How to File a Public Records Request in Gillette, Wyoming

What Is the Wyoming Public Records Act?

The Wyoming Public Records Act, codified at W.S. §§ 16-4-201 through 16-4-205, is the primary state law governing public access to government records. It guarantees any person — resident or not — the right to inspect and obtain copies of public records held by governmental entities, including the City of Gillette.

Under the Act, a “public record” includes any information in a physical form created, accepted, or obtained by a governmental entity in furtherance of official business — whether in paper, electronic, or other physical form. This covers a wide range: city council meeting minutes, building permits, vendor contracts, police incident logs, emails between city officials, budget documents, and more. Electronic communications received or sent by city employees in the course of public business are explicitly included.

Key exemptions include law enforcement investigation files, personnel records (though employment contracts and salary terms remain public), sealed bids, attorney-client privileged materials, and medical records of publicly funded hospitals. The Wyoming Supreme Court has consistently held that the purpose of the Act is disclosure, not secrecy, and that agencies bear the burden of justifying any withholding. Exemptions are interpreted narrowly in favor of public access.

Read the full text of the Wyoming Public Records Act (Wyoming Statutes §§ 16-4-201 through 16-4-205)

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

How to Submit Your Request

The City of Gillette uses the JustFOIA online portal (gillettewy.justfoia.com/publicportal) as its preferred method for receiving public records requests. You can submit a request through the portal at any time without creating an account, or you may create an account to track the status of current and past requests. The portal allows you to correspond with city staff, receive responsive documents electronically, and pay any applicable fees online. Alternatively, requests may be submitted in person or by mail to the City Clerk’s Office at 201 E. 5th Street, Gillette, WY 82716, or by fax to (307) 686-4081. While a written request is strongly recommended for all submissions, the designated public records person has discretion to accept verbal requests under Wyoming law. Written requests create a clear record and should always be used when requesting complex or sensitive documents.

What to Include in Your Request

• Your full name and contact information (mailing address, email, and/or phone number)
• A clear description of the records you are seeking — be as specific as possible about dates, subject matter, and document type
• Your preferred format for receiving records (electronic PDF, paper copies, inspection in person, etc.)
• A statement citing the Wyoming Public Records Act, W.S. § 16-4-202, as the legal basis for your request
• A fee ceiling or request to be notified before fees exceed a specific dollar amount
• Any request for a fee waiver, if applicable, with a brief explanation
• The date of your request

Response Deadlines and What to Expect

The Wyoming Public Records Act does not set a fixed deadline for producing responsive records, but it does require custodians to notify requesters within seven business days of acknowledged receipt if records are unavailable, not in their custody, or if good cause exists preventing timely production (W.S. § 16-4-202(b) and (c)).

Importantly, “response” in Wyoming means acknowledgment and notification — not necessarily full production. If the City of Gillette cannot produce records within the seven-business-day notification period due to good cause (such as the volume or complexity of the request, or delay in payment of fees), it must notify you and negotiate an extended release date. If you and the city cannot agree on a timeline, you may file a complaint with the Wyoming Public Records Ombudsman or petition the district court.

The Act applies equally to all requesters regardless of Wyoming residency — there is no distinction between resident and non-resident timelines, unlike some other states.

For electronic records, the requester bears the reasonable costs of producing a copy (W.S. § 16-4-202(d)). Custodians may charge a reasonable fee for copying physical records but may not charge simply for making a printed record available for inspection. Fees must be authorized by a duly enacted statute, rule, or ordinance before being assessed. Contact the City Clerk’s Office directly for Gillette’s current fee schedule.

What to Do If Your Request Is Denied or Delayed

If the City of Gillette denies your public records request or fails to respond within a reasonable time, Wyoming law provides several paths forward.

First, ask the custodian for a written explanation. Under W.S. § 16-4-203(f), a person denied inspection of a public record may request a written statement from the custodian identifying the specific legal authority used to justify the denial. This is a critical step — it locks in the city’s stated rationale and gives you the information you need to challenge the denial.

Second, contact the Wyoming Public Records Ombudsman. Established in 2019 and designated by the Governor under W.S. § 16-4-201(c), the Ombudsman can receive complaints, mediate disputes between requesters and government agencies, prescribe timelines for releasing records, and even waive fees. The Ombudsman is a free, informal resource available through the Governor’s office at governor.wyo.gov/contact/public-records-ombudsman.

Third, if informal resolution fails, you may petition the district court in Campbell County for a show-cause order requiring the City of Gillette to justify its withholding. Wyoming courts have consistently interpreted the Act in favor of disclosure, placing the burden of proof squarely on the agency. A knowing or intentional violation of the Act is subject to a civil penalty of up to $750 (W.S. § 16-4-205), enforced through a civil action by the attorney general or county attorney.

Note that Wyoming currently does not provide for automatic attorney fee awards to prevailing requesters — a limitation that can make litigation costly for individuals. Consulting with an attorney before filing suit is advisable.

Steps to Appeal

1. Request a written denial explaining the specific statutory authority for withholding (W.S. § 16-4-203(f))
2. Contact the Gillette City Clerk or designated public records person directly to clarify or narrow the scope of your request
3. File a complaint with the Wyoming Public Records Ombudsman (governor.wyo.gov/contact/public-records-ombudsman) for informal mediation — the Ombudsman can prescribe timelines and waive fees
4. If the parties cannot agree on a timeline for delayed records, petition the district court for a determination of whether good cause exists (W.S. § 16-4-202(c)(v))
5. Petition the Seventh Judicial District Court (Campbell County) for a show-cause order requiring the City of Gillette to justify withholding the records (W.S. § 16-4-203(f))
6. If a knowing or intentional violation is established, a civil penalty of up to $750 may be imposed by the court (W.S. § 16-4-205)
7. Consult a Wyoming attorney experienced in public records law before initiating district court proceedings, as prevailing requesters are not automatically entitled to attorney fee recovery under current Wyoming law

Types of Records You Can Request from Gillette, Wyoming

The City of Gillette generates and maintains a wide range of records in the course of its official business. The following are common categories of records that residents, journalists, and researchers frequently request from Wyoming municipalities.

• City Council meeting minutes and agendas
• Ordinances, resolutions, and municipal code amendments
• City contracts, vendor agreements, and procurement documents
• Building permits, zoning applications, and code enforcement records
• Police incident reports and arrest logs (subject to law enforcement exemptions)
• Body-worn camera footage from Gillette Police Department officers
• City budget documents, financial statements, and audit reports
• Mayor and City Administrator correspondence and emails
• Land use records, subdivision plats, and annexation documents
• City employee salary schedules and employment contracts
• Environmental and utility compliance records (water, sewer, stormwater)
• Litigation records and claims filed against the City of Gillette
• Grant applications and federal funding records
• Planning Commission records and development agreements
• Records related to city-owned properties and infrastructure projects

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

Tips for Effective Public Records Requests in Gillette