FAQs

What is a Public Record? 

A Public Record includes any writing prepared, owned, used or retained by the City in the conduct of its official business, regardless of its physical form or characteristics. Writings include information recorded or stored on paper, computers, e-mail, audio or visual tapes.

How does the City process Public Records Request?

The City responds to requests for public records through its public records portal (NextRequest) pursuant to the California Public Records Act (CPRA), Government Code sections 7921.000. Pursuant to Government Code section 7922.535, the City will determine whether it has disclosable records within 10 days from receipt of a request. In some instances, depending on the complexity of the request, the City may need a 14-day extension to conduct a search of its records to determine whether responsive records exist.

If disclosable records exist, the City will make every effort to provide responsive non-exempt records within a reasonable timeframe; however, response times will vary depending on the types and volume of records requested and the scope or timeframe of the request.

How detailed should my request be?

The City strongly recommends including details that will facilitate a focused search:

  • Describe the nature of the record being requested and/or provide the name or identification number of the records to the best of your knowledge.
  • Provide the time frame or date range you are interested in, for example: Fiscal Year 2023-2024 or from January 2023 to present.
  • When possible, identify the departments and/or City employees that may be involved in the subject matter.
  • Avoid abbreviations.
  • When applicable, provide specific addresses, block numbers (for example, the 500 block of Plaza Blvd), or an intersection.

What contact information should I include on my request?

Requesters are strongly encouraged to provide at least some contact information. Providing an email address will allow you to log into the portal to view your request and access records that are uploaded to your request. In addition, this will allow City staff to send you notifications regarding the status of your request.

Requesters’ information is not published on this portal; however, this information is public and may be released in response to a public records request.

Are there any fees or charges for public records requests?

Electronic copies, if available, are provided at no cost. The City may charge for the actual costs of duplicating paper records. Fees for copies are $0.10 per 8 ½” x 11” page unless the requested record has an established fee.

When may public records be inspected?

In general, electronic records identified as responsive to CPRA requests are made available through the public records portal.

Public records maintained by the City Clerk are open to inspection during regular office hours: 7:30 a.m. to 6:00 p.m., Monday through Thursday via an appointment. City Hall is closed on Friday and observed City holidays. The Office of the City Clerk is located at 320 West Newmark Avenue, Monterey Park, CA 91754.