Request Records

Sunshine Law / Public Records

Description:
The Hannibal Board of Public Works (HBPW) in compliance with the Missouri Secretary of State shall release information of public documents, meetings, records, or vote, in accordance with Missouri State Sunshine Law Chapters 610.010 to 610.303, RSMo. A citizen’s guide to Missouri Sunshine Law can also be found at the Missouri Attorney General’s website.

Purpose:
It is the policy of the HBPW that all documents and records will be retained as required.  A “record” is defined as any “document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business, including records created in electronic form. A “non-record” is defined in section 109.210(5).

Scope:
The HBPW has provided a reasonable written policy in compliance with state law referred to as the Sunshine Law, regarding the release of information on any meeting, record, or vote. When submitting a request for public records, providing as much identification as possible may help reduce research, duplication time and costs.

Guidelines:
Information requests, requests of copies of public documents under Chapter 610, RSMo, or the like shall be date stamped and processed without delay. The HBPW Custodian of Records shall respond to all requests for access to or copies of a public record in possession of the HBPW within the time period provided by the statute except in those circumstances authorized by statute. The Custodian of Records of the HBPW, as designated by the Board of Directors, will be responsible for requests for HBPW public documents. All Sunshine Law requests will be cataloged and stored by the HBPW Custodian of Records.

All fees related to a Sunshine Request will be required to be paid prior to any clerical staff or support staff time being utilized or copies being made. Any party requesting copies of documents will be charged $0.10 per page, if such page is no larger than 9 inches by 14 inches. Any party requesting documents be converted into electronic format will be charged clerical staff time for such time and cost incurred.  In compliance with section 610.0216.RSMo.  In certain circumstances or when associated record submittal costs are de minimis, the General Manager will have the authority to waive any fees related to a Sunshine Request.

Instructions:
Sunshine requests can be submitted online at https://www.hannibalbpw.org under “Request Information” or download the form and mail directly to the HBPW Custodian of Records at the address below.  The Hannibal City Clerk is the official Custodian of Records for the City of Hannibal and requests can also be submitted to the Office of City Clerk at the address below or online at https://www.hannibal-mo.gov/ under “Request for Information.”  Any request specifically related with the Hannibal Board of Public Works will be coordinated with the City Clerk.

The Missouri Sunshine Law does not require that an open records request be submitted in a specific format. However, it is encouraged for requests to be in writing (letter, email, etc.), so a record of the request can be maintained to ensure compliance with the spirit and intent of the law.  If a requester would like assistance in drafting a request for public records, the HBPW Custodian of Records will assist, as necessary.

Contact Custodian of Records:

To submit a records request online, please click SUBMIT RECORDS REQUEST.

To download a PDF version of the records request form, please click DOWNLOAD RECORDS REQUEST, complete the form, and return it to the HBPW Custodian of Records.