Public Records Act (PRA) Requests

Purpose
The purpose of these guidelines is to implement the California Public Records Act, commencing at section 6250 of the Government Code, and other applicable statutes and case law, by setting forth the procedures to be followed when making records available to the public.  It is the policy of this district that public records are open to inspection at all times during the district’s office hours.  Any reasonably segregable portion of a record shall be made available for inspection after deletion of the portions that are exempted from disclosure by law.  It is also the policy of this district that except for public records exempt from disclosure by express provisions of law, a request for a copy of reasonably-described identifiable records shall be made available with minimal delay to the requesting party.  An exact copy shall be provided unless impracticable to do so.

Definitions 
"Public Records" constitute those items that are deemed open to public inspection pursuant to the terms of the California Public Records Act (Government Code §6250 et seq.) 
"District" means the San Mateo County Transit District. 

Requests must reasonably describe an identifiable record for inspection
Upon a request for a copy of records, the district shall within 10 days from receipt of the request, determine whether the requested record, in whole or in part, is a public record in the possession of the district which is not subject to any exemptions to disclosure, and shall promptly notify the person making the request of the determination and the reasons therefore.  

In unusual circumstances, the time limit prescribed in this section may be extended by written notice by the executive manager or his/her designee to the person making the request, setting forth the reasons for the extension and the date on which a determination is expected to be dispatched.  

Time for inspection of public records 
All records subject to public inspection may be examined by the person submitting the written request during regular business hours of the district (8 a.m. – 5 p.m., Monday through Friday, excluding holidays) at the District Administrative Offices, located at 1250 San Carlos Avenue, San Carlos, CA  94070. 

After records responsive to the request have been located and reviewed by the district, and the district has determined that the records are appropriate for public disclosure, the executive manager shall arrange a mutually convenient time for the requesting party to inspect the records. No public records shall be removed from the District's premises.

Fees for copies of public records  

The California Public Records Act provides that a fee may be charged to cover the direct costs incurred in making copies of records or information requested. A fee of $0.10 per page will be charged for photocopies. This fee may be waived at the district’s sole discretion for requests totaling fewer than 50 pages per Public Records Act Request.

Procedure for inspection and obtaining copies of public records 
Requests to inspect and/or copy public records of the district should be submitted in writing to:
Attention:  Martha Martinez – PRA 
San Mateo County Transit District 
1250 San Carlos Ave.
San Carlos, CA  94070  
PRA@samtrans.com  
Office:  650-508-6242
Fax: 650-508-6281 
  

Click here for a printable Records Request Form or fill in the electronic request below. 

6/9/14 - ja

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