[Ord. 3943, §1]
The City Clerk is hereby designated as the "Custodian of Records" for the City of Rolla and such Custodian is located in Rolla City Hall, 901 North Elm Street, Rolla, Missouri 65401. Such designation does not mean that the City Clerk will necessarily have all the records in his or her possession, but simply is an indication to whom requests for copies of records and information regarding the City government shall be directed. Requests for records made to persons other than the City Clerk shall not be considered to be requests that are made pursuant to the Missouri Sunshine Law, Chapter 610 of the State Statutes. Nonetheless, any official or employee of the City who receives a request is directed to inform the City Clerk of the request in a timely fashion, so that a response may be made to the request.
[Ord. 3943, §1]
All requests for records, notices, or information should be in writing and should be accompanied by a deposit of the estimated costs of reproducing the requested information. Oral requests, if received by the City Clerk, shall be immediately recorded in written form to document the same. Any request received by the City Clerk shall be initialed by the clerk, with the date and time of receipt noted.
[Ord. 3943, §1]
The requesting party shall indicate on the request the manner in which a response is desired. In absence of instructions to the contrary, it will be assumed that the requesting party wants to receive a response in the same form as the original request. (Example, if someone stops by City Hall and requests copies of documents, it will be assumed that the requesting party will stop by City Hall later to pick up the documents. But if someone mails a request to the City Hall, it will be assumed that a mailed response is desired).
[Ord. 3943, §1]
The Custodian of Records shall respond to the request within three (3) business days of its receipt. A "business day" is a day when the City Hall is open for the conduct of City business during its normal business hours. While it is desirable that the entire transaction be completed within three (3) business days, there may be circumstances where clarification or explanation of the request is necessary, or where it may be necessary to provide only part of the requested information while searches are made to find copies of other documents requested.
[Ord. 3943, §1]
The Custodian of Records shall document the response provided either by (1) making an extra copy of the response and attaching it to the original request, (2) noting on the request what documents were provided, or (3) keeping a copy of any letter or note requesting additional information in order to process the request. Additionally, the Custodian of Records shall maintain a log to determine if requests are completed timely and all requests are adequately filled, Necessary information includes, but is not limited to, the date of request, a brief description of the request, the date the request is completed or why the request cannot be completed, and any associated costs of filling the request.
[Ord. 3943, §1]
A request for copies of "all documents" or "every document" of a particular sort involves a request to search through every record of the City in order for the City to certify that it has provided "all" or "every" document. Such searches are expensive. Similarly, a request for records compiled in a format differing from the format in which the records are customarily retained is a request for a search and compilation, and can be expensive. As a general rule, the Custodian of Records is not expected to engage in extensive searches or compilations. Any search request that will require more than fifteen (15) minutes of the Custodian's time will be refused without a reasonable advance deposit for the estimated time required to search for the records.
[Ord. 3943, §1]
(a) 
Fees for search, retrieval, accompanying and returning to their proper storage all City documents shall be:
(1) 
For a search of fifteen (15) minutes or less: no retrieval fee.
(2) 
For a search, retrieval, accompanying, and return of documents requiring more than fifteen (15) minutes: may be charged the actual cost of research time.
(b) 
Fees for copies of documents shall be:
(1) 
For copies that can be made on the City's copy machine or other equipment available at City Hall: ten cents ($0.10) per side of page.
(2) 
For copies that must be made elsewhere or copies that require significant time (15 minutes or more): the actual charges imposed.
[Ord. 3943, §1]
To reduce the cost to both the requesting party and the City, the Custodian of Records may permit a physical inspection of the records by the requesting party to help specify what documents are needed. The Custodian may impose such security as is deemed appropriate to guarantee that no record is removed from the City files. The requesting party shall pay the cost of that security at the rate provided in Section 2-257.
[Ord. 3943, §1]
The Custodian of Records is empowered to waive the collection of any of the fees totaling less than one dollar ($1.00) provided in Section 2-257 above to any citizen of the City requesting documents from the City, or to any representative of the news media that routinely sends a reporter to cover meetings of the City Council. No person or organization shall receive more than three (3) such waivers in any twelve-month period. The fees may be waived if they contribute significantly to public understanding of the operations or activities of the public governmental body and is not primarily in the commercial interest of the requestor. Any request for documents may be furnished without charge or at a reduced charge by the City Council.
[Ord. 3943, §1]
All records of the City which are permitted to be closed records by reason of the Sunshine Law or by any other statute of Missouri, or by any statute or regulation of the United States government shall be maintained as closed records. No such closed record shall be released to any person who is not a part of the City government, except that the City's auditor may see such records as are reasonably necessary to prepare an audit report as requested by the City, and the City's attorney may see such records as are reasonably necessary to represent the City. Requests that closed records be opened to the public inspection will be considered on a case-by-case basis by the City Council.
[Ord. 3943, §1]
No subpoena for a closed record shall be honored. All such subpoenas shall be referred to the City attorney for a response, and for a motion to quash the subpoena. The only exception to this requirement that will be recognized is a subpoena from a grand jury.
[Ord. 3943, §1]
The Custodian of Records shall establish a fixed place where all public notices and agendas will be posted. This notice board should be in a place that is accessible to members of the public at times when the City Hall is open and (if possible) should be lighted and available for public inspection even at times when the City Hall is closed. This notice board shall have the notion "PUBLIC NOTICES" printed in letters at least four (4) inches in height at the top of said board. A window or glass door at the entrance to the city Hall may be used as the notice board, provided such notices are placed in such a fashion that they can be read by persons on the outside of the City Hall.
[Ord. 3943, §1]
Any person employed or working for the City, or who has been entrusted with a record that is marked to indicate that it is "confidential" or a "closed record," or who has been invited to participate in a closed meeting who nonetheless discloses any closed record, or any information about the contents of any closed meeting to any person shall be guilty of an offense under the ordinances of the City, and upon conviction therefore may be punished as provided by law. Any such person who is employed or working for the City may also be subject to the termination of their employment as a result of such disclosure. Any such person who is an elected official may also be subject to impeachment from their office as a result of such disclosure.