How to request records from transportation development districts

BY CHAD DAY
news@ColumbiaMissourian.com

HOW TO: THE FORM

Previous: Custodians of records

The custodians are required by Missouri Sunshine Law to provide copies of reasonably sized documents (usually 8.5 x 11) at 10 cents a copy. Different districts, however, have varying policies on how much they charge for records, some as much as $100 an hour for clerical time. The Missourian found negotiating for records with the individual boards and using the following letter format to be the most effective.

SAMPLE SUNSHINE REQUEST LANGUAGE:

(NAME)

(FIRM/BUSINESS)

Custodian of Records, _______________ TDD

(ADDRESS)

(E-MAIL ADDRESS)

Mr./Ms./Mrs. __________________,

This is a request for records under the Missouri Sunshine Law, Chapter 610, Revised Statutes of Missouri.

We request that you make available to us the following records from _____________ TDD:

(BEST IF ITEMIZED BY BULLET POINT AND SPECIFIC. YOU WILL GET A FASTER AND MORE THOROUGH RESPONSE IF THE DISTRICTS’ STAFF CAN USE YOUR REQUEST AS A CHECKLIST)

EXAMPLE INFORMATION TO REQUEST:

* The district’s total administrative costs itemized by year

* The district’s total amount of legal costs itemized by firm by year

* The district’s total transportation costs itemized by year

* Total sales tax collected itemized by year

* Total estimated project costs

This is not a request for privileged information, defined as any communication between the district and its attorneys, conducted in a confidential manner. I am only seeking the above information that is open to the public because of the district’s status as a public governmental body that controls taxpayer dollars.

I understand that this has the potential to be a large request encompassing hundreds or thousands of pages. As such, in the interest of expediency, I would be willing to review the records in their original form to avoid compilation and copying costs.

A response to confirm receipt of request and to set up a time can be made by e-mail at (E-MAIL ADDRESS) or by phone at (PHONE NUMBER).

Or, if copying costs are less than $25.00, then I request that the records responsive to my request be copied and sent to me at the following address: (ADDRESS)

Please electronically deliver this information to: (E-MAIL ADDRESS)

We request that all fees for locating and copying the records be waived. The information we obtain through this request will be used to inform taxpayers in Boone County as to the destination and distribution of sales tax revenue collected at businesses with which they conduct transactions. It is vital to the functioning of democracy that taxpayers have access to information regarding distribution of tax monies and that government agencies adhere to transparency.

I request an estimate of the total cost of this request prior to any billable action on your part.

Please let us know in advance of any search or copying if the fees will exceed $25.00. Copying fees are to be billed to: (ADDRESS)

If portions of the requested records are closed, please segregate the closed portions and provide us with the rest of the records.

Please contact me at (PHONE NUMBER) if you have any questions.

Thanks for your time. I look forward to hearing from you in three days.

(YOUR NAME)

(YOUR ADDRESS)

(YOUR PHONE)

(YOUR E-MAIL)