How to File a Public Records Request in Sheridan, Wyoming

What Is the Wyoming Public Records Act?

The Wyoming Public Records Act (W.S. §§ 16-4-201 through 16-4-205) guarantees every person — regardless of Wyoming residency — the right to inspect and copy records created, accepted, or obtained by any governmental entity in Wyoming in furtherance of its official functions. The Act was enacted to promote transparency over secrecy in government operations and applies to the City of Sheridan and all other political subdivisions of the state.

A public record includes a broad range of materials: building permits, city council meeting minutes, contracts, financial records, email correspondence, maps, photographs, and any other document received or created by the City in the course of transacting public business. Electronic communications are explicitly covered. Records may be provided in paper or electronic form.

Key exemptions include active law enforcement investigatory files, personnel files (though employment contracts remain public), attorney-client communications, trade secrets, hospital medical records, and real estate appraisals made for land acquisition purposes. The burden of demonstrating that a record is exempt falls on the City — not on you as the requester. Wyoming courts have long interpreted the Act liberally in favor of disclosure.

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 Sheridan

How to Submit Your Request

The City of Sheridan encourages requesters to use the NextRequest online portal at cityofsheridanwy.nextrequest.com, which allows you to submit your request, track its status, and receive documents electronically. Before filing a new request, the City asks that you first check the public records portal at sheridanwy.gov/government/clerk_s_office/public_records_portal — many documents such as meeting minutes, ordinances, and resolutions are already posted there and freely accessible without a formal request. If you prefer not to use the online system, you may submit a written request by email to afoster@sheridanwy.gov, by U.S. mail to 55 Grinnell Plaza, Sheridan, WY 82801, or in person at City Hall during business hours. No specific form is required, but your request must be in writing and sufficiently describe the records sought. Contact the City Clerk directly at afoster@sheridanwy.gov with any questions about the process.

What to Include in Your Request

• Your full name and contact information (mailing address, email, and/or phone number)
• A specific description of the records you are requesting, including dates, departments, or subject matter where known
• Your preferred format for receiving records (electronic PDF, paper copies, or in-person inspection)
• Any fee limit you wish to set, and a request for advance notification if costs will exceed a specified amount
• The date of your request
• A reference to the Wyoming Public Records Act (W.S. § 16-4-202) to establish the legal basis for your request

Response Deadlines and What to Expect

Under the Wyoming Public Records Act (W.S. § 16-4-202), the City of Sheridan must release requested records within 30 calendar days from the date of acknowledged receipt of your request. Unlike some states, Wyoming does not distinguish between resident and non-resident requesters — anyone may file a request and the same deadline applies.

The process has two key steps. First, if the records you requested are not in the custody of the City Clerk’s Office, the designated public records person must notify you within seven business days and direct you to the appropriate custodian. If the records exist but are in active use or storage, the City must also notify you within seven business days and explain the situation.

Once the City has acknowledged receipt of your request, the 30-calendar-day clock begins. If good cause exists preventing release within that window — such as the volume or complexity of the request, privilege review, or fee payment delays — the City must negotiate a mutually agreed release date with you. If you cannot agree on an extended deadline, you may file a complaint with the Wyoming Public Records Ombudsman or petition the district court.

Fees for copies are set at the City’s discretion under W.S. § 16-4-204. Inspection of printed records is free; copies carry a reasonable per-page charge. Electronic records may incur search-and-retrieval costs. The City’s Master Fee Schedule is available through the NextRequest portal. The City is not required to begin compiling records until applicable fees are paid.

What to Do If Your Request Is Denied or Delayed

If the City of Sheridan denies your public records request — fully or in part — the custodian is required to identify the specific statutory exemption under the Wyoming Public Records Act (W.S. § 16-4-203) that justifies withholding each record or portion. Common reasons for denial include active law enforcement investigations, attorney-client privileged communications, personnel file protections, and trade secrets. If you believe the denial is improper, you have several avenues for recourse.

The most common first step is to contact the City Clerk directly to ask for clarification. Sometimes, a request can be narrowed or reframed in a way that makes responsive records available. If records are withheld in part, ask whether redaction — removing the exempt portions — would permit release of the remainder. Under Wyoming law, the ombudsman and district courts may review records in camera and order partial release where redaction is feasible.

If informal resolution fails, the Wyoming Public Records Ombudsman — designated by the Governor under W.S. § 16-4-201(c) — can mediate your dispute at no cost and, if warranted, prescribe a new release timeline or waive associated fees. Filing a complaint with the ombudsman is an accessible option before resorting to litigation. If the ombudsman cannot resolve the matter, or if the City fails to comply with the ombudsman’s order, you may petition the district court. A knowing or intentional violation of the Act can result in a civil penalty of up to $750 under W.S. § 16-4-205.

Steps to Appeal

1. Contact Ashlee Foster, City Clerk, directly to request clarification on the basis of denial and ask whether redaction would permit partial release.
2. If delay is the issue and no mutually agreed release date can be reached, file a written complaint with the Wyoming Public Records Ombudsman at governor.wyo.gov/contact/public-records-ombudsman.
3. The Ombudsman can mediate the dispute, set a new release timeline, and waive fees if appropriate — all at no cost to you.
4. If the City fails to comply with the Ombudsman’s order, or if you prefer to bypass the Ombudsman, petition the Sheridan County District Court (4th Judicial District) under W.S. § 16-4-202(c)(v) for an order compelling production.
5. The district court may order the City to show cause why it should not permit inspection, compel production, and waive any fees charged by the entity.
6. For knowing or intentional violations, a civil penalty of up to $750 may be assessed against the violating party under W.S. § 16-4-205.
7. Consider consulting the Wyoming Press Association or a Wyoming-licensed attorney if you believe the denial is part of a pattern of improper withholding.

Types of Records You Can Request from Sheridan, Wyoming

The Wyoming Public Records Act covers a broad range of documents and data held by the City of Sheridan. The following are common and frequently requested record types from municipal government.

• City Council meeting minutes, agendas, and council packets
• City ordinances, resolutions, and municipal code amendments
• Building permits, zoning applications, and land use approvals
• City contracts and vendor agreements
• City budget documents, financial statements, and expenditure reports
• Police incident reports and non-investigatory police records
• City employee salary records and employment contracts (not personnel files)
• Infrastructure plans, engineering reports, and capital improvement records
• Environmental permits and compliance records
• City-issued licenses (e.g., alcohol, special event permits)
• Email correspondence between city officials and third parties
• Grant applications and grant award records
• Planning and development commission records
• Inspection reports for city-regulated facilities
• City property records and deed transfers

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

Tips for Effective Public Records Requests in Sheridan