HomeMy WebLinkAbout20130360.tiffSTATE OF COLORADO
DEPARTMENT OF TRANSPORTATION
Region Four
1420 2"' Street
Greeley, CO 80631
(970) 350-2103 Fax (970) 350-2177
January 25, 2013
Weld County Commissioners
do Barbara Kirkmeyer
1150 O Street / P.O. Box 758
Greeley, Colorado 80632
Dear Commissioners:
DPP_4R1MEVl OF TRANSPORTATION
RECEIVED
JAN U ?, 3
WELD COUNTY
COMMISSIONERS
Region 4 staff of the CO Department of Transportation (CDOT) strives to deliver projects that
benefit our transportation planning partners in a timely and cost-effective manner. We are
constantly exploring procedures to expedite mutually -beneficial projects and save tax dollars
without sacrificing quality and accuracy. One such procedure involves partnering with County
Clerks to obtain copies of recorded documents needed to perform accurate highway surveys
and develop right-of-way plans.
In CDOT Region 3, the western part of our state, a majority of the County Clerks who maintain
web portals have given CDOT a "no fee" license, enabling searches and printing of recorded
documents. This saves considerable time for the 14 -county Region based in Grand Junction.
Other counties that have not yet implemented web access will furnish copies via email without
charge. These arrangements have saved considerable time and tax dollars.
CO Revised Statute 24-72-205(4) allows County Clerks to waive fees for copies of public
records if the product is to be used for a public purpose including pubic agency program
support (see attached). Most recognize that we are working to benefit their county and provide
access to their web portals for no charge. Those that do not yet have web portals, most provide
copies via email for free.
If your county does not participate in the no -fee web portal process, we respectfully request you
consider waiving the fee per CRS 24-072-205(4) as it would save tax dollars and expedite
project delivery.
Thank you for your consideration. If you have questions related to this request, please contact
Bob Grube, Right of Way Manager, at (970)350-2152 or by e-mail at bob.grube@state.co.us
Sincerely,
Johnny Olson, P.E.
Region 4 Transportation Director
JWO:TN:mbc
cc: B. Grube, ROW
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"Taking Care To Get You There"
24-72-205. Copy, printout, or photograph of a public record.
(1) In all cases in which a person has the right to inspect a public record, the person may request a copy, printout,
or photograph of the record. The custodian shall furnish a copy, printout, or photograph and may charge a fee
determined in accordance with subsection (5) of this section; except that, when the custodian is the secretary of
state, fees shall be determined and collected pursuant to section 24-21-104 (3), and when the custodian is the
executive director of the department of personnel, fees shall be determined and collected pursuant to section 24-
80-102 (10). Where the fee for a certified copy or other copy, printout, or photograph of a record is specifically
prescribed by law, the specific fee shall apply.
(2) If the custodian does not have facilities for making a copy, printout, or photograph of a record that a person
has the right to inspect, the person shall be granted access to the record for the purpose of making a copy,
printout, or photograph. The copy, printout, or photograph shall be made while the record is in the possession,
custody, and control of the custodian thereof and shall be subject to the supervision of the custodian. When
practical, the copy, printout, or photograph shall be made in the place where the record is kept, but if it is
impractical to do so, the custodian may allow arrangements to be made for the copy, printout, or photograph to be
made at other facilities. If other facilities are necessary, the cost of providing them shall be paid by the person
desiring a copy, printout, or photograph of the record. The custodian may establish a reasonable schedule of times
for making a copy, printout, or photograph and may charge the same fee for the services rendered in supervising
the copying, printing out, or photographing as the custodian may charge for furnishing a copy, printout, or
photograph under subsection (5) of this section.
(3) If, in response to a specific request, the state or any of its agencies, institutions, or political subdivisions has
performed a manipulation of data so as to generate a record in a form not used by the state or by said agency,
institution, or political subdivision, a reasonable fee may be charged to the person making the request. Such fee
shall not exceed the actual cost of manipulating the said data and generating the said record in accordance with
the request. Persons making subsequent requests for the same or similar records may be charged a fee not in
excess of the original fee.
(4) If the public record is a result of computer output other than word processing, the fee for a copy, printout, or
photograph thereof may be based on recovery of the actual incremental costs of providing the electronic services
and products together with a reasonable portion of the costs associated with building and maintaining the
information system. Such fee may be reduced or waived by the custodian if the electronic services and products
are to be used for a public purpose, including public agency program support, nonprofit activities, journalism, and
academic research. Fee reductions and waivers shall be uniformly applied among persons who are similarly
situated.
(5) (a) A custodian may charge a fee not to exceed twenty-five cents per standard page for a copy of a public
record or a fee not to exceed the actual cost of providing a copy, printout, or photograph of a public record in a
format other than a standard page.
(b) Notwithstanding paragraph (a) of this subsection (5), an institution, as defined in section 24-72-202 (1.5), that
is the custodian of scholastic achievement data on an individual person may charge a reasonable fee for a certified
transcript of the data.
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