How to File a Public Records Request in Fort Collins, 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 Colorado's primary public records law. 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 all levels of government in Colorado — state agencies, counties, cities, towns, school districts, and special districts.

A "public record" under CORA includes virtually any writing made, maintained, or kept by a government entity. This encompasses meeting minutes, contracts, permits, budgets, emails, maps, photographs, and electronic data. Requesters do not need to be Colorado residents, nor do they need to state a reason for their request.

CORA contains exemptions that allow or require custodians to withhold certain records, including personnel files (though basic employment information remains public), trade secrets, attorney-client privileged communications, records of ongoing investigations, and personally identifiable information such as Social Security numbers. Criminal justice records — such as police investigative files — are governed separately under the Colorado Criminal Justice Records Act (CCJRA), C.R.S. §§ 24-72-301 through 24-72-309. The burden of proving that a record is exempt always falls on the government custodian, and Colorado courts have held that exemptions should be narrowly construed.

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 Fort Collins

How to Submit Your Request

The City of Fort Collins accepts public records requests through its JustFOIA online portal, by email, or in person at City Hall. The preferred method is the online portal at fortcollinsco.justfoia.com, which allows you to submit, track, and receive records electronically. You can also submit a written request via email to cityclerk@fcgov.com or deliver it in person to the City Clerk's Office at 300 LaPorte Avenue. Requests can be directed to any City department, but the City Clerk's Office serves as the central coordinator. For police records specifically, requests should be submitted through the separate Fort Collins Police JustFOIA portal or by contacting Police Records at (970) 221-6540. No specific form is required, but your request must be in writing.

What to Include in Your Request

• Your full name and contact information (email, phone, mailing address)
• A clear and specific description of the records you are seeking
• Date ranges, department names, or other identifying details to help locate the records
• Your preferred format for receiving records (electronic or paper)
• A reference to the Colorado Open Records Act (C.R.S. §§ 24-72-200.1 et seq.)
• A statement of the maximum amount you are willing to pay in fees before being contacted
• Whether you would like to inspect records in person or receive copies

Response Deadlines and What to Expect

Under the Colorado Open Records Act, records custodians must make records available for inspection within three working days of receiving a request, as specified in C.R.S. § 24-72-203(3)(b). The day the request is received does not count toward this deadline. If a request is received after business hours or on a day the office is closed, it is considered received the next working day.

If extenuating circumstances exist — such as an unusually large volume of records, the need for extensive redaction, or records stored off-site — the custodian may extend the response period by up to seven additional working days. The custodian must notify the requester in writing of the extension and the reasons for it.

It's important to understand that "response" under CORA means making the records available or providing a substantive reply — not merely acknowledging the request. However, for complex requests, a custodian may need to provide a cost estimate before beginning work.

Regarding fees, the City of Fort Collins provides the first hour of staff retrieval time free of charge. After the first hour, the City charges an hourly rate of $30.00 for research and retrieval. Paper copies are charged at up to $0.25 per page, but no per-page fee applies to records provided electronically. The City will typically provide a cost estimate before proceeding with requests that require significant staff time.

What to Do If Your Request Is Denied or Delayed

If your public records request to the City of Fort Collins is denied, the City must provide a written explanation citing the specific legal basis for the denial. Common reasons include personnel file exemptions under C.R.S. § 24-72-204(3)(a)(II), attorney-client privilege, records of ongoing investigations, and personally identifiable information that must be redacted before release.

If you believe a denial is improper, start by contacting the records custodian directly to discuss the matter. A simple conversation can sometimes resolve misunderstandings about the scope of your request or clarify which portions of a record may be released with redactions.

Unlike some states, Colorado does not provide an administrative appeal to the Attorney General or an ombudsman. Your formal legal remedy is to file a complaint in the Larimer County District Court. Before filing suit, you must notify the custodian of your intent to file at least 14 days in advance, during which time both parties may attempt to resolve the dispute informally, including through mediation or other agreed-upon methods. Under C.R.S. § 24-72-204(5), the court must hold a hearing at the earliest practical time, and the burden of proof falls on the custodian to justify withholding the records.

If you prevail, the court will award you court costs and reasonable attorney fees under C.R.S. § 24-72-204(5)(b). The custodian can only recover fees if the court finds your lawsuit was "frivolous, vexatious, or groundless." This fee-shifting provision is designed to encourage citizens to exercise their right to judicial review without fear of financial punishment for good-faith challenges.

Steps to Appeal

1. Contact the Fort Collins City Clerk's Office to discuss the denial informally and ask for a detailed written explanation citing specific statutory exemptions.
2. Request that the City reconsider the denial or explore whether redacted versions of the records can be provided.
3. Reach out to the Colorado Freedom of Information Coalition (CFOIC) at coloradofoic.org for guidance and resources on challenging denials.
4. Send formal written notice to the records custodian of your intent to file suit, at least 14 days before filing, as required by C.R.S. § 24-72-204(5).
5. During the 14-day pre-suit period, attempt to resolve the dispute through informal negotiation, mediation, or another mutually agreeable method.
6. File a complaint in Larimer County District Court requesting an order compelling the custodian to permit inspection of the records.
7. If the court finds the denial was improper, it will order disclosure and award you court costs and reasonable attorney fees under C.R.S. § 24-72-204(5)(b).

Types of Records You Can Request from Fort Collins, Colorado

The City of Fort Collins maintains a wide range of public records that are available for inspection under CORA. Below are common categories of municipal records you can request.

• City Council meeting agendas, minutes, and voting records
• City budgets, financial statements, and audit reports
• Building permits, zoning applications, and land use decisions
• Contracts, purchase orders, and vendor agreements
• Emails and correspondence of city officials and employees
• Code enforcement complaints and inspection reports
• Water, wastewater, and electric utility records
• City employee salary and compensation data
• Development review documents and site plans
• Traffic studies and transportation planning documents
• Parks and recreation program records
• Public meeting notices and board/commission records
• Grant applications and expenditure reports
• City Manager reports and policy memoranda
• Environmental compliance and sustainability reports

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

Tips for Effective Public Records Requests in Fort Collins