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M <br />MEMORANDUM <br />DATE: October 15, 2005 <br />TO: Mayor and Councilmsmbers <br />FROM : Mike Morrison, City Manager <br />Roger Larson, Finance Director <br />ITEM: DATA PRACTICES—CIIARGC E FOR C®PIFS/P®EICI REPORTS <br />Per Council's direction,) have further researched the new Data Practices Act regarding <br />fees for providing copies of public government data. <br />The new law (effective 8/1/2005) is very specific. The Statute 13.03 reads as follows: <br />1) For 100 or fewer copies, the entity "May not charge a per -page fee of not <br />more than 25 cents per page." <br />Also, "The entity is authorized to charge on the per -page charge and cannot <br />use a fee Calculation Method for fewer than 100 copies." <br />Can we establish a fee structure based on a Fee Calculation Mdhod? <br />Yes? For any copies requested over 100 pages. <br />What is a reasonable fee based for St. Anthony to charge? <br />The Statute is specific about what costs may be included in establishing a Pee Calculation <br />Method. Some of them include: <br />1) You must use the lowest paid persons hourly rate. <br />2) Staff time required to retrieve documents, remove doctunents, <br />Sort and label documents, remove staples, taking documents <br />to the copier and copying, but not for returning the documents. <br />3) Paper costs <br />4) Mailing costs, etc. <br />Based on an estimated time of 3 minutes to perform the task, a charge of $1.00 per each 3 <br />minutes of staff time and $.25 cents per copy can be justified. <br />