Public Records Request Information/Form

The California Public Records Act

The purpose of the California Public Records Act is to provide private citizens greater access to government information. The law (Government Code Section 6250 et seq.) requires that local government agencies make public records available upon request.

What are public records?

Public records include any writing containing information relating to the conduct of the public's business prepared, owned, used or retained by City regardless of the manner in which the record has been stored.
'Writing' means handwriting, typewriting, printing, photocopying, transmission by electronic mail or facsimile, photography, and every other means of recording upon any form of communication or representation, including letters, words, pictures, sounds, or symbols or any combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, magnetic or punched cards, discs, drums and other documents.
"Member of the public" means any person except a member, agent, officer, or employee of a federal, state, or local agency acting within the scope of his or her membership, agency, office, or employment.

Public Records Requests

As the Official Custodian of Records for the City of Costa Mesa, the City Clerk accepts the Public Records Requests and coordinates with the appropriate department(s) a response within the legal timeframe.
The City of Costa Mesa works diligently to be expeditious in our response and to provide  the fullest possible disclosure of its records. A request to review or obtain copies of records may be made either in person, by e-mail, fax or by phone. Some records are exempt from disclosure under the California Public Records Act, therefore it may be necessary in some cases for staff to review the requested records to determine whether those exemptions apply before the records can be released for review or duplication.

The California Public Records Act also provides that copies of records will be made promptly available upon payment of fees that cover the direct costs of duplication. Therefore there will be a charge for the reproduction of documents or other media responsive to the request.

How can citizens obtain public records?

While a request for records may be made either in person, by e-mail, fax or by phone, you can click here and print out the form and e-mail the completed form to the City Clerk at Julie.folcik@costamesaca.gov. If you wish to visit our office, to make your request  in person you may do so during the regular office hours of Monday through Friday, 8 a.m. to 5 p.m., excluding holidays.  The Costa Mesa City Clerk’s Office is located on the lobby level, at 77 Fair Drive, Costa Mesa. You may also call 714.754.5225, if you have any questions or if you would like the form provided to you via mail or by fax.
Requests for access to review or duplication of public records will be routed to the appropriate department.  In all cases the requestor will be contacted in a timely manner once the records have been located and/or reproduced.

How long will it take to get a response?

The California Public records request requires a response within 10 calendar days from the date the request was received by the City.  Occasionally, the time may be extended, by no more than 14 days,  if it has been determined there is unusual circumstances that will delay the response, and  as defined in Government Code 6253.  In which case the requestor will be notified of the reasons for the delay and the date by which the determination is expected to be issued.

How will the City respond to a public records request?

The responsible department will advise the person submitting the request, by telephone, e-mail or by mail of (1) the location, date, and time at which the requested records may be inspected; (2) if copies of records requested are available, and the cost of providing such copies; (3) which of the records requested are not subject to disclosure as public records pursuant to applicable provisions of the Public Records Act or Information Practices Act. The City will determine also the form in which any requested computer data will be provided.
The City may also request additional information if the records request is not specific enough to permit the identification of the requested records.

What records are not open for inspection or will not be disclosed?

In balancing the public's right to access public records with the recognized individual right of privacy and the need for government agencies to be able to competently perform their duties, the Legislature has established certain categories of records as exempt from public disclosure.
A complete list of statutory exemptions is found in the Public Records Act, Government Code Section 6254 et seq. Exemption categories include some of the following:

1. Preliminary drafts, notes, or inter-agency or intra-agency memoranda which are not retained by the City in the ordinary course of business, provided that the public interest in withholding such records clearly outweighs the public interest in disclosure;
2. Records pertaining to pending litigation to which the City is a party, or to claims made pursuant to Government Code Division 3.6 (commencing with Section 810) until such litigation or claim has been finally adjudicated or otherwise settled;
3. Personnel, medical, or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy;
4. Trade secrets as defined in Government Code section 6254.2 (f) except as required by law.
5. Test questions, scoring keys, and other examination data used to administer a licensing examination, examination for employment, or academic examination;
6. Records of which the disclosure is exempt or prohibited pursuant to provisions of federal or state law, including, but not limited to, provisions of the Evidence Code relating to privilege.

The City also has the discretion not to disclose records which do not qualify for a specific exemption under the Public Records Act if it determines that the public interest served by not making the record public clearly outweighs the public interest served by disclosure, pursuant to Government Code Section 6255. City's determination to disclose a particular record, which may otherwise be exempt from disclosure, does not constitute a waiver with respect to any other records.

Public documents on Costa Mesa's website

For your convenience, many of the City of Costa Mesa's documents are available on this website for viewing or downloading. Links to these documents are below:

• Agendas and minutes of public meetings
• Fiscal Year Budgets
• Costa Mesa Municipal Code
• Employee salary information
• Request for Proposals (RFPs/Bids)-Purchasing
• Bids for Proposals – Public Services
• Independent audit of city finances
• Video of council and planning commission meetings

For more information or additional assistance, please contact the City Clerk's Office at 714.754-5225.

