A public record is any state or local record relating to the conduct of government or the performance of a governmental function, and which is prepared or retained by any state or local agency. The record may be in a variety of forms such as writing, a recording, a picture, an electronic disk, a magnetic tape, etc.
The City Clerk is the City of Sammamish’s Records Officer. It is the role of this office to assure the City is in compliance with the Public Records Act and the City's Public Disclosure Policy. This includes providing public access to current and historical documents. The City of Sammamish provides access to public records under the provisions of the Washington State Public Records Act (RCW 42.56).
All records maintained by the City of Sammamish are available for public inspection unless specifically exempted by law. You are entitled to access public records, under reasonable conditions, and to copies of those records upon paying the costs of making the copy. In most cases, you do not have to explain why you want the records. However, specific information may be necessary to process your request. We may require information necessary to establish if disclosure would violate certain provisions of law.
The more precisely you can identify the record you seek, the more responsive we can be. The City of Sammamish provides access to existing public records in its possession; however, the City is not required to collect information or organize data to create a record not existing at the time of the request.
How to submit a public records request
Please call 425.295.0500 or email Melonie Anderson with any questions. You can submit requests downloading the form and then either emailing the Public Records Request to Melonie Anderson, sending via US mail to the City Clerks' Office at City Hall, 801 228th Avenue SE, Sammamish, WA 98075 or faxing to 425.295.0600. Please note: Police record requests should be completed on-line here. Fire and Emergency Medical records should be requested directly from Eastside Fire & Rescue.
You may submit your request on the City of Sammamish’s Public Records Request form or in another written format that contains the following information:
- Name of requester
- Date of request
- Phone, email, and/or address or other contact information of requester
- Identification of the public records adequate for the public records officer or designee to locate the records (title and date, if known)
- Location (department) of the requested records, if known
- Whether the requester intends to inspect the records or obtain a photocopy of the records, at the cost set forth in the City’s Fee Schedule
- Method by which the City should contact the requester
How the City will respond to your Public Records Request
Within five business days of receipt of the request (day one is the first working day after the request is received), the City will do one or more of the following:
- Make the records available for inspection or copying; or
- Identify an internet location where the record can be accessed. Requesters who cannot access the internet may be provided hard copies or access to a City terminal to access the record; or
- If copies are requested and payment of a deposit for the copies, if any, is made or terms of payment are agreed upon, send the copies to the requester; or
- Provide a reasonable estimate of when records will be available; or
- If the requester is unclear or does not sufficiently identify the requested records, request clarification from the requester. Such clarification may be requested and provided by telephone. The public records officer or designee may revise the estimate of when records will be available; or
- Deny the request. Some public records are exempt from public disclosure. Exempt records list.
Cities are not allowed to charge for the staff time spent in locating a public record, or for making a record available for inspection. A city can however, charge for the actual costs connected with copying public records, including the staff time spent making the copies. A city cannot charge more than fifteen cents a page for photocopying unless the city has calculated its actual costs per page and determined that they are greater than fifteen cents. Actual costs for postage and delivery can be included, as well as the cost of any envelopes. If a city has to pay an outside source for making duplicates of records such as photographs, blueprints or tape recordings, the city can also pass those costs on to the requestor. RCW 42.56.070(7) & (8) and RCW 42.56.120.