Rules Governing Access to Public Records
It is the policy of the South Adams County Water and Sanitation District (District) to
allow access to all public records maintained by the District that do not contain protected or
privileged information, and that disclosure of would not do substantial harm to the public
interest. These rules and procedures are intended to implement this policy in a manner that
ensures that all requests for public records are responded to without unreasonable delay, while
also in a manner that does not unreasonably interfere with the District’s performance of its public
service responsibilities and obligations and in a manner that allows the District to maintain the
integrity of District records. These rules also establish a fee schedule that will be assessed, as
applicable, on all requests for public records.
These rules are promulgated by the District’s Board of Directors pursuant to the authority
granted under the Colorado Open Records Act, §24-72-101, et seq., C.R.S. The District’s Board
of Directors finds that these Rules are reasonably necessary for the protection of records and the
prevention of unnecessary interference with the regular discharge of the duties of the custodian
and the custodian’s office.
Procedures Governing Applications for Public Records
The following Rules govern the manner in which all applications to the District for access to, or
copies of, public records must be submitted:
- Requests for public records must be in writing and must be specific as to the informationrequested.
- Requests for public records must be addressed to the South Adams County Water andSanitation District Manager.
- Requests for public records must specify whether the applicant is requesting to inspectdocuments, or whether the applicant is requesting copies of documents.
- Requests to inspect public records must be made at least three (3) working days inadvance of the time desired for inspection, however, the time scheduled for the inspectionmay not be within three (3) working days of the request, depending on the District’scurrent work schedule and the nature of the request.
- As used in these Rules, “application” means a request for public records that complieswith the requirements above, and “applicant” means the individual or entity submitting acompleted application to the District.
Procedures Governing Responses to Applications for Public Records
The following Rules govern the manner in which the District will respond to applications for
(1) Any work necessary to respond to a request for public records shall not take priority over
any previously scheduled work activities or public service obligations of the District. The
District will, however, attempt to respond to all applications as soon as possible, and will
inform the applicant within three (3) working days of receiving an application the date
and time in which it estimates a complete and final response will be available. Depending
on the nature of the application and the currently scheduled obligations of the District, a
complete and final response may take longer to prepare than ten (10) working days.
(2) The District may refuse to disclose any information that is protected or privileged under
law, or which disclosure of would do substantial injury to the public interest. If the
District so withholds information, the applicant may request, and the District shall
provide, a written statement of the grounds for the denial. Any such request for a
statement of the grounds for denial shall be made at the time the application for public
records is denied.
(3) If an applicant requests to inspect public records, the District will schedule a time to
allow such inspection at the earliest time available given its previously scheduled
obligations. Such inspection shall be at the District’s office, and shall be during the
normal business hours of the District. Any such inspection of public records shall be
under the supervision of the District Manager. All District records shall be retrieved, refiled and copied by the District Manager's appointee only. Use by the applicant of any
image scanning equipment, cameras, copiers, or any other means of electronically or
photographically copying or reproducing any public records during the inspection of
District records is prohibited. Any fees and charges associated with the application and
incurred as a result of research and retrieval of records prior to inspection, must be paid
to the District before inspection of the public records will be allowed. Any further fees
and charges associated with the application must be paid to the District at the close of the
(4) An applicant may request copies of any public records that are open to inspection. Such
copies shall be furnished to the applicant as soon as the District is able to compile and
copy the records, subject to the District’s previously scheduled obligations. Any fees and
charges associated with the request must be paid to the District before the copies will be
provided to the applicant.
Fees and Charges
The following fees and charges will be assessed, as applicable, on all applications for public
Rev. December 11, 2019
(1) As used in these Rules, the term “Request Time” means the time the District spends in
researching and retrieving documents responsive to applications for public records,
making any requested copies and supervising any inspection of documents.
(2) The District does not assess any fee for the first one hour of Request Time. However,
where an applicant has submitted multiple applications for public records within a thirty
(30) day period, the applicant shall only be entitled to one hour of Request Time within
that thirty (30) days. Applicants will be informed if the District believes that responding
to the application will require more than one hour of Request Time, and at what rate the
applicant will be charged for the Request Time.
(3) The District will assess a research and retrieval fee at the rate of $30.00 per hour for all
Request Time beyond the allowance specified in paragraph (2) above for all applications
that can be responded to by the District within a reasonable time of receiving the
application, in the discretion of the District, without substantially interfering with the
District’s public service responsibilities and obligations. If, in the District’s discretion,
the District cannot respond to the application for public records within a reasonable time
without substantially interfering with the District’s public service responsibilities and
obligations, the District reserves the right to contract with a temporary service provider to
meet the demands of the application. If the District so contracts a temporary service
provider, the applicant will be assessed all actual costs charged by the temporary service
provider, in addition to $30.00 per hour for all Request Time incurred by the District in
responding to the application, up to a total of $30.00 per hour or the statutory maximum,
whichever is greater.
(4) The District will charge $ 0.25 per page for all standard size and format paper copies
requested. All such copies will be in black and white print and on paper not to exceed
eleven (11) inches by seventeen (17) inches. Any requests for copies in color print or on
larger paper will be made at the discretion of the District, and will be assessed actual
costs associated with the copies.
(5) Additional fees and charges will be assessed, in the amount of actual costs to the District,
for any postage, facsimiles or similar costs incurred in responding to an application.
(6) The District may, in its discretion, estimate the full amount of fees and charges that will
be assessed on an application, and require a deposit of this amount prior to undertaking
any work in responding to the application. Any amount so deposited which exceeds the
actual amount due will be refunded to the applicant, and any deficiency in the actual
amount due will be assessed to the applicant.
(7) The District is authorized to charge all other fees authorized by the Colorado Open
Rev. December 11, 2019
Public Records Request Form
South Adams County Water and Sanitation District