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Requesting Public Records
The City Clerk's Office is responsible for processing Public Records Requests. You may submit a request by completing the Public Records Request Form and sending it to the Public Records Officer by mail, fax, or email.
Public Records Officer Melissa Collins
10220 270th Street NW
Stanwood, WA 98292
Telephone: (360) 629-2181
Fax: (360) 629-3009
Email: cityclerk@ci.stanwood.wa.us
Public Records requests must include: - Name and address and contact information of requestor.
- Description of public records adequate to locate the records.
- Date of request.
You will receive a response within five business days.
NOTE: Many public records are currently available on the City's web site at no cost. Examples include Comprehensive Plan, Stanwood Municipal Code, City Council meeting minutes and agendas.
The Public Records Officer will make records available for inspection and copying by appointment during normal business hours, excluding legal holidays. Requestors will not remove documents from the viewing area or disassemble or alter any document. The requestor will indicate which documents he or she wishes the City to copy.
Cost for Public Records
There is no fee for inspecting public records. - Black & white copies: $.15 per page
- Mailing: Actual cost of postage and shipping container
- Other media: Actual cost of reproduction
Payments by cash, check, or money order payable to "City of Stanwood."
For large requests, the City may: - Require a deposit of up to ten percent of estimated cost before making copies
- Provide copies in installments
- Require advance payment before providing further installments.
Role of Public Records Officer - Oversee compliance with the Public Records Act
- Provide the "fullest assistance" to requestors
- Coordinate response to requests with departments and offices
- Provide most timely possible & efficient action on requests
- Fulfill requests without excessive interference with City business
- Protect public records from damage or disorganization
Response to Records Requests
Within five business days of receipt of the request, the Public Records Officer or designee will do one of the following: - Make the records available for inspection or copying.
- Send copies to requestor if payment has been received.
- Provide a reasonable estimate when records will be available.
- Contact requestor to request clarification.
- Deny the request citing reason for denial.
If a requestor does not receive a response within five days, he or she should contact the Public Records Officer to determine the reason.
Some Records Exempt from Disclosure
The Public Records Act lists types of documents exempt from public inspection and copying. Other laws also prohibit disclosure of certain records.
The City of Stanwood will not disclose lists of individuals for commercial purposes. If only a portion of a record is exempt from disclosure, the Public Records Officer or designee will redact the exempt portions before providing the document.
Special Considerations
If a requestor has not reviewed or claimed records within thirty days of notice that records are available or fails to make payment, the Public Records Officer may close the request.
If requested records contain information that may affect rights of others, before providing the records, the Public Records Officer or designee may give notice and allow time for action by the other parties.
After a request has been filled, if the Public Records Officer becomes aware of additional documents existing at the time of the request, these will be provided to the requestor on an expedited basis.
Click Here for the Public Records Request Form 6/30/11
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