Request for Open Records

Overview

The public has the right under the Kansas Open Records Act (KORA) to access public information maintained by local governments. As the Freedom of Information Officer, the City Clerk maintains, protects, and preserves the official records of the City of Spring Hill. The Kansas Open Records Act (KSA 45-215 et seq.) and Spring Hill Municipal Code, Chapter 1, Article 9A govern the City of Spring Hill’s responses to open records requests. The City is not required to answer questions or create documents in order to fulfill a request. Records not yet in existence are not subject to KORA.

Most records maintained by the City of Spring Hill are open for inspection and/or copying by individuals. Commonly requested records include ordinances, resolutions, minutes from open meetings, salaries of public officials and budgets.

There are several common types of documents exempted from disclosure including but not limited to personnel information of public employees, medical treatment records, records protected by attorney-client privilege or rules of evidence, notes and preliminary drafts, and records related to security measures. For a complete listing of exemptions listed, see K.S.A. 45-221.

More information can be found in the City’s Open Records Brochure.

Requests

All records requests should be sent to the City Clerk’s office using the form below. The form can be filled out online or downloaded, filled out, and faxed to (913) 592-5040, emailed to the City Clerk or mailed to:

City Clerk, Freedom of Information Officer 
P.O. Box 424 
Spring Hill, KS 66083-0424

Please be specific as possible and state the department that the records are being requested from so that the records custodian will be able to serve you quickly and completely.

  1. Inspection Fee
  2. Copying Fee
  3. Prepayment Fee
  1. When a request has been made for inspection of any open record that is readily available to the record custodian, there shall be no inspection fee charged to the requestor.
  2. In all cases where inspection of any open record is not readily available, a record inspection fee shall be charged at the rate of $30 per hour per employee engaged in the record search. A minimum charge of $30 shall be charged for each such request.

Submit Open Records Request

  17. Please provide specific information of the record(s) you desire. Include record titles and dates as well as the names of city agencies or departments which produced or hold the record(s), if known.

  21. Acknowledgement of K.S.A. 45-230

    I hereby acknowledge that I am aware that K.S.A. 45-230 provides: “No person shall knowingly sell, give or receive, for the purpose of selling or offering for sale any property or service to persons listed therein, any list of names and addresses contained in or derived from public records….” (Exceptions noted (1), (2), (3), (4), (5) and (6). I understand and acknowledge that a violation of this law is a fine not to exceed $500 for each violation.

  28. Fees

    Inspection Fee: When a request has been made for inspection of any open record that is readily available to the record custodian, there shall be no inspection fee charged to the requestor. In all cases where inspection of any open record is not readily available, a record inspection fee shall be charged at the rate of $30 per hour per employee engaged in the record search. A minimum charge of $30 shall be charged for each such request.

    Copying Fee: In addition to the fees as set forth under Inspection Fee, a fee of $0.25 per page shall be charged for photocopying of public records, such fee to cover the cost of labor, materials and equipment for copying said records; and $1.80 per page for scanned documents. The $30 per hour per employee for research time is contingent upon personnel being available for record research. In the event any public record cannot be reproduced by the City’s photocopying equipment, the requestor shall be charged the actual cost to the City, in addition to staff time, to reproduce such records. With respect to the Spring Hill Police Department records, the copying fees set forth in subparagraph (a), are modified with respect to the following records: Offense Reports $5.00 for the first page, $0.25 per additional page; Accident Reports $10.00 for the first page, $0.25 per additional page; DVD/Photo Disk $25.00; Fingerprinting $25.00.

    Prepayment Fee: The record custodian may require prepayment of the fees established by Resolution 2018-R-10 whenever he or she believes this is to be in the best interest of the City. Prepayment shall be an estimate of the inspection and/or copying charges accrued in providing the record request. Any overage or underage in the prepayment shall be settled prior to inspection of the requested copies or delivery of the requested copies. Prepayment of inspection/copying of fees shall be required whenever, in the best interest of the record custodian, such fees are estimated to exceed $50. When prepayment is required by the record custodian, no records shall be made available to the requestor until prepayment has been made.

    29. Leave This Blank:

  31. This field is not part of the form submission.