Public Records Requests

The purpose of the California Public Records Act (“Act”), Government Code §6250 et. seq., is to provide the public with greater access to information about how the City of Elk Grove (“City”) conducts its public business.

In accordance with the Act, the City provides access to public records, except those exempt from disclosure by law. Under the Act you are entitled to copies of identifiable, non-exempt public records (Government Code §6253). The Act requires the City to provide access to, or copies of, records responsive to your request that are in its possession, subject to certain exceptions, pursuant to Government Code §6254, et seq. (see links below). The Act does not require the City to provide information, answer questions, or create records that do not exist.

How Do I Request Public Records?

Although a written request is not required, a clear description of the records you seek including dates, subjects, and titles helps City staff respond timely to your request. You are not required to provide your name, address or reason for the request; however, providing current contact information (e.g. telephone number, email or mailing address) allows City staff to reach you when records are available for review, and/or if there is a question in regard to your request. 

You may request public records…

  • Online – complete the Public Records Request Form via this website and submit via email to cityclerk@elkgrovecity.org or by fax to 916-627-4400.
  • By email – in an email addressed to cityclerk@elkgrovecity.org, simply provide a description of the records or information you are seeking. You DO NOT need to complete a form in addition to the email.
  • By phone – please call (916) 478-3635; let us know you are seeking a public record, and indicate what information you are requesting. If you reach voicemail, please provide your name and call back number in case we need to clarify your request.
  • By US Mail – complete the Public Records Request Form, print and sign, and mail to: City of Elk Grove, Office of the City Clerk, 8401 Laguna Palms Way, Elk Grove, CA 95758 
  • In person – paper forms are available in the Clerk’s office.

If you have a disability that requires alternative access, please notify the Office of the City Clerk at the time of your request so we may provide timely accommodation. 

For more information about how to make or submit a request , or for questions not addressed here, please contact the Office of the City Clerk at (916) 478-3635

Building Department Records

Building permits, lot layouts and architectural and mechanical (plumbing, electrical) plans are available through the City’s Building Department. You may contact the department directly with requests for these types of records; however, different rules apply to the copying of some of these records as they are protected by copyright law. Please provide the physical address (house/suite number, street, zip code) of the property for which you are seeking information.

Cost to Request Records

There is no cost to request disclosable public records or to examine them at the Office of the City Clerk. Alternatively, records may be emailed to the requestor in a PDF format or other desired format (if available) at no cost. Copies of any requested records will be invoiced at a cost of $0.10 for each page copied, or at the cost charged by an outside vendor for reproduction of the records. The total cost for photocopies (including copies generated by microfilm) of identifiable public records must be agreed upon between the requestor and the City prior to duplication, and payment of fees made before copies of records are released. 

Inspection or Collection of Records

Pursuant to the Act, the City has 10 calendar days from receipt of the request to determine whether the request, in whole or in part, seeks copies of disclosable public records in the City’s possession and to notify the requestor of that determination.

If the City determines disclosable public records exist, the records will be made available promptly and as soon as reasonably practicable. Records may be reviewed at City Hall during regular business hours of 8:00 a.m. to 5:00 p.m., Monday thru Friday (closed on holidays).

In unusual circumstances, the 10-day time limit may be extended up to 14 calendar days if the request requires additional research to identify and locate records, or if the records responsive to the request are voluminous. The Office of the City Clerk must provide written notice to the requestor by no later than the tenth day, setting forth the reason for the time extension as required by the Act (Government Code §6253). 

Additional Resources:

“A Pocket Guide to the California Public Records Act” provided by The First Amendment Project
http://www.thefirstamendment.org/publicrecordsact.pdf 

"The People’s Business: A Guide to the California Public Records Act” published by the League of California Cities:
http://www.cacities.org/Resources/Open-Government/THE-PEOPLE%E2%80%99S-BUSINESS-A-Guide-to-the-California-Pu.aspx 

California Government Code Chapter 3.5: Inspection of Public Records 

Article 1: General Provisions: § 6250 - § 6270.
http://www.leginfo.ca.gov/cgi-bin/displaycode?section=gov&group=06001-07000&file=6250-6270 

Article 2: Other Exemptions from Disclosure: § 6275 - § 6276.48.
http://www.leginfo.ca.gov/cgi-bin/displaycode?section=gov&group=06001-07000&file=6275-6276.48

 

 

 

 

 

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