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