Behind the 2011-2012 budget numbers

The City of Costa Mesa

CEO's final budget recommendations

• CEO's report

Public meetings

• Five public meetings scheduled on budget for June
• City schedules two months of public meetings on budget

Overviews of preliminary budget

• CEO memo on initial budget reductions
• Presentation on preliminary budget overview, expenditures, equipment replacement fund, estimated reserves
• Presentation on preliminary general fund revenue budget
• Preliminary budget summaries
• Preliminary operating and capital improvement budget
• CEO memo release of preliminary budget

Measuring City's financial performance

• Introduction to the preliminary 5-year financial forecast
• Introduction to City’s monthly cash flow analysis
• Introduction of preliminary financial and budget policies

• Sales tax revenue presentation by City consultant HdL Companies

City’s capital improvement program

• Analysis of Preliminary Capital Improvement Budget

Unfunded liabilities

• $35.5 million retirement health care liability (video)
• $221 million CalPERS pension liability (video)

Audit of City’s finances by Costa Mesa City Employees Assn.

• Results from audit of City’s finances by Costa Mesa City Employees Assn.
  

• Administrative Services
• Chief Executive Officer's Office
• Development Services
• Finance
• Public Services
  

• Memo from finance department

• CEO's report
• PowerPoint presentation

Legal settlements and judgments

Beginning July 1, 2011, the City will list each individual legal settlement or judgment made to a third party. Prior to July 1, 2011, the City has listed the total amount of legal settlement and judgments for the past five years.

How your money is being spent

Warrant resolutions (WRs) give a detailed accounting of how taxpayer money has been spent. They appear on the City Council agendas for council approval.

• City spending (WR 2391): Oct. 18, 2011
• City spending (WR 2390): Oct. 18, 2011
• City spending (WR 2389): Oct. 4, 2011
• City spending (WR 2388): Oct. 4, 2011
• City spending (WR 2387): Sept. 20, 2011
• City spending (WR 2386): Sept. 20, 2011
• City spending (WR 2383): Sept. 6, 2011
• City spending (WR 2382): Sept. 6, 2011
• City spending (WR 2381): Sept. 6 2011
• City spending (WR 2380): Aug. 2, 2011
• City spending (WR 2379): Aug. 2, 2011
• Warrant Resolution 2378: July 19, 2011
• Warrant Resolution 2377: July 19, 2011
• Warrant Resolution 2376: July 5, 2011
• Warrant Resolution 2375: July 5, 2011
• Warrant Resolution 2374: June 21, 2011
• Warrant Resolution 2373: June 21, 2011
• Warrant Resolution 2373: June 21, 2011
• Warrant Resolution 2371: June 7, 2011
• Warrant Resolution 2370: June 7, 2011
• Warrant Resolution 2369: May 17, 2011
• Warrant Resolution 2368: May 17, 2011
• Warrant Resolution 2367: May 3, 2011
• Warrant Resolution 2366: May 3, 2011

• City election information
• Council members’ e-mail, phone numbers, bios, and term expiration dates
  • Mayor Gary Monahan
  • Mayor Pro Tem Jim Righeimer
  • Councilman Eric Bever
  • Councilwoman Wendy Leece
  • Councilman Stephen Mensinger
• Directory to top City Hall personnel
• E-mail directory for City Hall
• Municipal code
• Phone directory for City Hall 

• Audit of city's finances
• Behind 2011-12 the budget numbers (includes the budget and presentations on revenue projections, department budgets, unfunded liabilities, police department reorganization, fiscal policies, 5-year financial projections, estimated reserves, and Costa Mesa City Employees’ Assn. audit)
• Budget for 2011-12 fiscal year (plus archives)
• Council members’ total compensation
• Employees' total compensation 
• Treasurer's monthly report 

• City Contracts with Consultants
  • City CEO's Office
• City contracts with employee associations
• Purchasing (includes bid results, bids awards, terms and conditions, surplus auctions and a supplier survey)
• Request for Proposals (RFPs)
• Request for Proposals for outsourcing status report

• City Lobbying
• Council members’ conflict of interest statements
• Campaign contributions
  
  • Chris McEvoy for Costa Mesa City Council 2010
  • Committee to Elect Bill Turpit
  • Costa Mesans 4 Responsible Government
  • Friends of Arlene Schafer
  • Friends of Eric Bever
  • Friends of Gary Monahan for City Council 2012
  • Friends of Wendy Leece
  • Righeimer for City Council 2010
  • Susan “Sue” Lester for Costa Mesa City Council

• The City of Costa Mesa receives its funding through a variety of sources, the largest being a 7.750% sales tax (accounting for about 40% of the General Fund) and property taxes (accounting for about 24% of the General Fund). The single tax the city levies itself is an 8% transient occupancy, or hotel, tax.

• CEO E-Briefing: Sign up for weekly updates from City Hall
• City news releases
• CMTV-24 program guide
• Latest headlines
• Police news releases

• Planning (including staff directory, zoning administrator decisions, banner permits, planning application packets, zoning regulations, ordinances, the General Plan, and urban and specific plans)
• Building Safety (including staff directory, Permit Processing Center information, and forms)
• Code Enforcement (including staff directory, code enforcement request form, and property maintenance regulations)

• Public Records Request Information/Form
• Coming soon: City’s track record for providing public information

• Archived video of public meetings and events
• Public meeting information (plus current and archived agendas and minutes)

• Checks written by the City
• Legal fees (monthly)
• Legal settlements and judgments