How to File a Public Records Request in Bowling Green, Kentucky

What Is the Kentucky Open Records Act?

The Kentucky Open Records Act (KORA), KRS §§ 61.870–61.884, was enacted in 1976 and guarantees residents of the Commonwealth the right to inspect and obtain copies of public records held by state and local government agencies. The Act reflects the General Assembly's declaration that "free and open examination of public records is in the public interest" (KRS 61.871).

A "public record" is broadly defined under KRS 61.870(2) as all books, papers, maps, photographs, recordings, software, or other documentation — regardless of physical form — that are prepared, owned, used, possessed, or retained by a public agency. This covers a wide range of documents held by the City of Bowling Green, including meeting minutes, city contracts, permits, budget documents, emails by city officials, police reports, inspection records, and more.

KORA includes exemptions for records whose disclosure would constitute a clearly unwarranted invasion of personal privacy, active law enforcement investigation records, preliminary internal documents, attorney-client communications, and records prohibited from disclosure by other laws (KRS 61.878). Critically, all exceptions must be strictly construed — the burden of proof to justify any withholding rests with the City, not the requester.

Read the full text of the Kentucky Open Records Act (Kentucky Revised Statutes §§ 61.870–61.884)

How to File a Public Records Request with the City of Bowling Green

How to Submit Your Request

To submit an open records request to the City of Bowling Green, email CityClerkOpenRecords@bgky.org with your written request. You may also mail your request to the City Clerk's Office at 1017 College Street, P.O. Box 430, Bowling Green, KY 42101, or deliver it in person during regular office hours. The City provides an optional Open Records Request Form available on the city website, but use of the form is not required. Any written request that includes sufficient detail to identify the records sought will be accepted. Your request must be in writing and must describe the records you are seeking with enough specificity for staff to locate them. Under KORA, you are not required to state a reason for your request.

What to Include in Your Request

• Your full name and mailing or email address
• A specific description of the records you are seeking (include date ranges, names, or subject matter where possible)
• Whether the request is for commercial or non-commercial use
• Your preferred format for receiving the records (electronic or paper copies, or in-person inspection)
• A statement that you are a resident of the Commonwealth of Kentucky as defined in KRS 61.870(10)
• Your phone number (optional, but helpful for follow-up)
• Your signature (required on any written or mailed request)

Response Deadlines and What to Expect

Under KRS § 61.880(1), the City of Bowling Green must determine within three (3) working days — excluding Saturdays, Sundays, and legal holidays — after receiving your request whether to comply, and must notify you in writing of its decision within that same three-day period.

A response means a written decision, not necessarily full production of the records. The city may: (1) grant the request and provide or make records available; (2) deny the request in whole or in part, citing the specific exemption under KRS 61.878 that authorizes withholding; or (3) notify you that the records are in active use, in storage, or not otherwise immediately available, and designate a specific place, time, and date — not to exceed five (5) days from receipt — for inspection. If more time is needed beyond five days, the agency must provide a detailed explanation of the cause (KRS 61.872(5)).

For copying fees, agencies may charge only the actual cost of reproduction for non-commercial requests — typically around $0.10 per page for paper copies, consistent with Friend v. Rees, 696 S.W.2d 325 (Ky. Ct. App. 1985). Electronic copies may be available at reduced or no cost. Contact the City Clerk directly to confirm the current fee schedule.

Note that under KORA, only residents of the Commonwealth of Kentucky (as defined in KRS 61.870(10)) have the right to request in-person inspection of records. However, any person may request copies by mail or electronically.

What to Do If Your Request Is Denied or Delayed

A denial or missed deadline is not the end of the road — KORA provides robust remedies to help you enforce your right to records.

If the City of Bowling Green denies your request in whole or in part, the written denial must identify the specific exemption under KRS 61.878 that authorizes withholding and briefly explain how it applies. A vague or boilerplate denial does not satisfy this requirement. If no written denial is issued and the agency simply fails to respond within three working days, that failure itself constitutes a violation of KRS 61.880(1).

Your first step should be to contact the City Clerk's Office to ask for clarification or reconsideration — sometimes denials result from miscommunication about what records exist or which department holds them.

If that doesn't resolve the issue, you have two formal options. You may submit an appeal to the Kentucky Attorney General's Office of Open Records and Open Meetings, which will review the denial and issue a binding decision within 20 working days. The burden of proof is on the City, not you. The AG's decision has the force of law if not appealed to Circuit Court within 30 days.

Alternatively, you may bypass the AG and file an action directly in Warren Circuit Court under KRS 61.882. You do not need to exhaust the AG appeal process first. If you prevail in court and the court finds the records were willfully withheld, you may be awarded reasonable attorney's fees and costs under KRS 61.882(5), plus up to $25 for each day you were denied access.

Steps to Appeal

1. Contact the City Clerk's Office (CityClerkOpenRecords@bgky.org or (270) 393-3688) to ask about the status of your request or seek reconsideration of a denial.
2. Review the written denial carefully to confirm it cites a specific exemption under KRS 61.878 and explains how it applies — a vague denial is itself a violation.
3. If unresolved, file an appeal with the Kentucky Attorney General's Office of Open Records and Open Meetings: submit a letter describing the denial, a copy of your written request, and a copy of the agency's written denial (or note if none was given). Email to OAGAppeals@ky.gov or mail to the AG's Office, 700 Capitol Avenue, Frankfort, KY 40601.
4. The AG will issue a written decision within 20 working days (KRS 61.880(2)(a)); the decision is binding on both parties unless appealed to Circuit Court within 30 days.
5. As an alternative to the AG appeal, file an original action directly in Warren Circuit Court under KRS 61.882 — the AG process is not a prerequisite (except for inmates under KRS 197.025(3)).
6. If you prevail in Circuit Court and the court finds the records were willfully withheld, seek an award of reasonable attorney's fees and costs under KRS 61.882(5), plus up to $25 per day of denial.
7. If the agency fails to comply after a final court order, it may be held in contempt; officials who willfully conceal or destroy records may face criminal penalties under KRS 61.991.

Types of Records You Can Request from Bowling Green, Kentucky

As Kentucky's third-largest city and a rapidly growing regional hub, the City of Bowling Green generates a broad range of public records across its many departments. The following are common categories of records you can request from the City under KORA.

• Board of Commissioners meeting minutes, agendas, and resolutions
• City budget documents, financial statements, and expenditure records
• City contracts, vendor agreements, and procurement records
• Building permits, inspection reports, and code enforcement records
• Zoning applications, variance requests, and land use decisions
• Police incident reports and public safety records (subject to applicable exemptions for active investigations)
• City employee salary and compensation records
• Development agreements and economic incentive records (subject to limited exemptions for active negotiations)
• Environmental and infrastructure project records
• City ordinances and official legal publications
• Public meeting records for city boards and commissions (Ethics Board, Retirement Fund Board, etc.)
• Grant applications and federal/state funding records
• City property records and real estate transactions
• Internal audit reports and city manager communications

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

Tips for Effective Public Records Requests in Bowling Green