How to File a Public Records Request in St. George, Utah

What Is the Government Records Access and Management Act (GRAMA)?

The Government Records Access and Management Act — commonly known as GRAMA — is Utah's comprehensive open records law, codified at Utah Code §§ 63G-2-101 through 63G-2-901. Enacted in 1991 and effective July 1, 1992, GRAMA replaced earlier access statutes and establishes that every person has the right to inspect a public record free of charge and to take a copy of a public record during normal working hours. Under GRAMA, a record is presumed public unless otherwise expressly classified by statute.

GRAMA defines a "record" broadly to include books, letters, documents, maps, photographs, electronic data, and any other documentary material — regardless of physical form — prepared, owned, or retained by a governmental entity in connection with the transaction of public business. This covers meeting minutes, city contracts, budget documents, building permits, emails, and more.

Not every document qualifies. Records are classified as public, private, protected, or controlled. Private records include personnel files and personal data whose disclosure would constitute a clearly unwarranted invasion of privacy. Protected records cover attorney-client privileged materials, active law enforcement investigative files, and certain business confidentiality claims. The burden of justifying any withholding rests on the City — not on the requester — to demonstrate that a classification applies.

Read the full text of the Government Records Access and Management Act (GRAMA) (Utah Code Title 63G, Chapter 2 (§§ 63G-2-101 through 63G-2-901))

How to File a Public Records Request with the City of St. George

How to Submit Your Request

The City of St. George uses a NextRequest online portal — accessible at cityofstgeorgepoliceut.nextrequest.com — to handle GRAMA requests for the City Recorder's Office, Police Department, and Fire Department. This is the city's preferred submission method and allows you to track the status of your request online. Alternatively, you may submit a written GRAMA request by email, mail, or in person to the City Recorder's Office at 61 South Main Street, St. George, UT 84770. No specific city form is required; a written letter or email containing all required information is sufficient. You may also use a generic GRAMA request form provided by the Utah State Archives. For police report requests specifically, you can follow up on the status of your request by calling the Police Records Department at (435) 627-4301.

What to Include in Your Request

• Your full name
• Mailing address
• Daytime telephone number (if available)
• A specific description of the record(s) requested with reasonable detail (date range, subject matter, department, etc.)
• Your preferred format for receiving records (electronic or paper)
• A maximum fee amount you are willing to pay, if you wish to set a spending limit
• A request for a fee waiver, if applicable, with an explanation of the public benefit

Response Deadlines and What to Expect

Under GRAMA, the City of St. George has a maximum of 10 business days after receiving a written request to respond. Unlike some state public records laws, GRAMA does not distinguish between residents and non-residents — the same 10-business-day deadline applies to all requesters. For expedited requests — those that benefit the public rather than the individual requester — the response deadline shortens to 5 business days.

A "response" under GRAMA means one of four things: (1) providing the requested records, (2) issuing a notice of denial with a statutory citation, (3) referring the requester to another agency that maintains the record, or (4) notifying the requester that extraordinary circumstances apply and providing an estimated completion date.

Extraordinary circumstances that can extend the deadline include: the record is currently in active use by the agency; the request involves a voluminous number of records; the agency is processing an unusually large number of requests; or the request involves legal analysis to determine the proper classification. When extraordinary circumstances apply, the City must advise you when to expect a response.

GRAMA does not require the City to answer questions or create new records — only to provide access to records that already exist. Inspection of public records is always free of charge. Fees may be assessed for copying and, in some cases, staff time beyond the first 15 minutes of research under Utah Code § 63G-2-203.

What to Do If Your Request Is Denied or Delayed

If the City of St. George denies your GRAMA request — in whole or in part — it must provide a written notice of denial that includes the specific statutory provision(s) justifying the withholding and inform you of your right to appeal. Common grounds for denial include a record being classified as private (such as personnel files), protected (such as active criminal investigation files or attorney-client communications), or controlled (restricted medical data). The City may also deny requests for records that do not exist or that fall outside GRAMA's scope.

If the City fails to respond within 10 business days without invoking extraordinary circumstances, that non-response is treated as a deemed denial and may itself be appealed.

Utah's multi-step appeal process gives requesters meaningful options. The first appeal goes to the City's chief administrative officer (CAO). The CAO must respond within 10 business days. If the CAO upholds the denial or fails to respond in time, you may escalate to the state level.

As an alternative to formal appeals, you may request mediation through the Utah Government Records Ombudsman, Monica Minaya, at (385) 227-1226 or mminaya@utah.gov. Requesting mediation pauses the 30-day appeal deadline. If both parties consent, the Ombudsman will facilitate a resolution; if either party declines or mediation concludes without resolution, the appeal clock resumes.

If you substantially prevail in a district court appeal over an access denial, Utah Code § 63G-2-802 provides that the court may award attorney fees and costs.

Steps to Appeal

1. Review the denial notice carefully and note the specific GRAMA statutory provision cited as justification for withholding.
2. Within 30 days of the denial, submit a written appeal to the City of St. George's chief administrative officer (CAO) pursuant to Utah Code § 63G-2-401, stating the facts, legal authority, and reasons why the denial was improper.
3. Alternatively, request mediation through the Utah Government Records Ombudsman, Monica Minaya at (385) 227-1226 / mminaya@utah.gov, pursuant to Utah Code § 63A-12-111; this pauses the 30-day appeal deadline while mediation proceeds.
4. If the CAO upholds the denial or fails to respond within 10 business days, appeal within 30 days to the Utah Government Records Office Director at 346 S. Rio Grande Street, Salt Lake City, UT 84101, email: governmentrecordsoffice@utah.gov, pursuant to Utah Code § 63G-2-403.
5. As an alternative to the Records Office appeal, you may appeal directly to the district court under Utah Code § 63G-2-404 at any point after the CAO denial.
6. If the State Records Committee orders records disclosed and the City does not comply, the Committee may impose a civil penalty of up to $500 per day of continuing noncompliance and notify the Governor under Utah Code § 63G-2-403(15)(d).
7. If you substantially prevail in a district court appeal on an access denial, seek attorney fees and costs under Utah Code § 63G-2-802.

Types of Records You Can Request from St. George, Utah

St. George city government generates a broad range of public records across its many departments. The following types of records are commonly requested from the City and are presumed public under GRAMA unless the City can demonstrate a specific statutory exemption applies.

• City Council meeting minutes and agendas
• City ordinances and resolutions
• City budget documents and financial reports
• Contracts and vendor agreements
• Building permits and inspection reports
• Zoning and land use applications
• Code enforcement complaints and actions
• Police incident and accident reports
• Fire department incident reports
• City employee salary and compensation records
• Planning Commission meeting minutes and land-use decisions
• Public works project records and contracts
• City election and campaign finance disclosures
• Water utility and infrastructure records
• City correspondence and emails related to official business

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

Tips for Effective Public Records Requests in St. George