISHING NEW FEES FOR THE COPYING OF PUBLIC RECORDS CONSISTENT WITH APPLICABLE STATE LAWS WHEREAS, section 1.20.040 of the Edmonds City Code provides that fees for copying public records shall be established by the City Clerk and approved by resolution of the City Council; and WHEREAS, in 2017, the Washington State Legislature amended Chapter 42.56 RCW authorizing agencies to amend their fee schedules, after providing notice and a public hearing, to charge requestors those costs incurred for providing electronic copies of records, including costs related to production, file transfer, storage and transmission; and WHEREAS, prior to this legislation, cities were not able to recover costs associated with providing electronic records to requestors; and WHEREAS, recognizing that calculating actual costs for the provision of electronic copies could be unduly burdensome to some agencies, the legislation provided that if an agency policy established that calculating actual costs for such records would be unduly burdensome, then statutory default charges would apply; and WHEREAS, the City of Edmonds is comprised of eight City departments who use different computer systems, programs and information retaining systems for which copying, printing or scanning records is performed by a range of employees with a variety of different equipment, including maintenance and supplies, to perform such duties; and WHEREAS, incorporating the statutory default fees into the City's fee schedule is warranted as calculating actual costs for providing such records would be extremely difficult and unduly burdensome; and, WHEREAS, the City of Edmonds published notice on December 31, 2017, and January 8, 2018, for a public hearing to be held on January 16, 2018; now, therefore, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Findings. The City Council finds as facts that calculating the actual cost of providing public records would be unduly burdensome because funds were not allocated for performing a study to determine actual copying costs; the City lacks the necessary funds and staff resources to conduct a comprehensive study to determine its actual copying costs; and to conduct such a study would interfere with the City's other essential agency functions. Section 2. The public records fee schedule of the City of Edmonds is amended as provided in Exhibit "A", attached hereto, in accordance with the default fees in RCW 42.56.120(2)(b), (c) and (e), and the City shall charge fees for customized services pursuant to RCW 42.56.120(3). Section 3. The public records fee schedule is amended to comport with current practices concerning the copying and provision of oversized documents to requestors as provided in Note 2 of Exhibit "A", attached hereto. Section 4. The fee schedule shall be posted on the City website and a copy shall be maintained in the Office of the City Clerk and be available for copying and inspection by the public. RESOLVED this 23rd day of January, 2018. APPROVED: I11 ATTEST/AUTHENTICATED: C CLE K.SC ASSEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO.: O. EARLING, MAYOR January 19, 2018 January 23, 2018 1401 EXHIBIT "A" CITY OF EDMONDS PUBLIC RECORDS FEE SCHEDULE Updates to this fee schedule will be made as new documents become available. Any records not identified in this index will be charged on a cost basis. Document Description Department All Departments Fee Copies, standard or legal size 0.15 per page (first 5 pages free, unless record exceeds five pages, then standard fees applies) Electronic copies (pdf) Wiled All Departments $0.10 per page Electronic copies (pdf) on CD/DVD/Flash All Departments Cost Gf the rr, Drive or provided vial email or cloud (no ^"aF^a for pd desumeat}E 05 storage -.. per 4 electronic files Quantity of data transmitted in electronic All Departments $0.10 per GB of data City Clerk $5.00 per report City Clerk $5.00/blanket format Business license list Certification charge (blanket) Certification charge City Clerk $5.00 per page City Clerk Transcriptions $25.00 minimum per hour labor Citizen/immigration letters LMayor No charge Parks & Recreation Planning Cemetery Deeds 1 free copy Cost per copy Land Use Files Land use files relating to subdivisions, Conditional Use Permits, variances, (See Note 2) oversized plans, etc. Code Books -1- Community Development Code Book Code Publishing Co. City Code Book Code Publishing Co. Comprehensive Plans City Comprehensive Plan Planning Comprehensive Park, Recreation & Open Parks & Recreation Space Plan Pine Ridge Park Master Plan Parks & Recreation Bikeway/Walkway Plan Engineering Engineering Engineering Water, Sewer, Stormwater or Transportation Comprehensive Plan Stormwater basin studies Maps Aerial Engineering Aerial base map including overlays Aerial, reproducible (Mylar) Engineering Engineering Miscellaneous maps (includes plat maps, Planning & as -built prints and quarter section maps) Engineering Customized electronic maps Construction Plans Construction plans Electronic construction plans (pdf) sent via email (maximum of 3 ,,,aRS sh, ..a� Planning Building, Planning, Engineering Building, Planning, Engineering Electronic construction plans (pdf) on CD Building, Planning, or flash drive Engineering Reports, Misc. Traffic collision reports or Investigation reports Police $75.00 plus tax $70.00 plus tax See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Notes 1 and 2 See Note 3 $5 �v-90 peF 6 See Note 2 $0.05 per 4 electronic files Cost of CD or flash drive Inn nhaF99 f9F pd $3.00 per report up to 10 pages. 15� for each -2- Incident Reports Incident photographs and CDs Photographs (4" x 6" size) Photographs (larger size) Fingerprint cards Fire Fire Police Police Police additional page. 150 for each page Reimburse actual cost $1.00 per print Reimburse actual cost $5.00 each -3- Budget & Financial Reports Annual Budget Book Finance Comprehensive Annual Financial Report Finance Audio/Video Recordings Public meeting audio recordings City Clerk Municipal Court proceedings audio recordings City Council Meetings video recordings NOTES: Municipal Court Council Office $15.00 $10.00 $10.00 for audio duplication, per hour minimum of equipment use, plus materials $10.00 for audio duplication, per hour minimum of equipment use, plus materials $10.00 for video duplication per hour minimum of equipment use, plus materials Nate 1: Documents are available for review. Copies may be obtained at the per page cost. Note 2: 144 is rlcteFmmed +hatut f'!-saiafies be RefrtE nr n.re-rhead rh vo6fld cause the nor nnn.■ GhaMe {oe-1249he than 16p n�e,�sitatem� uuzf-o-nl�ing the a-tual obi. will be prepared. The stateMeRt Will innlYi�trlo ihe fonf()rc and mnnner used to rdetr.FFXFi•ne.-the aGt al per pa@e r,9pyin -etk�er—elte �n�1-2p.}; The City FF''does not maintain equipment to copy oversized plans and maps. Therefore. where land use plans. maps, and oversized codes are requested, the City will send the requested records to a third -party vendor. which will copy the records and bill the re uestor directly - Note 3: The city may provide customized electronic maps in response to a request and charge a fee for the customization. ME