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(a) This section applies to all requests, except for requests processed under KMC 10.40.050.

(b) Requests for the inspection or copying of records will be made in writing on a form provided by the City Clerk. The City Clerk will maintain a log of all requests for the disclosure of public records, the log will include the date and time of the request and fee charged, if any. If a requester is unable to complete the form due to a physical or mental disability, the City Clerk or designee will either assist the requester in completing the written form or treat the requester’s oral request as a written request.

(c) Description of Record. A requester must describe the records sought in sufficient detail to enable the City to locate and identify the records sought. If the records are described by the requester in general terms, the City staff will attempt to communicate with the requester to identify the records requested and lessen the administrative burden of processing an overly broad request. If the City staff is unable to communicate with the requester and the request is not sufficient to allow the staff the ability to identify the requested records, the requester will be notified within ten (10) business days after receipt of the request by the City Clerk that the request cannot be approved or processed until a sufficient description of the record is received.

(d) Aggregation of Certain Requests. If the City Clerk, based on reliable information, after consultation with the City Attorney, determines one (1) or more individuals have made one (1) or more requests for public records on behalf of another person or group for the purpose of dividing a request into smaller parts to avoid payment of production fee (for production of records requiring more than five (5) hours of staff time per month), the City Clerk will aggregate all such requests and treat them as one (1) request.

(e) Harassment Requests. If the City Clerk, in good faith, after consultation with the City Attorney, reasonably determines the request is a harassment request as defined by this chapter, the City Clerk will deny the request. Such a determination will be made only after notice and an opportunity for the requester to be heard by the City Clerk.

(Repealed and Reenacted Ord. 3381-2023)