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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 />5. Provision of Records in Alternative Format. The Americans with Disabilities <br />Act (ADA) prohibits the City from discriminating against persons with disabilities when providing <br />services, programs and activities. Thus, when making public records available to the public, the <br />City must provide an opportunity for persons with disabilities to request a record in an alternative <br />format (large print, Braille, audio tape, etc.). The City must give primary consideration to the <br />choice expressed by the person but is not required to provide personal devices, such as reading <br />glasses, for personal use or study. The City is entitled to consider the resources available for use <br />in responding to a request for an alternative format. The PRC should consult with legal counsel if <br />there is a question about the City's obligation under the ADA in response to a particular request. <br />Dated and effective this 1 day of February, 2018. <br />Jon R. Ruiz <br />City Manager <br />�00265117;7 } Administrative Order - Page 4 of 4 <br />