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Board Policy No. 16 — Public Records Requests <br /> 2. Board agendas and agenda packets distributed to all, or a majority of the Board, must be <br /> made available at the address listed on the meeting agenda upon request without delay. <br /> 3. Members of the public will have access to copies of documents prepared by NCTD staff <br /> and distributed at Board meetings to all or a majority of the Board members. <br /> Requests to Inspect and/or Make Copies <br /> The District encourages requests to be submitted via If any member of the public <br /> chooses to make a verbal request for records, such requests will only be accepted during normal <br /> business hours when NCTD offices are open. This requirement complies with the Public Records <br /> Act mandate that public records must be "open to inspection at all times during the office hours <br /> of the state or local agency..." (Gov. Code § 6253, subd. (a)). (Emphasis added.) This <br /> requirement to submit records requests during normal business hours also complies with the <br /> Public Records Act provision that allows the NCTD to "adopt requirements for itself that allow for <br /> faster, more efficient, or greater access to records than prescribed by the minimum standards set <br /> forth in [the Public Records Act]," (Gov. Code § 6253, subd. (e)). <br /> Requests should clearly identify the records requested. The requester should specify the records <br /> to be inspected/copied with sufficient detail to enable the NCTD to identify the particular records. <br /> If the request seems ambiguous or unfocused, NCTD staff will make a reasonable effort to obtain <br /> additional clarifying information from the requester that will help identify the record or records. <br /> Pursuant to Government Code § 6253.1, NCTD staff shall do all of the following, to the extent <br /> reasonable under the circumstances: <br /> 1. Assist the member of the public to identify records and information that are responsive to <br /> the request or to the purpose of the request, if stated; <br /> 2. Describe the information technology and physical location in which the records exist; and <br /> 3. Provide suggestions for overcoming any practical basis for denying access to the records <br /> or information sought. <br /> A response to a request for inspection or copies of public records that includes a determination <br /> that the request is denied, in whole or in part, shall be in writing. <br /> Records Exempt from Disclosure <br /> Records which are exempt from disclosure by law include but are not limited to the following: <br /> 1. Preliminary drafts, notes, interagency, or intra-agency memoranda which are not <br /> retained by the NCTD in the ordinary course of business, provided that the public interest <br /> in withholding such records clearly outweighs the public interest in disclosure, (Gov. Code <br /> § 6254, subd. (a)). <br /> 2. Records pertaining to pending litigation to which NCTD is a party, or to claims made <br /> pursuant to Division 3.6 (commencing with Section 810) of Title 1 of the Government <br /> Code, until such pending litigation or claim has been finally adjudicated or otherwise <br /> settled (Gov. Code § 6254, subd. (b)). <br /> 3. Personnel, medical, or similar files, the disclosure of which would constitute an <br /> unwarranted invasion of personal privacy (Gov. Code § 6254, subd. (c)). <br /> Page 3 of 6 <br />