How to File a Public Records Request in Castle Pines, Colorado

What Is the Colorado Open Records Act (CORA)?

The Colorado Open Records Act (CORA), codified at C.R.S. §§ 24-72-200.1 through 24-72-206, is the state law that guarantees public access to government records at all levels in Colorado. First enacted in 1968, CORA declares that "all public records shall be open for inspection by any person at reasonable times." The law applies to state and local government entities — including cities, counties, school districts, and special districts.

Under CORA, a "public record" includes all writings made, maintained, or kept by a government entity in connection with the transaction of public business. This covers a wide range of documents: meeting minutes, budgets, contracts, building permits, emails, maps, photographs, and digital files. Any person — resident or non-resident, individual or organization — may request records without stating a reason.

CORA includes specific exemptions. Personnel files (other than applications, performance ratings, and salary information), trade secrets, attorney-client privileged communications, medical records, and letters of reference must be withheld. Other records may be withheld if disclosure would be contrary to the public interest. Criminal justice records are governed by a separate statute, the Colorado Criminal Justice Records Act (CCJRA). Importantly, the burden of proving that an exemption applies rests on the government custodian — not on the requester.

Read the full text of the Colorado Open Records Act (CORA) (Colorado Revised Statutes, Title 24, Article 72, Part 2 (§§ 24-72-200.1 through 24-72-206))

How to File a Public Records Request with the City of Castle Pines

How to Submit Your Request

The City of Castle Pines accepts public records requests in writing via email, mail, or in person at City offices. The City provides a Public Records Request Form on its website, which you can download, complete, and submit. Email your completed form or written request to PRRequests@castlepinesco.gov. You may also mail or hand-deliver your request to the City Clerk's Office at 7437 Village Square Drive, Suite 200, Castle Pines, CO 80108. While using the City's form is recommended, any written request that sufficiently describes the records sought is acceptable under CORA. Many frequently requested records — such as ordinances, resolutions, and meeting minutes — are already available online through the City's website.

Download Required Form

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and email)
• A specific description of the records you are seeking, including document types
• Relevant date ranges for the records requested
• Names of individuals, departments, or projects connected to the records
• Your preferred format for receiving the records (electronic or paper copies)
• A statement of the maximum amount you are willing to pay in fees before being contacted
• Any identifying details such as case numbers, addresses, or permit numbers to help locate records

Response Deadlines and What to Expect

Under CORA, the City of Castle Pines must make requested public records available for inspection within three working days of receiving a written request (C.R.S. § 24-72-203(3)(b)). This is one of the shorter response windows among U.S. states. The clock starts on the next working day after the request is received.

If extenuating circumstances exist — such as the volume of records requested, the need for legal review, or the physical location of records — the City may extend the response period by up to an additional seven working days, for a total of ten working days. The City must notify you of any extension within the initial three-day period and explain the reason.

It's important to understand that the three-day deadline is for making records available, not necessarily for completing the entire production of a complex request. For large or multi-department requests, the City may provide records on a rolling basis.

Regarding fees, the City of Castle Pines has adopted a Public Records Policy (amended July 2024) that governs costs. Under C.R.S. § 24-72-205, agencies may charge up to $0.25 per standard page for paper copies, but no per-page fee for records provided electronically. The first hour of staff time for research and retrieval is free. After the first hour, the City may charge up to $41.37 per hour as authorized by C.R.S. § 24-72-205(6). The City may require a deposit before beginning work on requests that will involve significant staff time. Always request electronic delivery to minimize costs.

What to Do If Your Request Is Denied or Delayed

If the City of Castle Pines denies your records request or fails to respond within the statutory deadline, you have options — though it's important to understand that Colorado's appeal process ultimately runs through the courts, not an administrative agency.

Common reasons for denial include: the records fall under a statutory exemption (such as personnel files, trade secrets, or attorney-client privilege under C.R.S. § 24-72-204); the records are criminal justice records governed by the CCJRA rather than CORA; the request is overly broad or vague; or the records do not exist. The City must provide a written explanation citing the specific exemption if it denies any portion of your request.

Start with an informal approach. Contact the City Clerk's Office at PRRequests@castlepinesco.gov or (303) 705-0200 to discuss the denial and explore whether narrowing or clarifying your request might resolve the issue. In a small city like Castle Pines, where city staff are accessible, a direct conversation can often clear up misunderstandings quickly.

If informal efforts fail, CORA requires a 14-day notice period before you can file a lawsuit. You must send written notice to the records custodian informing them of your intent to file an application with the district court. During this period, both parties are required to attempt resolution — the custodian must meet with you in person or by phone to discuss the dispute (C.R.S. § 24-72-204(5)). Colorado does not have a public records ombudsman or administrative appeal process — district court is the only formal venue.

If you file a petition in Douglas County District Court and prevail, the court is required to award you court costs and reasonable attorney fees (C.R.S. § 24-72-204(5)). Even partial success can qualify you as a prevailing applicant. The custodian may recover fees only if the court finds your lawsuit was frivolous, vexatious, or groundless.

Steps to Appeal

1. Contact the City Clerk's Office at PRRequests@castlepinesco.gov or (303) 705-0200 to discuss the denial and ask for clarification on the specific exemption cited.
2. Request a written statement of the grounds for the denial, citing the specific statutory provision(s) under C.R.S. § 24-72-204 that justify the withholding.
3. Consider narrowing or modifying your request to address the custodian's concerns — sometimes a more targeted request resolves the impasse.
4. Send a written 14-day notice of intent to file a lawsuit to the records custodian, as required by C.R.S. § 24-72-204(5)(a), and attempt informal resolution or mediation during this period.
5. During the 14-day notice period, the custodian is required to meet with you to discuss the dispute — prepare your arguments and any supporting legal authority.
6. If no resolution is reached, file a petition in Douglas County District Court asking the court to order the custodian to show cause why inspection should not be permitted (C.R.S. § 24-72-204(5)).
7. If the court finds the denial was improper, it must award you court costs and reasonable attorney fees as the prevailing applicant (C.R.S. § 24-72-204(5)(a)). Fees are awarded to the custodian only if the court finds the suit was 'frivolous, vexatious, or groundless.'

Types of Records You Can Request from Castle Pines, Colorado

The City of Castle Pines creates and maintains a variety of public records across its departments. Below are common types of records you can request under CORA.

• City Council meeting agendas, minutes, and resolutions
• City ordinances and municipal code amendments
• City budgets, financial statements, and expenditure reports
• Contracts and agreements with vendors, consultants, and contractors
• Building permits, zoning applications, and development plans
• Planning Commission meeting minutes and staff reports
• Code enforcement complaints and violation records
• Business license applications and approvals
• City employee salary and compensation data
• Emails and correspondence of city officials related to official duties
• Land use and annexation records
• Parks and recreation program records and facility use agreements
• Stormwater utility fee records and public works project documents
• Special event permit applications and approvals
• Internal audit reports and city performance assessments

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

Tips for Effective Public Records Requests in Castle Pines