How to File a Public Records Request in Monument, 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. 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 agencies, counties, cities, towns, school districts, and special districts — including the Town of Monument.

Under CORA, a "public record" includes all writings made, maintained, or kept by a government entity in connection with official functions or involving the receipt or expenditure of public funds. 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 — may request records without stating a reason.

CORA does contain exemptions. Personnel files (other than basic employment information like salary and job title), trade secrets, attorney-client privileged materials, 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 — including police investigative files — are governed separately under the Colorado Criminal Justice Records Act (CCJRA), C.R.S. §§ 24-72-301 through 24-72-309. 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 Town of Monument

How to Submit Your Request

The Town of Monument requires all records requests to be submitted on the official Town of Monument Records Request Form. You can download the fillable PDF form from the Town's website and email the completed form to clerkdepartment@tomgov.org, or mail or hand-deliver it to the Monument Town Clerk at 645 Beacon Lite Road, Monument, CO 80132. For police department records — such as case reports and traffic accident reports — you must submit a separate Police Department Records Release Form to records@tomgov.org. The Town Clerk's Office is open Monday through Friday, 8:00 AM to 5:00 PM. Note that requests expected to cost $50 or more require a deposit: 50% for Monument residents, or 100% for non-residents.

Download Required Form

What to Include in Your Request

• Your full name, address, phone number, fax number, and email address
• A detailed description of the specific document(s) you are requesting
• Relevant date ranges and any identifying details (case numbers, permit numbers, addresses)
• Your preferred format: inspection, electronic copy, black & white copy, color copy, fax, certified copy, audio, or photograph
• A reference to the Colorado Open Records Act (CORA), C.R.S. § 24-72-201, et seq.
• Your signature acknowledging the fee schedule, response timeframe, and reasons a request may be denied
• A fee threshold or maximum amount you are willing to pay before being contacted

Response Deadlines and What to Expect

Under CORA, the Town of Monument must make requested public records available for inspection within three working days of the custodian's receipt of the Records Request form, as stated on the Town's own form and consistent with C.R.S. § 24-72-203(3)(b). The clock starts on the next working day after the request is received.

If extenuating circumstances exist — such as the volume of records, the need for legal review, or the physical location of records — the Town may extend the response period by up to an additional seven working days, for a total of ten working days. The Town must notify the requester of any extension in writing within the initial three-day period. Extenuating circumstances may include a broadly stated request encompassing a large number of records.

Regarding fees, the Town of Monument charges $0.25 per standard page for black-and-white copies (single-sided counts as one page, double-sided as two). No per-page fee is charged for records provided in digital or electronic format. The first hour of staff time for research and retrieval is free. After the first hour, the Town charges $41.37 per hour as authorized by C.R.S. § 24-72-205(6)(b). Non-standard copies and transmissions (other than email) are charged at actual cost. Requests expected to total $50 or more require a non-refundable deposit — 50% of the estimated amount from Town residents, or 100% from non-residents. The Town's full fee schedule is available on its website.

What to Do If Your Request Is Denied or Delayed

If the Town of Monument denies your records request or fails to respond within the statutory deadline, you have options — but 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 Town's Records Request Form notes that inspection or copying may be denied if, in the opinion of the custodian after consultation with the Town's legal counsel, disclosure is prohibited under CORA or contrary to the public interest.

If your request is denied, start informally. Contact the Town Clerk's Office at (719) 884-8047 to discuss the denial and explore whether narrowing or clarifying your request might resolve the issue. Ask for a written explanation citing the specific statutory exemption that was applied.

If informal efforts fail, CORA requires that you provide the custodian with at least 14 days' written notice before filing a lawsuit. During this period, both parties may attempt informal dispute resolution (C.R.S. § 24-72-204(5)). Colorado does not have a public records ombudsman or administrative appeal process — the district court is the only formal venue for challenging a denial.

If you file a petition in El Paso 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)). The custodian may recover fees only if the court finds your lawsuit was frivolous, vexatious, or groundless.

Steps to Appeal

1. Contact the Town Clerk's Office at (719) 884-8047 or clerkdepartment@tomgov.org to discuss the denial and ask for clarification on the specific exemption cited.
2. Request a written explanation citing the specific statutory provision(s) under C.R.S. § 24-72-204 that justify the withholding, if one was not already provided.
3. Consider narrowing or modifying your request to address the custodian's concerns — sometimes a more targeted request resolves the impasse.
4. Contact the Colorado Freedom of Information Coalition (CFOIC) at coloradofoic.org for guidance and resources on challenging the denial.
5. Send a written 14-day notice of intent to file a lawsuit, as required by C.R.S. § 24-72-204(5), and attempt informal resolution or mediation during this period.
6. If the dispute remains unresolved, file a petition in El Paso 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 your suit was 'frivolous, vexatious, or groundless.'

Types of Records You Can Request from Monument, Colorado

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

• Town Council meeting agendas, minutes, and resolutions
• Town budgets, financial statements, and expenditure reports
• Contracts and agreements with vendors, consultants, and contractors
• Building permits, zoning applications, and development plans
• Code enforcement complaints and violation records
• Business license applications and approvals
• Town employee salary and compensation data (excluding protected personnel file contents)
• Emails and correspondence of town officials related to official duties
• Land use planning documents and annexation records
• Water department records including rates, usage data, and infrastructure projects
• Police incident reports and traffic accident reports (through the Police Department under CCJRA)
• Public works and streets maintenance records
• Parks and open space planning documents
• Special event permit applications and approvals
• Campaign finance filings and election records

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

Tips for Effective Public Records Requests in Monument