I.  Policy:  It is the Policy of the City of Marysville to strictly adhere to the state's Public Records Act.  All exemptions to openness are to be construed in their narrowest sense and any denial of public records in response to a valid request must be accompanied by an explanation, including legal authority, as outlined in the Ohio Revised Code.

1. The City of Marysville, in accordance with the Ohio Revised Code, defines public records as including the following:  Any document - paper, electronic (including but not limited to, e-mail), or other format - that is created or received by, or comes under jurisdiction of a City office that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office.  All City records are public records unless they are specifically exempt from disclosure under the Ohio Revised Code or any other applicable State or Federal law.

2. As a public entity, the City of Marysville maintains a system of records in accordance with the Ohio Revised Code (R.C.) 9.01 - Official Records.  It it the policy of the City that records are organized and maintained so that they are readily available for inspection and copying.  The City's Records Retention Schedule (RC-2) is updated regularly and readily available for reference.  Click Here to view the Records Retention Schedule.

3. The City established a Records Commission per R.C. 149.39 - Municipal Records Commissions.  The City's Records Commission meets on a regular basis to review and update the Records Retention Schedule (RC-2).  Click Here for additional information about the City's Records Commission.

II.  E-mail:  Documents in electronic mail format are records as defined by the Ohio Revised Code when there content relates to the business of the City.  E-mail is to be treated in the same fashion as records in other formats and should follow the City's Records Retention Schedule.

III.  Records Requests:  Each request for public records should be evaluated for response using the following guidelines.

1. The requester does not have to put a records request in writing, and does not have to provide his/her identity or the intended use of the requested public record(s).

2. Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the record custodian to identify, retrieve, and review the records.  If it is not clear what records are being sought, the records custodian must contact the requester for clarification, and should assist the rquester in revising the request by explaining the manner in which the City keeps records.

3. Public Records are available for inspection at all reasonable times during regular business hours (Monday through Friday from 8:00am to 4:30pm), with the exception of published holidays.  Requests for inspection will be fulfilled promptly.  Request for copies will be fulfilled within a reasonable period of time.  Note:  For inspection requests and/or copy requests, the volume of records requested; the proximity of the location where the records are stored; how the records are stored (media type); and the necessity for any legal review of the records requested should be taken into account.

4. Each request should be evaluated for an estimated length of time required to gather records.  A request for records where records are readily available and do not require legal review should be fulfilled immediately, if feasible to do so.  For a request where the records are not readily available or require legal review, an estimated number of business days to fulfill the request along with an estimated cost of copies (if applicable) should be communicated to the requester within a reasonable period of time.  Note:  If the initial request was submitted in writing, the explanation should be provided to the requester in writing.

5. Any denial of public records requested must include an explanation, including legal authority.  If portions of the record(s) are public and portions are exempt, the exempt portions are to be redacted and the rest released.  If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.

IV.  Costs for Public Records:  There is no charge for inspection of records or records via e-mail.  Those seeking copies of public records will be charged only the actual cost of making the copies and if necessary, the actual cost of postage and mailing supplies.  Note:  Prepayment is required.

V.  Failure to Respond to a Public Records Request:  The City of Marysville recognizes the legal and non-legal consequences of failure to properly respond to a public records request.  In addition to the distrust in government that failure may cause, the City's failure to comply with a request may result in a court ordering the City to comply with the law and to pay the requester attorney's fees and damages.

All documents are in .PDF format and require Acrobat Reader software.
Click Here to download a free version of Acrobat Reader.