Policy For Open Records Request To Houston County, Alabama
Policy #50
POLICY FOR OPEN RECORDS REQUEST TO HOUSTON COUNTY, ALABAMA
Date Adopted: 10/15/24 Minute Book: 46 Page: 127
POLICY
To establish a policy for Houston County regarding requests for open records.
PROCEDURE
It is the policy of the Houston County Commission (“Commission”) to comply with Alabama’s Open Records Act, as amended by Ala. Act No. 2024‑278, effective October 1, 2024 (“Open Records Act”), to allow Alabama residents, as defined below, to inspect and take a copy of public records within the custody and control of the Commission, subject to the payment of reasonable fees, and to appropriate protections for private, confidential, privileged, and other nonpublic information. An Alabama resident requesting to inspect and take a copy of a public record (“Requester”) is required to comply with the procedures set forth below.
ALABAMA RESIDENT
For purposes of this policy, the term “Alabama Resident” has the same meaning as “Resident” under Ala. Code § 36‑12‑43, as amended: An individual permanently domiciled in Alabama with an expectation to remain, demonstrated by reasonable proof such as an Alabama driver license or voter registration.
SUBMISSION OF REQUEST / PROOF OF RESIDENCY
All requests to inspect and take a copy of public records (“Public Records Requests”) must be submitted using the Commission’s Standard Public Records Request Form. The request must be accompanied by proof that the Requester is an Alabama Resident.
All Public Records Requests and required documentation must be submitted in person, by the Requester, to:
County Chief Administrative Officer Houston County Commission 462 North Oates Street Dothan, AL 36303
IMPORTANT: Due to cybersecurity and safety concerns, the Commission will not respond to any requests or inquiries submitted via unsolicited emails or other electronic communications.
AMERICANS WITH DISABILITIES ACT COMPLIANCE
The Commission will provide effective communication as needed to ensure access to public records within its custody and control.
DESCRIPTION OF RECORDS REQUESTED
Requests must specifically and discretely identify the requested public record.
The Public Officer is not obligated to respond to requests that are:
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vague
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ambiguous
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overly broad
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unreasonable in scope
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seeking records that do not exist
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seeking materials that are not public records
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not submitted pursuant to these procedures
DATE OF RECEIPT
A Public Records Request is deemed received when physically received by the Public Officer at the designated location.
REMITTANCE OF ADMINISTRATIVE FEES
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Requester must pay estimated reasonable administrative fees before receiving any records.
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For time‑intensive requests, the Requester must pay the required fee before the search begins.
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If final costs exceed the estimate, the Requester must pay the additional amount before records are provided.
Payment methods:
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Cash
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Money order
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Certified bank funds (cashier’s check)
Delivery options:
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In person
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USPS
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Common carrier (FedEx, etc.)
Address for in‑person or common carrier payments:
County Chief Administrative Officer Houston County Commission 462 North Oates Street Dothan, AL 36303
Address for USPS payments:
Houston County Public Officer County Chief Administrative Officer Houston County Commission 462 North Oates Street Dothan, AL 36303
QUESTIONS
Questions regarding these procedures should be directed to the Public Officer at:
Phone: 334‑677‑4743 Mail: Houston County Commission, 462 North Oates Street, Dothan, AL 36303
HOUSTON COUNTY COMMISSION – PROCEDURES FOR PUBLIC RECORDS REQUESTS
(Full duplicate of the procedural section above, as included in the PDF.)
HOUSTON COUNTY COMMISSION
PUBLIC RECORDS REQUEST FORM
DATE REQUEST RECEIVED (County use): REQUEST NUMBER (County use):
REQUESTER’S CONTACT INFORMATION
Name: Phone number: Mailing address: City: State: Zip code: Street address (if different): City: State: Zip code:
Government entity to which request is directed:
DESCRIPTION OF RECORDS REQUESTED
(Be as specific as possible. Vague or overly broad requests may not be processed. Extensive requests may increase administrative fees.)
ADMINISTRATIVE FEES
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Estimated fees must be paid before fulfillment.
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Time‑intensive requests require payment before search begins.
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Copies (8.5×11 or 8.5×14): $0.25 per page
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Labor charges apply based on employee hourly rate.
CERTIFICATION AND PROOF OF RESIDENCY
By signing, the Requester certifies they are an Alabama resident with standing to request public records. Proof of residency is required.
SUBMISSION OF REQUEST
Requests must be submitted in person during regular business hours at:
County Chief Administrative Officer Houston County Commission 462 North Oates Street Dothan, AL 36303
No responses will be provided to unsolicited electronic communications.
SIGNATURE
Signed and certified this ___ day of ______ 20__.
Signature of Requester: _______________________
FOR OFFICE USE ONLY
Proof of Residency Type: Date: Received by Public Officer: (Signature of Public Officer)