Records Request

The City of Rivergrove recognizes that Oregon Public Records Law (ORS 192.410-192.505) gives members of the public the right to inspect and copy certain public records maintained by the City, unless the record is exempt from disclosure. Oregon Public Records law defines a public record as: 

“any writing containing information relating to the conduct of the public’s business, including but not limited to court records, mortgages, and deed records, prepared, owned, used or retained by a public body regardless of physical form or characteristics.”
— ORS 192.410 (4)

request-ing public records

1. All public records requests must be documented. Persons are encouraged to use the standard Public Records Request Form provided by the City below, although other forms of written requests will be accepted if all the information required on the standard form is provided. (Please note, the City will not create a new document in response to a records request).
 

2. Requests shall be submitted directly to the City Recorder by the person making the request. Requests can be submitted through the City’s website (at the bottom of this page) or can be made in person, by mail, or via electronic mail, and shall be directed to: City of Rivergrove, P.O. Box 1104, Lake Oswego, OR 97035; 503.639.6919; info@cityofrivergrove.com.
 

3. The City shall respond to all requests as soon as practical and without unreasonable delay within five (5) business days or within five (5) business days will explain why more time is needed for a full response.
 

4. Inspection of public records shall be conducted and all copies of public records shall be produced during the regular business hours of the City of Rivergrove. An acceptable inspection time and place will be arranged between the requester and the staff person. Space is provided for one person to inspect records per request.

 

5. The City will submit a cost estimate to the requester to provide the requested documents, including copying charges, research time (if required), and separating exempt from non-exempt materials. There is no research cost for the first half-hour of staff time. Requester must confirm in writing to the City to proceed with the request following receipt of the cost estimate.

 

6. If the estimated cost is $25.00 or more, the City shall require a deposit in the full amount of the estimate before fulfilling the request. If the actual cost exceeds the estimate, the City will not release the documents until the fee is received in full. If the cost estimated is less than $25, the City will fulfill the request and present the requester with an invoice to be paid before release of documents.

 

7. If the record requested is in storage offsite at the City’s document storage facility, a fee is charged for its retrieval.

 

8. If a public records request is denied, the City shall prepare a denial of the request, which shall be provided to the person making the request in writing as soon as is practicable.

 

fee schedule

Black & White and Color Photocopies:

            1-20 pages (per page) .......................................................... $0.50

            21-50 pages (per page) ........................................................ $0.25

            50+ pages (per page) ........................................................... $0.15

Large Scale Copies ........................................................ actual cost + 15%

Cassette Tape or CD Dulication (per event/meeting) .................... $25.00

Annual Budget (per copy) ............................................................. $25.00

City Municipal Ordinances ............................................................ Varies

Returned Checks .......................................................................... $25.00

Retrieval from Document Storage ................................................ $20.00

Research Cost: Staff hourly wage (first half-hour free) ....................Varies


Name
Name
Address *
Address
Phone *
Phone
How would you like to receive the requested documents? *
Describe the information/records you are requesting. Be specific enough for the City to determine where the records you are requesting may be located. Provide specific dates whenever possible.
*
I understand that every person has a right to inspect any public record of a public body in this state, except as otherwise provided by ORS 192.496 to 192.505. I understand that the documents or records requested may not be immediately available for my review and that I may need to make an appointment to review the documents or records. I acknowledge that there may be a cost for the research time to retrieve the requested records and costs for duplication of requested documents. If research time is required, I understand I will be notified of the estimated cost prior to retrieving the documents or records. I also understand that prepayment for research time and copies may be required. I acknowledge that any documents or records made available to review must not be disassembled and must be left intact, and that I cannot make copies myself.