Caldwell-Travis Soil and Water Conservation District (SWCD) #304

Open Records Request Policy

Purpose

This policy outlines the procedures for handling Open Records Requests in compliance with applicable state and federal laws, ensuring transparency, accountability, and timely responses.

Scope

This policy applies to all employees, board members, and representatives of the Soil and Water Conservation District (the "District").

Policy Statement

The District is committed to providing access to public records in accordance with the state's Open Records Act. The following procedures are established to ensure compliance and facilitate the public's right to access information.

Procedures

1. Receipt of Requests

1.1. Submission: Requests for public records must be submitted in writing. The Office of the Attorney General has provided a link to the “Public Information Act Request Form”. This link is available on (either the district website or the state agency website)  Requests can be delivered by mail, email, fax, or in person.

1.2. Contact Information: Requests should be addressed to the Open Records Officer and sent to:

    - Mail: 111 E Martin Luther King Jr Industrial Blvd, Suite B Lockhart, TX 78644

    - Email: CaldwellTravis@SWCD.Texas.gov

    - Fax: n/a

    - In Person: 111 E Martin Luther King Jr Industrial Blvd, Suite B Lockhart, TX 78644

2. Acknowledgment

2.1. Initial Response: Upon receipt of a request, the Open Records Officer will acknowledge the request within five (5) business days.  

2.2. Clarification: If the request is unclear, the Open Records Officer may contact the requester for clarification to ensure accurate and complete fulfillment of the request. 

3. Processing Requests

3.1. Review: The Open Records Officer will review the request to determine if the records are subject to disclosure under the Open Records Act.

3.2. Exemptions: Certain records may be exempt from disclosure. If records or parts of records are withheld, the Open Records Officer will provide a written explanation citing the specific exemption.

4. Response Time

4.1. Standard Requests: The District will provide the requested records or a response within ten (10) business days of receiving the request.

4.2. Extended Time: If more time is needed to locate, compile, or review records, the Open Records Officer will notify the requester within the initial ten (10) business days, providing an estimated time frame for response.

5. Fees

5.1. Cost of Copies: The District may charge fees for the cost of copying, printing, and mailing records. 

The fee schedule is as follows:

    - Copies: $0.10 per page

    - Electronic copies: $3.00 per file

    - Mailing: Actual cost of postage

    - Labor: $20/Per hour

5.2. Payment: Fees must be paid before the records are provided. The Open Records Officer will provide an invoice detailing the total cost. 

6. Inspection of Records

6.1. Inspection Location: Records may be inspected at the District office during regular business hours.

6.2. Supervision: An employee of the District may supervise the inspection to ensure the integrity of the records.

7. Denial of Requests

7.1. Notification: If a request is denied, the Open Records Officer will provide a written explanation, including the specific reasons for denial and information on the appeal process.

7.2. Appeals: Requesters may appeal the denial of records in accordance with state law. Appeals must be submitted in writing to the designated appeals officer.

Responsibilities

Open Records Officer: Responsible for receiving, processing, and responding to Open Records Requests in accordance with this policy.

District Employees: Required to assist the Open Records Officer in locating and providing records as needed.

Review and Revision

This policy will be reviewed annually and revised as necessary to ensure compliance with legal requirements and to improve the District’s response procedures.

Effective Date

This policy is effective as of August 1, 2024, as approved and adopted by the Caldwell-Travis SWCD Board of Directors.