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PUBLIC NOTICE DESCRIBING PROCEDURES FOR REQUESTING INSPECTION

NOTICE OF RIGHT TO INSPECT PUBLIC RECORDS

By law, under the Inspection of Public Records Act, every person has the right to inspect public records of the City of Clovis. Compliance with requests to inspect public records is an integral part of the routine duties of the officers and employees of the City of Clovis.

Procedures for Requesting Inspection.  Requests to inspect public records should be submitted to the City Clerk, records custodian, located at City of Clovis Finance Department, 321 Connelly, P.O. Box 760, Clovis, NM  88102, office phone and fax 575-763-9632 or lamelancon@cityofclovis.org.

A person desiring to inspect public records may submit a request to the records custodian orally or in writing. However, the procedures and penalties prescribed by the Act apply only to written requests.  A written request must contain the name, address and telephone number of the person making the request.  Written requests may be submitted in person or sent via US mail, email or facsimile.  The request must describe the records sought in sufficient detail to enable the records custodian to identify and locate the requested records.

PUBLIC RECORDS REQUEST FORM

The records custodian must permit inspection immediately or as soon as practicable, but not later than 15 calendar days after the records custodian receives the inspection request. If inspection is not permitted within three (3) business days, the person making the request will receive a written response explaining when the records will be available for inspection or when the public body will respond to the request.  If any of the records sought are not available for public inspection, the person making the request is entitled to a written response from the records custodian explaining the reason(s) inspection has been denied.  The written denial shall be delivered or mailed within fifteen (15) calendar days after the records custodian receives the request for inspection.

Procedures for Requesting Copies and Fees. If a person requesting inspection would like a copy of a public record, a reasonable fee may be charged.  The fee for printed documents is $.25 per page.  The fee for downloading copies of public records to a DVD or other electronic storage device is $10.00.  If a person requests that a copy of a public record be transmitted, a fee of $.25 per page will be charged if printing of the record is required.  Applicable fees for copying/downloading public records must be paid in advance.  A receipt indicating that the fees have been paid will be provided upon request to the person requesting the copies.