Request for Inspection of Public Records
Public Records Disclosure Information
Pursuant to ORS 192.420 (1), every person has a right to inspect any non-exempt public record of Lane Transit District (“LTD”). LTD recognizes and respects the public’s right to public documents and the importance of maintaining orderly files to facilitate public access in an efficient and cost-effective manner.
Requesting Public Records
Requests for public records must be submitted in writing to the Public Records Officer. Public records requests may be submitted in person, by mail, by fax, or by e-mail.
- In Person: The Public Records Request Form is available at LTD’s Administrative Office, 3500 E. 17th Avenue, Eugene (in Glenwood), between the hours of 9:00 a.m. and 4:00 p.m., excluding observed holidays.
- Mail: Complete the online Public Records Request Form, print it, and then mail to: Public Records Officer, Lane Transit District, PO Box 7070, Springfield, OR 97475
- Fax: Complete the online Public Records Request Form, print it, and then fax to (541) 682-6111, ATTN: Public Records Officer
- Online: Complete and submit the online Public Records Request Form, to email@example.com.
The Public Records Request Form must be fully completed and must include the following information from the requestor:
- Mailing address
- E-mail address
- Telephone number
- A sufficiently detailed description of the record(s) requested to allow LTD to search for and identify responsive records.
LTD may request additional information or clarification from the requestor, as necessary.
Inspection of Public Records:
A person requesting to inspect records at LTD must complete the Public Records Request Form and must also call the Public Records Officer to indicate the number of people seeking to inspect the requested record(s) so that a conference room may be reserved. Once LTD has received and reviewed the request, the requestor will be contacted when the records are ready for review. Public records are available for inspection weekdays, between the hours of 9:00 a.m. and 4:00 p.m., excluding observed holidays. Please contact the Public Records Officer in advance to schedule an appointment. The Requestor will not remove documents from the viewing area, disassemble, or otherwise alter any document.
Public Records Fees:
Oregon Revised Statutes (ORS) 192.440(4) allows LTD to establish fees reasonably calculated to reimburse LTD for its cost of making public records available.
View the list of fees LTD is authorized to charge under public records law.
For cost estimates less than $25.00, the requestor must agree to pay the fees associated with the request before LTD will take further action on the request. Payment in full by cash or check payable to “Lane Transit District” is required prior to release of records.
Cost estimates that exceed $25.00 will be provided to the requestor. LTD requires pre-payment of one-half of the estimated fee before taking further action on a request. Payment of the remaining fees is required before LTD discloses the requested record(s). If the actual charges are less than the prepayment, any overpayment will be refunded in a timely manner.
NOTE: Many public records are currently available on LTD’s website at no cost. Examples include financial reports, ordinances, and Board meeting agenda packets and minutes.
Response to Records Requests
LTD will respond to a person who makes a written request for public records as soon as practicable; however, it will be done in such a manner so as to provide the least disruption to the regularly scheduled workload of each department. The response will acknowledge receipt of the request and will include one of the following:
- A statement that LTD does not possess, or is not custodian of the public record(s);
- A statement from LTD that it needs clarification of the request;
- Copies of all requested public records for which LTD does not claim an exemption from disclosure under ORS 192.410 to 192.505.
- For cost estimates that exceed $25.00, a cost estimate for providing the records, requiring pre-payment of the estimated fee before LTD will take any further action on the request, with instructions on how to pay the fees;
- A statement that LTD is the custodian of at least some of the requested public records and the amount of time LTD needs before the records will be available to the requestor;
- A statement that LTD is uncertain if it possesses the public record and that LTD will search for the record and make an appropriate response as soon as practicable; or
- A statement that the requested record(s) are exempted from public disclosure under state and/or federal law.
Protecting the Rights of Others: If requested records contain information that may affect the rights of others, before providing the records, the Public Records Officer or designee may give notice and allow time for action by the other parties.
Review of Denials for Release of Public Records
Within five (5) business days of LTD’s issuance of a denial or partial denial of the requestor’s public records request, the requestor may petition the Public Records Officer in writing for a review of that decision. The petition must clearly identify the reasons the requestor disagrees with LTD’s denial or partial denial of the requestor’s public records request. The Public Records Officer will provide the petition and other relevant information to the LTD General Manager or his/her designee. The General Manager or his/her designee will promptly consider the petition and either affirm or reverse the denial.
Resolution No. 2015-027, A RESOLUTION ESTABLISHING A PUBLIC RECORDS POLICY AND SETTING FEES is found here.
For more information, contact:
Clerk of the Board