Public Records Disclosure Information
Requesting Public Records
The Records Request Form is available at the Port of Kennewick office or at the following link: Public Records Request Form.
For assistance, or to make a request by letter, FAX, or phone, contact:
Executive Assistant/Records Manager
350 Clover Island Drive, Suite 200
Kennewick, WA 99336
Telephone: (509) 586-1186
FAX: (509) 582-7678 (PORT)
Public Records Requests must include:
- Name and address and contact information for requestor.
- Description of public records adequate to locate the request
- Date and time of request.
The Port will respond within five business days of receiving this request by:
- Providing the requested record, or
- Acknowledging receipt of the request and providing a reasonable estimate of time to respond, or
- Denying the request, or
- Seeking clarification of the request.
The Records Manager will make records available for inspection and copying by appointment during normal business hours, excluding legal holidays. Requestors will not remove documents from the viewing area or disassemble or alter any document.
The requestor will indicate which documents he or she wishes to copy.
Cost for Public Records
There is no fee for inspecting public records.
- Black & white copies: $.15 per page. The Port is not required to copy records at its own facilities and may determine to use a commercial copying center. The Port will arrange for the commercial copying center to bill the requester directly. In the event the commercial copy center will not bill directly, the copying fees must be paid before records are released.
- Mailing: Actual cost of postage and shipping container
- Other media: Actual cost of reproduction (Color, blueprints or tape recordings, electronic and/or information provided on a disk or CD-ROM).
Payments by cash, check, or money order payable to "Port of Kennewick."
For large requests, the Port may:
- Deposit or payment by installments: Before beginning to copy records, a deposit of up to ten percent of estimated cost of copying will be required if it exceeds twenty-five dollars ($25.00). An estimate of the copy costs will be provided to the requester so that they have the opportunity to decline having the copies produced. The Public Records Officer may also require the payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.
- Provide copies in installments.
View complete Public Records and Information Management Policy.
Role of Records Manager
- Oversee compliance with the Public Records Act
- Provide the "fullest assistance" to requestors
- Coordinate response to request with departments and staff
- Provide the most timely possible & efficient action on requests
- Fulfill requests without excessive interference with Port business
- Protect public records from damage or disorganization
There is no single index of Port records. Port of Kennewick records are complex and stored in multiple locations. The Records Manager will coordinate with departments to assure compliance with the Public Records Act.
Response to Requests
Within five business days of receipt of the request, the Records Manager or designee will do one of the following:
- Make records available for inspection of or copying
- Send copies to requestor if payment has been received
- Provide a reasonable estimate when records will be available
- Contact requestor to request clarification
- Deny the request citing reason for denial.
If the requestor does not receive a response within five business days, he or she should contact the Records Manager to determine the reason.
Some Records Exempt from Disclosure
The Public Records Act lists types of documents exempt from public inspection and copying. Port of Kennewick will NOT disclose lists of individuals for commercial purposes.
If a portion of a record is exempt from disclosure, the Public Records Officer or designee will redact the exempt portions before providing the document.
If a requestor has not reviewed or claimed records within thirty days of notice that records are available or fails to make payment, the Records Manager may close the request.
If requested records contain information that may affect rights of others, before providing the records, the Records Manager or designee may give notice and allow time for action by the other parties.
After a request has been filled, if the Records Manager becomes aware of additional documents existing at the time of the request, these will be provided to the requestor on an expedited basis.