City of Shawnee

Open Records Request

Most records maintained by the City are open for inspection and/or copying by individuals under the Kansas Open Records Law. Commonly requested records include: ordinances, resolutions, minutes from open meetings, salaries of public officials, and budgets. For easy access, the City makes records such as agendas and minutes available through this website.

Request A Record
Records not available on the City's web site may be available for copying or viewing by contacting the City Clerk at (913) 742-6014. The City Clerk serves as the City’s Freedom of Information Officer. All requests for records should be sent to the City Clerk.

An Open Records Request Form (pdf) may be required depending upon the information requested. Please be as specific as possible when making the request. The more specific a request is the easier it is for City staff to respond. Most requests are processed within 3 business days. Completed requests can be E-Mailed to the City Clerk.

Although every attempt will be made to provide information requested, it is not always possible. There are a number of reasons why a request may be denied.

  • The specific record requested does not exist;
  • The request was unclear and should be resubmitted with more detail;
  • The record requested is closed to protect an important privacy interest;
  • The requestor intends to use the record or information for the purpose of selling or offering for sale any property or service in violation of K.S.A. 45-230.

Written notification will be provided if there is a delay or if the request cannot be fulfilled.

House Plans, Blue Prints, and Engineering Records
The City only releases house plans, blue prints, and other records that were prepared and sealed by a private licensed professional to the owner of record of the property or the licensed professional who sealed the records.  If you are not the property owner of record or the licensed professional who sealed the records then you must submit written authorization to release the records signed by the property owner of record or the licensed professional who sealed the records, along with a completed records request form.

The City charges a fee for to cover the cost of staff time required to make requested information available and for the cost of copying or reproducing records. Generally, the charge is $0.25 per page. Meeting minutes and agendas are available at no charge. A detailed list of open records fees can be found in the City's Open Records Policy, Policy Statement No. 15.

 *Requests are considered outstanding if they are being processed by the City, the requesting party has been notified of the costs and has not agreed to or submitted payment, or the City is waiting on confirmation that the record will not be used for commercial purposes in compliance with K.S.A. 45-220(c).

**Requests are considered withdrawn/not fulfilled when the requesting party voluntarily withdraws their request, declines to cover the City's costs associated with the request as per KSA 45 219(c)(1), or after thirty (30) days from the date of the last contact from the City on requests where more information is needed to fulfill the request.

Open Records Exceptions
There are some records that contain information which is private in nature and because of this the documents are excluded from disclosure requirements under the Kansas Open Records Act (K.S.A. 45-221). Some of the records exempted by the law include personnel information of City employees; medical treatment records; records which are protected by the attorney-client privilege or the rules of evidence; records containing personal information compiled for census purposes; and criminal investigation records.