JESSAMINE COUNTY OPEN RECORDS POLICY

PURPOSE: Public policy requires “free and open examination of public records.” KRS 61.871. Accordingly, the Agency must respond effectively and efficiently to records requests in a consistent and coordinated manner. Therefore, this Open Records Policy (“Policy”) sets forth the standards for all Agency employees when a records request is received and ensures compliance with all applicable open records laws.

APPLICABILITY: This Policy supersedes any relevant policy that previously existed. All employees shall read this policy and complete the Policy Acknowledge Form to indicate that they have read, understand, and will comply with this Policy.

POLICY: The Agency shall designate an employee as its Records Custodian. The Records Custodian shall review the Kentucky Open Records Act, 200 KAR 1:020, and “The Kentucky Open Records & Open Meetings Acts: A guide for the public and public agencies” published by the Office of the Attorney General. The Records Custodian shall ensure compliance with the Kentucky Open Records Act, 200 KAR 1:020, this Policy, and all relevant requests.

The Office designates the following Records Custodian:

Planning & Zoning
Jeremy Young, Director
121 South Main Street, Nicholasville, KY 40356
[email protected]
859-885-6415

Occupational Tax
Cindy Tudor, Tax Administrator
105 Court Row, Nicholasville, KY 40356
[email protected]
859-885-3206

Road Department
Coleman Tudor, Supervisor
400 Park Drive, Nicholasville, KY 40356
[email protected]
859-885-5281

Fleet Services
James Doolin, Supervisor
400 Park Drive, Nicholasville, KY 40356
[email protected]
859-885-5281

Animal Care and Control
Marcie Pendleberry, Animal Control Contact
120 Fairground Way, Nicholasville, KY 40356
[email protected]
859-885-0821

Environmental Services
Richie Horn, Supervisor
123 Hendren Way, Nicholasville, KY 40356
[email protected]
859-881-4545

Detention Center
Dru Parsons, Deputy
229 East Maple Street, Nicholasville, KY 40356
[email protected]
859-885-4558

Division of Emergency Services
Jamie Goodpaster, Director
101 South Second Street, Nicholasville, KY 40356
[email protected]
859-887-2987

E911 Telecommunications
Chris Bowman, Director
101 South Second Street, Nicholasville, KY 40356
[email protected]
859-887-2987

Facilities
Gary Goldey, Facilities
[email protected]
125 Hendren Way, Nicholasville, KY 40356
No phone

Emergency Management
Johnny Adams, Director
[email protected]
117 South Main Street, Suite 204, Nicholasville, KY 40356
859-887-2922

CSEPP
John V. Carpenter, Director
[email protected]
117 South Main Street, Suite 204, Nicholasville, KY 40356
859-887-2922

Personnel
Personnel Administrator
[email protected]
101 North Main, Suite 7, Nicholasville, KY 40356
859-885-2341

Treasurer’s Office
Ann Cissell, County Treasurer
[email protected]
101 North Main, Suite 7, Nicholasville, KY 40356
859-887-8079

Payroll Office
Becky Arvin, Supervisor
[email protected]
101 North Main Street, Suite 7, Nicholasville, KY 40356
859-885-2341

Accounts Payable
Renetta Sloan, Supervisor
[email protected]
101 North Main Street, Suite 7, Nicholasville, KY 40356
859-885-2341

County Judge’s Office
Kelley Woolums, Administrator to Fiscal Court
[email protected]
101 North Main Street, Nicholasville, KY 40356
859-885-4500

Fiscal Court Magistrates
Kelley Woolums, Administrator to Fiscal Court
[email protected]
101 North Main Street, Nicholasville, KY 40356
859-885-4500

County Attorney’s Office
Brian Goettl, County Attorney
[email protected]
117 South Main Street, Nicholasville, KY 40356
859-885-3425

County Clerk’s Office
Johnny Collier, County Clerk
[email protected]
101 North Main Street, Nicholasville, KY 40356
859-885-4161

Coroner’s Office
Michael Hughes, Coroner
[email protected]
306 West Chestnut, Nicholasville, KY 40356
859-885-6054

Open Records Request Form – one-page printable PDF document.

RESPONDING TO RECORDS REQUESTS: All requests for copies or review of public records in the custody of the Agency must be made in writing. A request may be sent electronically to the Record Custodian’s email address identified above. Requests may also be mailed to the Agency or hand delivered to the Agency’s mailing address identified above

The Records Custodian shall provide a response to the records request that is postmarked or electronically transmitted within five business days of the date the request is received. Notice promptly shall be sent to the requesting party if additional time is needed under KRS Chapter 61. When a response is delayed, the notice shall specifically indicate that additional time is required to process the request and explain the circumstances justifying additional processing time.

The Records Custodian shall determine whether the requester has reasonably described records within the possession of the Agency. If no such records are identified, the request may be denied on those grounds. However, if it is reasonably believed that another public agency is in possession of the records described in the request, the Records Custodian shall refer the requester to the appropriate records custodian, providing both their name and contact information. If it is determined that the records are within the Agency’s possession, the Records Custodian shall gather them for processing. Records that are responsive shall be segregated from nonresponsive records (i.e., records that were not requested). The Records Custodian shall then examine responsive records to determine which records, if any, are exempt from disclosure and make appropriate redactions.

If the Records Custodian determines that the records request should be denied in whole or in part, the Records Custodian shall notify the requester with an explanation for the decision to withhold any responsive records, citing the specific exemption in statute as the basis for withholding. If any part of a request for records is denied, the Records Custodian shall confer with legal counsel to ensure accuracy in applying the law.

If the request places an unreasonable burden for producing public records, or if the Records Custodian has reason to believe that repeated requests are intended to disrupt other essential functions of the Agency, the Records Custodian may refuse to produce the records upon conferring with legal counsel prior to denying the request.

RECORD PRODUCTION AND FEES: When responsive records are to be transmitted electronically to the requester, there is no charge to the requester. However, if the responsive material is more than 8 megabytes (“MB”), the documents will automatically be produced via compact disc (“CD”) and mailed to the requester. Prior to mailing, the Records Custodian shall provide an invoice to the requester for the production and postage. The fee for each CD is $0.69 which is the actual cost of each blank CD based upon the total cost of all CDs in the package. A CD containing responsive records will be mailed upon receipt of payment.

When responsive records are to be mailed to the requester, the Records Custodian shall first provide an invoice to the requester for the production and postage. Printing costs are $0.10 per page, and additional fees shall be justified on any invoice. Copies of photographs, maps, and other such records shall be furnished to any person requesting them on payment of a fee equal to the Agency’s actual cost to produce the copies. Estimated costs shall be communicated to the requestor before costs are incurred. After the invoice is paid, the Records Custodian shall produce the responsive records to the requester.

If the requester wishes to personally inspect responsive records at the Agency’s headquarters, or the location where the records are maintained, the Records Custodian shall facilitate with the requester the scheduling of a convenient time and place for inspection between 8:00 a.m. and 4:00 p.m., Monday through Friday. The Records Custodian, or an employee of the Agency, shall be present and personally monitor the inspection

October 1, 2021