The Cañon City Area Recreation and Park District (DISTRICT) complies with the Colorado Open Records Act (CORA) in terms of public review of district records (Policy 17 – Open Records Requests). Information attainable by CORA requests includes any writing that is made, kept or maintained by DISTRICT emails and records which are stored in digital filing systems, computers or servers.  The policy is included with this form.

 
DISTRICT records are public, unless otherwise protected, and will respond to the requestor within three business days of the initial request. There is no duty to create a public record that does not already exist. At that time, the DISTRICT will either provide the records requested or provide a status to the requestor on the scope of the work being done, an estimated ETA when the records will be available, and provide any estimated costs to be paid based on the scope of the request.

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Policy 17:  Open Records Requests

Except where otherwise stated by resolution or policies, it is the policy of the Cañon City Area Metropolitan Recreation and Park District to make public records open for inspection at reasonable times. These rules apply to requests submitted to the Cañon City Area Metropolitan Recreation and Park District for the inspection of public records pursuant to CORA. These rules do not apply to informal requests for information or records that are not specifically submitted pursuant to CORA.

The Executive Director is the official records custodian for District records centrally maintained by the District. In certain circumstances, department directors may be considered records custodians for all records maintained within their departments.  The attorney for the District shall be consulted when requests for public records under this Policy are made from legitimate members of the media, attorneys, or private investigators, or when legal interpretation is required.

Submission of Requests

Requests for public records must be made in writing and must be specific as to the information required.  You are welcome to submit the request using the form on this webpage or submit by mail, fax, email, or hand-delivery.  All requests may be made to the Executive Director only.  Requests for public records must be for records in existence at the time of the request.  Any requests for all records created in the future with respect to a topic will not be honored.

Inspection

Public records shall be made available for inspection at the District’s main offices during regular business hours, which shall be deemed to be from 8:30 a.m. to 4:00 p.m., Monday through Friday, except on observed holidays.

If the requested records are in the custody and control of the records custodian but are in active use or not immediately and readily available for inspection, the records custodian shall set a date and hour when the records will be available for inspection. The date and time shall be within three working days unless extenuating circumstances exist, which requires the date and time to be extended for an additional seven days. All findings of extenuating circumstances must be made in writing by the official records custodian to the person requesting to inspect the public records.

Public records shall not be removed from the District’s main offices or from the departments. Records may be removed from places of storage for photocopying by District staff.  The District shall deny the inspection of any records if such inspection would be contrary to state or federal law or regulation, would violate a court order, is involved in litigation or would do substantial injury to the public interest.  Reasons for denial of access to public records and for records not in the control or custody of the records custodian shall be noted in writing by the official records custodian in consultation with the District staff.

Fees

Photocopies, printouts, and other reproductions of records shall be provided at the cost of $0.25 per standard page, or at the standard rate for over-sized copies. All requests for copies shall be delivered in paper format, unless the original public record only exists in electronic format. If the original public record only exists in electronic format, the District may provide the electronic copy if the requestor requests an electronic copy.

Prior to the reproduction of records, applicants shall pay the applicable fee based on the best estimate of the costs incurred to reproduce the records. If the final amount is greater than the estimate, the applicant shall pay the additional amount. If the final amount is less than the estimate, the amount of overpayment shall be refunded.

In the case of any request requiring more than one hour of staff time for search and retrieval or for supervision of inspection or copying, the records custodian shall charge a fee for such staff time exceeding an hour. The fee charged shall be equivalent to the maximum hourly fee calculated and published pursuant to C.R.S. § 24-72-205 (6) (b) (2014).  The hourly fee as of July 1, 2024 is $41.37 per hour.

Abandoned Requests

Records assembled for inspection will be held for no more than one week after the scheduled appointment time. The holding period may be shorter for records which are needed for any use. Failure to inspect the records at the agreed-upon time will be considered an abandoned request. The records will be returned to their files and a new records request form must be completed in order to inspect or obtain copies of the records.