05/27/2008 - City of Coldwater

P08-03CITY OF COLDWATEROffice of the City AssessorOne Grand St.Coldwater, MI 49036PUBLIC RECORD INSPECTION OR EXAMINATION POLICY____________________________________________________________I. Purpose. The purpose of this policy is to establish such procedures as are necessary tocomply with MCL 211.10a of the General Property Tax Act which requires the City ofColdwater to have available for inspection or examination and copying all propertyassessment rolls and property record cards during the customary business hours.The Public Records Inspection or Examination Policy sets forth the City’s policies andprocedures regarding how requests for inspection of public records will be handled.II. Policy. It is the policy of the City to accommodate all requests to inspect and examine publicrecords under the custodian of said records and files during customary business hoursIII. Protection of Records. In order to safeguard public records and avoid unreasonableinterference with the discharge of City functions, the following guidelines shall apply whenrequests are made to examine public records.a. Records shall be made available for examination in the Municipal Building duringregular business hours and at such locations and time as will permit supervision of therecords examination by a member of City staff.b. During the examination of such records the custodian of such records will protect saidrecords and files.c. The officer shall prohibit the use of pen and ink in making copies or notes of recordsand files in his or her office. No books, records, and files shall be removed from theoffice of the custodian thereof, except by the order of the judge of any court ofcompetent jurisdiction, or in response to a subpoena duces tecum issued therefrom, orfor audit purposes conducted pursuant to 1919 PA 71, MCL 21.41 to 21.55, 1929 PA52, MCL 14.141 to 14.145, or 1968 PA 2, MCL 141.421 to 141.440a, with thepermission of the official having custody of the records if the official is given a receiptlisting the records being removed.d. Fees. Applied the same as FOIA Policy P06-02