HomeMy WebLinkAboutItem 06.cApril 14, 2015 Item No.________
RESOLUTION AMENDING THE FEE SCHEDULE
RELATED TO COPIES
Proposed Action
Staff recommends adoption of the following motion: Move to approve a resolution
amending the 2015 City of Lakeville Schedule of Fees related to copies.
Passage of this motion will bring fees related to copies into compliance with the City’s
approved data practices policies and Minnesota Statutes, Chapter 13, the Government Data
Practices Act.
Overview
In light of recent litigation, staff has conducted a thorough review of the copy fees that
departments charge for paper and electronic copies when responding to public data
requests. The City Council approved updated Data Practices Policies on January 5, 2015. The
copy costs outlined in those policies were modeled after a sample policy provided by the
State of Minnesota Information Policy Analysis Division (IPAD), which were consistent with
State Statute. This proposed resolution amending the 2015 Schedule of Fees will bring the
fee schedule for copies into compliance with the City’s policies adopted in January and with
current State Statute.
Primary Issues to Consider
• How often do departments receive requests for data to be provided in paper form?
The majority of requests that the City receives are for the transmittal of data in
electronic format.
Supporting Information
• Outline of current fees charged by departments and the proposed changes
_______________________
Charlene Friedges, City Clerk
Financial Impact: $__________Budgeted: Y/N ____ Source: __________________
Related Documents (CIP, ERP, etc.): _______________________________________
Community Values: Good Value for Public Services
FEE SCHEDULE – PROPOSED AMENDMENTS
Copy fees are for paper only
No charge for electronic copies (including CDs and DVDs)
ENGINEERING Current Fee Proposed Fee
Comprehensive Park Plan $20 **Copy costs
Comprehensive Trail Plan $20 **Copy costs
Comprehensive Water Plan on CD $25 No charge
Comprehensive Transportation Plan on CD $25 No charge
Comprehensive Sanitary Sewer Plan on CD $25 No charge
Water Resources Management Plan on CD $25 No charge
Wetland Management Plan $60 **Copy costs
Digital Data – Data transfer $50/hr. Actual cost
E-mail pdf copies over 11x17 $7/copy No charge
Standard Specifications on CD $25/set No charge
PLANNING AND ZONING Current Fee Proposed Fee
Comprehensive Plan Update No charge **Copy costs
Zoning Ordinance No charge **Copy costs
Subdivision Ordinance No charge **Copy costs
Sign Ordinance No charge **Copy costs
Zoning Map No charge *Map fee
2020 Land Use Map No charge *Map fee
MAPS – Current Fee Preparation of Colored Maps/Exhibits
11x17 or larger - Proposed Fee *
11 x 17 $3 B & W $5 Color $7 per page plus actual time
18 x 24 $5 B & W $10 Color $7 per page plus actual time
24 x 34 $7 B & W $15 Color $14 per page plus actual time
36 x 48 $15 B & W $20 Color $14 per page plus actual time
COPIES Current Fee Proposed Fee
B & W letter size or legal size No charge **Copy costs
B & W 11x17 or larger No charge *Map fee
Color letter size or legal size $1/page $1/page
PUBLIC SAFETY Current Fee Proposed Fee
Accident Photo Actual cost No charge
Digital photos or audio recording $10 No charge
DVD $25 No charge
Police report/animal license listings .25/page **Copy costs
Fire incident report .25/page **Copy costs
Police accident report .25/page **Copy costs
Letters of clear record $5.00 **Copy costs
Police Summary Reports $20/week **Copy costs
Records Check – daycare $5/person No charge
Archive Retrieval $10 No charge
**Copy costs based on State Statute and City of Lakeville Data Practices Policies:
• Less than 40 pages: No charge
• Members of the Public: 40 to 100 pages black and white, letter or legal size paper
one-sided 25 cents per page, two-sided 50 cents per page
• Data Subjects: 40 pages or more – actual cost
CITY OF LAKEVILLE
RESOLUTION NO. __________
RESOLUTION AMENDING THE CITY OF LAKEVILLE
SCHEDULE OF FEES RELATED TO COPIES
WHEREAS, the City Council adopted a Data Practices Policy for Members of the Public and a
Data Practices Policy for Data Subjects on January 5, 2015; and
WHEREAS, Minnesota Statute Chapters 13.03 and 13.04 allow municipalities to charge a fee for
copies of government data under certain circumstances; and
WHEREAS, Minnesota Statue Chapter 13.03 prohibits the City from charging the cost of
employee time for separating public from not public data; and
WHEREAS, the proposed fee schedule amendments are consistent with State Statute and the
City’s data practices policies.
NOW, THEREFORE, BE IT RESOLVED that the City of Lakeville 2015 Schedule of Fees shall be
amended as follows:
1. No charge for transmittal of electronic copies, including faxing, CDs and DVDs;
2. No charge for copies if the cost is less than $10 (less than 40 pages);
3. The charge for 40 to 100 pages of black and white, letter or legal size paper for
Members of the Public shall be 25 cents for each one-sided copy or 50 cents for each
two-sided copy;
4. The charge for copies (40 pages or more) for Data Subjects shall be the actual cost of
making the copies;
5. The charge for color copies, letter size or legal size, shall be $1 per page;
6. The charge for preparation of colored maps and exhibits shall be $7 per page for 11x17
or 18x24 and $14 per page for 24x34 or 36x48;
7. The charge for most other types of copies, when a charge is not set by Minnesota
statute or rule, is the actual time and material cost of searching for and retrieving the
data and making the copies or electronically transmitting the data. Costs cannot include
employee time for separating public from not public data.
APPROVED this 20th day of April 2015
______________________________
Matt Little, Mayor
_________________________________
Charlene Friedges, City Clerk