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a. The requested document is current and readily available, <br />b. No duplication of the document is required, <br />C. The document is not subject to the City's adopted public records fee <br />schedule; and <br />d. No additional staff time or resources are required in making the <br />document available. <br />Compliance with a request to provide a document in an alternative format pursuant to <br />Section 5 below does not constitute duplication of the document for purposes of this <br />subsection. <br />4.2 Level 2 Requests. Level 2 requests are requests for documents that are not <br />immediately available in pre -prepared format such as, but not limited to, copies of minutes, <br />ordinances, resolutions, administrative orders, building permits, police records, or building <br />plans. Generally, Level 2 requests meet the following criteria: <br />a. The requested document is clearly and correctly identified; <br />b. Extensive staff research is not required to locate the document; <br />C. The requested document is located in one department or division; <br />and <br />d. The requested document does not contain sensitive, confidential, or <br />privileged information, and does not require attorney review prior <br />to release. <br />Cost estimates for responding to Level 2 requests will be provided to the requestor. The <br />requestor must agree to pay the estimated cost of responding to the request before staff will <br />begin to locate, collect, or copy the requested records. If the estimate provided by staff <br />exceeds the actual cost of locating, collecting, and copying the requested records, any <br />overpayment will be refunded to the requestor. If the actual cost of locating, collecting, <br />and copying the requested records exceeds the estimate provided by staff, the requestor <br />must pay the difference before any records will be provided to the requestor. The cost of <br />responding to a public records request will be determined based on the City's adopted <br />public records fee schedule. If a request is unclear, staff may ask for clarification of the <br />request. <br />4.3 Level 1 Requests. Some requests are unique, and are evaluated on a case- <br />by-case basis. Level 1 requests meet the following criteria: <br />a. The request involves multiple staff and/or departments/divisions; <br />b. The request requires extensive research or compilation of <br />documents; <br />C. The request requires attorney review, or <br />d. The request does not qualify as a Level 3 or Level 2 request. <br />The City Recorder is responsible for coordinating responses to Level I requests. Cost <br />estimates for responding to Level 1 requests will be provided to the requestor. The <br />i00265I 1 7;7 } Administrative Order - Page 3 of 4 <br />