How to File a Public Records Request in Cody, Wyoming

What Is the Wyoming Public Records Act?

The Wyoming Public Records Act, codified at W.S. §§ 16-4-201 through 16-4-205, is the state's foundational open-records law. It guarantees every person — regardless of residency or stated purpose — the right to inspect and obtain copies of public records held by any governmental entity in Wyoming, including cities, counties, school districts, and state agencies.

A "public record" is broadly defined as any information in physical form — paper, electronic, or otherwise — created, accepted, or obtained by a governmental entity in furtherance of its official functions and the transaction of public business, unless privileged or confidential by law. This includes city contracts and agreements, city council meeting minutes, permits, budgets, employee rosters, emails received or sent in the course of public business, incident reports, and planning documents.

The law mandates several exemptions that agencies must deny. These include personnel files (though employment contracts are public), law enforcement investigative files, medical and psychological records on individuals, school student records, 911 system data, records of internal personnel investigations, library patron records, and juvenile records. When considering discretionary exemptions, agencies must apply a balancing test weighing the public's right to access against any privacy interest — and the public policy of Wyoming strongly favors disclosure. The burden to justify withholding always rests with the agency, not the requester.

Read the full text of the Wyoming Public Records Act (Wyoming Statutes §§ 16-4-201 through 16-4-205)

How to File a Public Records Request with the City of Cody

How to Submit Your Request

The City of Cody's preferred method for public records requests is its NextRequest online portal at codywy.nextrequest.com. The portal allows you to submit a request, track its status, receive updates, and download responsive records electronically — all in one place. You may also submit a written request by email to records@codywy.gov, or deliver it in person to City Hall at 1338 Rumsey Ave during business hours. No specific form is required. Wyoming law does not require you to provide your name or explain why you want the records, though providing contact information helps the City clarify your request and deliver records more efficiently. If your request is unclear or overly broad, the City may pause processing and ask you to revise it. The City is not required to create new records or perform research in response to a request.

What to Include in Your Request

• A clear, specific description of the records you are seeking, including relevant dates, names, departments, or subject matter
• The format in which you prefer to receive records (electronic PDF, paper copy, etc.)
• Your preferred delivery method (email, online portal download, or in-person pickup)
• A contact email address or phone number so the City can reach you for clarification or fee estimates
• A fee threshold above which you want to be notified before processing continues (e.g., 'Please notify me if fees will exceed $25')
• If requesting police or incident records, include the incident date, location, and names of parties involved to assist with locating the records

Response Deadlines and What to Expect

The Wyoming Public Records Act (W.S. § 16-4-202) establishes a tiered response framework for public records requests. If a record is readily available, it must be released immediately — so long as doing so does not impair the City's ability to discharge its other duties. The City of Cody's NextRequest portal confirms that requests are often fulfilled prior to the statutory 30-day deadline.

If the records you requested are in active use, in storage, or not in the custody of the City, the designated public records person must notify you of this within seven (7) business days from the date of acknowledged receipt of your request. This initial notification is not a fulfillment — it is an acknowledgment of the request's status.

All public records must be released no later than 30 calendar days from the date of acknowledged receipt, unless good cause exists (W.S. § 16-4-202(c)(iii)). Good cause may include the complexity or volume of the request, records being actively privileged, or delay in fee payment. If good cause prevents timely release, the City must work with you to establish a mutually agreed release date. If you and the City cannot agree on a date, you may file a complaint with the Wyoming Public Records Ombudsman or petition the district court.

The City of Cody charges fees for staff time, copies, and electronic media. You will receive a cost estimate before any fees are incurred. Prepayment may be required for large requests.

What to Do If Your Request Is Denied or Delayed

Receiving a denial or no response to your public records request is frustrating — but Wyoming law gives you meaningful tools to push back. Here is what to do, step by step.

First, understand why the request was denied. Under W.S. § 16-4-203(e), you may request a written explanation from the City citing the specific legal authority for the denial. This written denial is important: it creates a record and identifies the precise exemption the City is relying on, which you will need if you escalate your appeal.

Next, consider whether the denial is well-founded. The Wyoming Public Records Act lists mandatory exemptions (W.S. § 16-4-203(d)) and discretionary exemptions (W.S. § 16-4-203(b)). For discretionary exemptions, the custodian must apply a balancing test weighing your right to access against any privacy interest — and the law's stated purpose is disclosure, not secrecy. If the City is withholding records under a discretionary exemption, ask whether the public interest in disclosure outweighs any privacy concern.

If the City fails to respond within 7 business days (for the initial acknowledgment) or 30 calendar days (for fulfilment), or if you believe the denial is unjustified, you have two parallel paths: (1) file a complaint with the Wyoming Public Records Ombudsman, Darlena Potter, at pr.ombudsman@wyo.gov or (307) 777-5119 — a free, informal mediation process; or (2) petition the district court in the district where the records are located (the 5th Judicial District in Park County) under W.S. § 16-4-203(f). A court order can compel production of the records and waive any fees. A person who knowingly or intentionally violates the Act is subject to a civil penalty of up to $750 per violation (W.S. § 16-4-205). Note that Wyoming's Public Records Act does not currently include a fee-shifting provision for prevailing requesters, so each party typically bears its own legal costs.

Steps to Appeal

1. Request a written denial: Ask the City to provide a written explanation citing the specific statute or legal authority for any denial, as required by W.S. § 16-4-203(e).
2. Clarify or narrow your request: If the City indicates your request is overly broad or unclear, revise and resubmit. A more targeted request often succeeds where a broad one does not.
3. Contact the designated public records person: Reach out to Gael Sosa at records@codywy.gov or (307) 527-7512 to discuss the status of your request and any concerns.
4. File a complaint with the Wyoming Public Records Ombudsman: Contact Darlena Potter at pr.ombudsman@wyo.gov or (307) 777-5119. The ombudsman can mediate disputes and determine whether good cause exists for withholding or delay — at no cost to you.
5. Petition the 5th Judicial District Court: Under W.S. § 16-4-203(f), you may file a petition in the district court located in Park County to compel the City to show cause why the records should not be released. The court may also waive fees.
6. If the court finds a knowing or intentional violation: The City may be subject to a civil penalty of up to $750 per violation under W.S. § 16-4-205, and the court may assess damages.
7. Appeal to the Wyoming Supreme Court: If dissatisfied with the district court's ruling, you may appeal under the Wyoming Rules of Appellate Procedure, filing a notice of appeal within 30 days of the district court's order.

Types of Records You Can Request from Cody, Wyoming

The City of Cody generates a wide range of records in the ordinary course of municipal government. Under the Wyoming Public Records Act, all of the following are presumed open for inspection unless a specific statutory exemption applies.

• City Council meeting minutes, agendas, and supporting materials
• City budgets, financial statements, and audit reports
• City contracts, agreements, and vendor invoices
• Building permits, zoning applications, and land use approvals
• Planning and zoning commission records and decisions
• Police incident reports and arrest records (excluding active investigations)
• City employee salary and compensation records
• Code enforcement complaints and inspection reports
• Parks, recreation, and public facilities maintenance records
• City infrastructure projects — bids, contracts, and change orders
• Tourism promotion expenditures and agreements
• Public works permits and utility connection records
• City Attorney correspondence and legal opinions (non-privileged portions)
• Environmental compliance records and inspection reports
• Emergency management plans and after-action reports

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

Tips for Effective Public Records Requests in Cody