FAQ

This form is used by the City of Cotati to process requests for public records made pursuant to the California Public Records Act (Government Code Sec. 7921.000 et seq.) and will be responded to within 10 days.

The City Clerk is the local Elections Official who administers democratic processes such as elections, access to city records, and all legislative actions ensuring transparency to the public. The City Clerk acts as a compliance officer for federal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act.

Contact

Kevin Patterson, CMC, City Clerk

(707) 665-3622, [email protected]  

Monday - Thursday: 7:30am - 12:00pm, 1:00pm-5:30pm

Closed Daily 12:00pm-1:00pm 

What is a Record?

Per the California Public Records Act (CA GC 7921.000 - 7921.010): A "public record" includes any writing containing information relating to the conduct of the public's business prepared, owned, used or retained by the City of Cotati regardless of physical form or characteristics. Records are not just printed or handwritten documents, they may be video recordings or information in a database. "Writing" means handwriting, typewriting, printing, photocopying, photographing, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing, any form of communication or representation including letters, words, pictures, sounds or symbols, or any combination thereof, and any record thereby created, regardless of the manner in which the record has been stored.

What Records are Exempt from Disclosure?

(Partial listing, for full listing see California Government Code Section 7921.000)

 

    • Attorney-Client discussions are confidential, even if the agency is the client. (§§ 7927.705,7927.205, 7930.110)
    • Preliminary drafts, notes and memos may be withheld only if: (1) they are "not retained...in the ordinary course of business" and (2) "the public interest in withholding clearly outweighs the public interest in disclosure."
    • Home addresses of certain local agency utility customers and certain public employee records are exempt, as are addresses of certain crime victims. (§§ 7923.600 - 7923.625, 7923.800 - 7923.805, 7927.415, 7928.300, 7924.000, 7927.410, 7928.200 - 7928.230)
    • Records concerning agency litigation are exempt, until the claim is resolved or settled. (§§7924.305(a), 7927.205) 
    • Records not yet in existence. The CPRA covers only records that already exist, and an agency cannot be required to create a record, list, or compilation. "Rolling requests” for future-generated records are not permitted. 
    • Police Incident reports, rap sheets and arrest records are exempt (Penal Code §§ 11075, 11105, 11105.1), but information in the "police blotter" must be disclosed unless disclosure would endanger an investigation or the life of an investigator.