How to File a Public Records Request in Georgetown, Kentucky

What Is the Kentucky Open Records Act?

The Kentucky Open Records Act (KORA), codified at Kentucky Revised Statutes §§ 61.870–61.884, guarantees residents of the Commonwealth the right to inspect and obtain copies of public records held by state and local government agencies, including the City of Georgetown.

Under KORA, a "public record" is broadly defined as any document, paper, photograph, map, magnetic or optical disk, or other documentary material — regardless of physical form or characteristics — that is prepared, owned, used, or retained by a public agency. This includes city contracts, meeting minutes, building permits, zoning records, police incident reports, budgets, and internal emails related to government business.

Key exemptions include personnel files whose disclosure would constitute a clearly unwarranted invasion of personal privacy, records compiled in active law enforcement investigations, preliminary drafts and internal memoranda, attorney-client privileged communications, and records prohibited from disclosure by state or federal law. Under KRS 61.882, the burden of proof to justify withholding any record falls on the agency — not on the requester. Agencies must separate exempt from non-exempt portions of a record and release whatever can be disclosed.

Read the full text of the Kentucky Open Records Act (Kentucky Revised Statutes §§ 61.870–61.884)

How to File a Public Records Request with the City of Georgetown

How to Submit Your Request

The City of Georgetown accepts open records requests by multiple methods: online through the city's Open Records Request Form at georgetownky.gov, by mail to the City Clerk-Treasurer's Office at 100 N. Court Street, Georgetown, KY 40324, or in person during regular office hours (note: City Hall is temporarily located at 629 N. Broadway during renovations). Requests may also be submitted electronically via email directed to the City Clerk-Treasurer. While no specific form is required, the city offers its own online form and you may also use the Attorney General's standardized open records form. All requests must be in writing and comply with KRS 61.872(2). Only residents of the Commonwealth of Kentucky may inspect city public records in person. When submitting by mail, allow extra time for delivery beyond the 3-working-day statutory response clock.

What to Include in Your Request

• Your full name and a statement confirming you are a resident of the Commonwealth of Kentucky
• A clear, specific description of the records you are requesting (dates, document types, departments, parties involved)
• Your preferred format for receiving records (paper copies, electronic files, or digital media)
• Your contact information: mailing address, phone number, and/or email address
• If requesting copies by mail, note whether you accept the associated postage costs
• A request to notify you in advance if fees will exceed a stated threshold (e.g., $10.00)
• If applicable, a statement that the request is not for a commercial purpose (to avoid the $15/hour labor surcharge)

Response Deadlines and What to Expect

Under KRS 61.880(1), the City of Georgetown must respond to your written open records request within three (3) working days of receiving it. A "response" under the Act means the agency must either: (1) produce the requested records, (2) deny the request in writing with a specific citation to the statutory exemption it is relying on, or (3) provide written notice of a delay due to the records being in active use, in storage, or otherwise not readily available.

If the city cannot produce the records within three working days, it must provide a detailed explanation and a specific date — no later than the time reasonably necessary to produce the records — by which they will be available. Vague delays are not permitted under the Act.

It is important to note that under KRS 61.872(3)(b), non-residents of the Commonwealth may request copies by mail, but the agency has additional time to respond in those circumstances. Residents have the stronger three-working-day guarantee.

For the City of Georgetown, the fee schedule provides that the first 25 pages of paper copies are provided at no charge. Copies beyond that threshold are charged at the City's published rates. Commercial use requests are subject to a $15 per hour labor charge (billed in quarter-hour increments). For digital records delivered on flash drives, the actual cost of the media may be charged. Postage for mailed records is charged at the actual cost.

What to Do If Your Request Is Denied or Delayed

If the City of Georgetown denies your open records request, the denial must be in writing and must cite the specific exemption under KRS 61.878 (or another applicable statute) that justifies withholding the records. A blanket refusal without a statutory citation is itself a violation of the Open Records Act. If your request is simply ignored — no response at all — that counts as a denial under KORA.

Common reasons for denial include: the records contain information exempt under KRS 61.878 (such as active law enforcement investigation records, personnel files, or attorney-client privileged communications); the requester is not a resident of the Commonwealth; or the request is so broad or vague that the agency claims it cannot identify the records sought. A properly narrowed and specific request significantly reduces the chance of denial.

If your request is denied or unreasonably delayed, you have concrete legal remedies. The Kentucky Attorney General's Office of Open Records (OAG OROM) reviews administrative appeals under KRS 61.880(2) and routinely issues decisions that enforce compliance. This is a free and relatively fast process — the AG must issue a decision within 20 working days — and agencies take AG decisions seriously.

For willful violations, courts may impose civil penalties of up to $25 per day for each day records are wrongfully withheld, and may award reasonable attorney's fees to a prevailing requester under KRS 61.882(5).

Steps to Appeal

1. Contact the City Clerk-Treasurer directly and ask for clarification on the denial, or request that the agency identify whether responsive records exist in a different form or location.
2. Review the written denial carefully — the city must cite the specific exemption(s) under KRS 61.878 relied upon. If no citation is provided, note that in your appeal.
3. File an administrative appeal with the Kentucky Attorney General's Office of Open Records by submitting a copy of your original request, the city's denial, and a brief explanation of why you believe the denial was improper. This may be submitted online at ag.ky.gov or by mail.
4. The Attorney General must issue a binding written decision within 20 working days of receiving your appeal under KRS 61.880(2). The burden of proof is on the City of Georgetown to justify the withholding.
5. If the AG rules in your favor and the city still refuses to produce records, or if you want to bypass the AG entirely, you may file a petition in Scott County Circuit Court under KRS 61.882.
6. If you prevail in Circuit Court and the court finds the records were willfully withheld, the court may award you costs, reasonable attorney's fees, and civil penalties of up to $25 per day of denial under KRS 61.882(5).
7. The Kentucky Press Association and organizations like the Reporters Committee for Freedom of the Press offer free legal resources and guidance for open records disputes — contact them if you need help crafting an appeal.

Types of Records You Can Request from Georgetown, Kentucky

The City of Georgetown generates and maintains a wide range of public records through its day-to-day operations. Below are common categories of records that residents and researchers frequently request from city government.

• City Council meeting agendas, minutes, and resolutions
• City ordinances and the Georgetown Code of Ordinances
• Mayor's Office correspondence and communications
• City contracts, vendor agreements, and procurement documents
• Annual budgets, financial reports, and audit records
• Building permits, inspection reports, and certificate of occupancy records
• Code enforcement complaints and violation notices
• Police Department incident reports and use-of-force records
• Body-worn camera footage (subject to applicable exemptions and commercial-purpose labor charges)
• Zoning applications, variances, and planning commission records
• Public Works project records, road maintenance contracts, and infrastructure plans
• Personnel policies and city employee salary schedules (not individual personnel files)
• City property records, deeds, and land use agreements
• Grant applications and federal funding records
• Georgetown Municipal Water and Sewer Service (GMWSS) records

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Georgetown to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Georgetown