How to File a Public Records Request in Severance, 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. Originally enacted in 1968, CORA declares that all public records shall be open for inspection by any person at reasonable times.

Under CORA, a "public record" includes all writings made, maintained, or kept by a government entity in the exercise of functions required or authorized by law, or involving the receipt or expenditure of public funds. This covers meeting minutes, budgets, contracts, permits, emails, photographs, maps, and digitally stored data. Any person — resident or non-resident — may request records without stating a reason.

CORA includes exemptions for personnel files (other than basic employment information), attorney-client privileged communications, trade secrets, medical records, and records whose disclosure would be contrary to the public interest. Criminal justice records are governed separately by 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 always 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 Severance

How to Submit Your Request

The Town of Severance requires all CORA requests to be submitted in writing. The Town provides a CORA Open Records Request Form, which can be downloaded from the Town Clerk's page on the official website. Complete the form and submit it via email to the Town Clerk, by mail to PO Box 339, Severance, CO 80546, by fax to (970) 686-6250, or by dropping it off in person at Town Hall during business hours. A drop box is available on the north side of Town Hall for after-hours submissions. For police records, which fall under the Colorado Criminal Justice Records Act, submit a separate Request for Records Search form directly to the Severance Police Department at records@townofseverance.org.

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 type and subject
• 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 fees you are willing to pay before being contacted
• Any identifying details such as permit numbers, addresses, or case numbers to help locate records

Response Deadlines and What to Expect

Under CORA, the Town of Severance 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)). The clock starts on the next working day after the request is received. Records that are readily available should be provided immediately upon request.

If extenuating circumstances exist — such as a large volume of records, the need for legal review, or records stored off-site — the Town may extend the response period by up to seven additional working days, for a total of ten working days. The Town must notify you of any extension within the initial three-day period.

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

Regarding fees, the Town of Severance charges a research and retrieval fee of $30.00 per hour after the first free hour, which must be paid prior to receipt of the requested records. Paper copies may be charged at up to $0.25 per standard page under CORA. Electronic records provided via email are not subject to per-page copy fees. The Town may provide a cost estimate before beginning work on requests that involve significant staff time. Always request electronic delivery when possible to minimize costs.

What to Do If Your Request Is Denied or Delayed

If the Town of Severance denies your records request or fails to respond within the statutory deadline, you have options — but it is 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 must provide a written explanation citing the specific exemption if it denies any portion of your request.

If your request is denied, start with an informal approach. Contact the Town Clerk's Office at (970) 686-1218 to discuss the denial and explore whether narrowing or clarifying your request might resolve the issue. Many denials result from miscommunication or overly broad initial requests, and a conversation with staff can be productive.

If informal efforts fail, CORA requires a 14-day notice period before you can file a lawsuit. Send written notice to the records custodian informing them of your intent to seek a court order. During this period, both parties are required to attempt to resolve the dispute (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.

If you file a petition in the Weld 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 (970) 686-1218 or Lvanarsdall@townofseverance.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. 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 during this period.
5. Consult with an attorney experienced in Colorado open records law about the merits of a court petition — the Colorado Freedom of Information Coalition (CFOIC) is a useful resource.
6. File a petition in the Weld 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 Severance, Colorado

The Town of Severance 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, resolutions, and ordinances
• 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 and sales tax license applications
• Town employee salary and compensation data (excluding protected personnel file contents)
• Emails and correspondence of town officials related to official duties
• Water and sewer utility records and rate studies
• Parks and recreation planning documents and facility use records
• Planning Commission and advisory board meeting records
• Public works and road maintenance project documents
• Annexation records and land use planning documents
• Hunting permits and solicitor licensing records

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

Tips for Effective Public Records Requests in Severance