Public Records Requests


It is the policy of Clatskanie People’s Utility District (District) to respond in an orderly and reasonable manner, in accordance with the Oregon Inspection of Public Records Law (ORS 192.311 to 192.478), to requests for access to public records maintained by the District.


Records requests must be made in writing or by submitting the form below, via a Public Records Request Form. (see Form A attached [PDF]).

Upon receipt of a written public records request, the District will provide an initial written response within five (5) business days. The initial response will acknowledge receipt of the request and include one or more of the following statements:

a) A statement confirming that the District is in possession, or is the custodian, of one or more of the requested public records; or

b) A statement that the District does not possess, and is not the custodian of, one or more of the requested public records; or

c) A statement that the District is uncertain whether it possesses, or is the custodian of, one or more of the requested public records, and that it will search for the requested public records about which it is uncertain and make an appropriate response within an additional ten (10) business days.

Within fifteen (15) business days after receiving the request, the District will take one or more of the following actions:

a) Provide access to, or copies of, all requested public records of which the District is in possession or is the custodian and for which the District does not claim an exemption from disclosure under ORS 192.311 to 192.478 and for which the District is not otherwise prohibited from disclosure by state or federal law (“Responsive Public Records”); or provide a statement that one or more of the requested public records of which the District is in possession or is the custodian is exempt from disclosure under ORS 192.311 to 192.478, including the applicable exemption;

b) Provide a statement that the District is otherwise prohibited by state or federal law from disclosing one or more of the requested public records that are within the District’s possession or of which the District is the custodian, including a citation to the applicable provision of law.

c) If the District is uncertain whether it is in possession, or is the custodian, of one or more requested public records, or is the District is uncertain about the scope or nature or the request, the District may request in writing additional information or clarification for the purpose of expediting the District’s response to the request;

d) Provide a written statement that the District is still processing the request and provide a reasonable estimated completion date.

The District will complete its response to each request for public records as soon as practicable without unreasonable delay.

To the maximum extent possible, the District shall provide access to Responsive Public Records in the same format in which they are maintained by the District.  If Responsive Public Records are readable only with specific programs or computers, the District shall make the program or computer available during normal business hours at the District office in which such program or computer is kept to view the Responsive Public Records.  The District is not obligated to provide any Responsive Public Records in a format other than that in which they are maintained by the District, such as creating a written transcript of an audio recording.

The District may charge fees for responding to any Public Records Request.  Such fees must be reasonably calculated to reimburse the District for its actual costs in granting access to the Responsive Public Records.  If District estimates in its reasonable discretion that such fees will exceed twenty-five dollars ($25), then the District will provide a written estimate of charges to the requester.  The District may require the requester to pre-pay the estimated charges prior to the District granting access to Responsive Public Records.  The District will refund any overpayment if the actual charges are less than the prepayment.

If the District determines that part or all of a public records request is exempt from disclosure under ORS 192.311 to 192.478 or is otherwise prohibited by state or federal law, then the District may refer the matter to legal counsel for review and recommendation. Legal counsel may determine that certain information contained within an otherwise Responsive Public Record is exempt or prohibited from disclosure and must therefore be redacted prior to the District granting access to such Responsive Public Record.  In such case, the District may charge the requester an additional fee for such legal review and redaction.  The District will provide the requester a written estimate of such legal fees and may require the requester to pre-pay the estimated charges prior to the District granting access to Responsive Public Records.  The District will refund any overpayment if the actual charges are less than the prepayment.

If the District denies part or all of a public records request on the basis that one or more requested public records is exempt from disclosure under ORS 192.311 to 192.478 or the disclosure of one or more requested public records is otherwise prohibited by state or federal law, or if the requester believes that the District has otherwise failed to comply with ORS 192.311 to 192.478, then the requester may seek review in accordance with ORS 192.407 and 192.411.

The request shall be deemed by the District to be withdrawn by the requester if, after sixty (60) days following written notice by the District, the requester fails or refuses to pre-pay fees due or fails to respond to a request for additional information of clarification.