Public Records

Public Disclosure Requests Procedures
The Port of Kingston is committed to providing full access to the public records in accordance with the Washington State Public Records Act (RCW 42.56). These procedures are to provide for the fullest assistance to requestors and the timeliest action on requests.

Public Records Officer
The Port Director’s Assistant is designated as the public records officer for whom members of the public may direct requests for disclosure of public records. The public records officer may be contacted at:

Port of Kingston
P.O. Box 559
Kingston WA 98346

(360) 297-3545 phone
(360) 297-2945 fax

It is requested that all Public Records Requests be made in writing. A prescribed Public Records Request form is available. Requests may be mailed, faxed, emailed or hand delivered. The request should include the following information:

  • Name and address of the requestor;
  • Other contact information including telephone number and an email address

(if available);

  • A detailed description of the public record being requested;

Whether the requestor wants to inspect the records or have copies provided for a fee plus postage fees and where the copies are to be sent if mailed.

Response to Requests
The Port will process requests in the order allowing the most recent requests to be processed in the most efficient manner. The Port will respond to a request within five (5) business days and shall respond by:

  • Notifying the requestor that documentation are available; or
  • Send a letter acknowledging that the Port has received the request and provide a reasonable estimate of the time the port will require to respond; or
  • Seek clarification of the request. If the requestor fails to clarify the request, the Port will treat the request as having been withdrawn and close the request.
  • Deny the records request.

Additional time to respond to a request may be based upon the need to clarify the intent of the request, to locate and assemble the information requested, to notify third persons or agencies affected by the request, and/or to determine whether any of the information requested is exempt and subject to redaction. The Public Records Act does not require the Port to answer general questions, create new public records, or provide information in a format that is different from the original public record(s).

Installment Responses
The public records officer may provide access for inspection and copying in installments. If within 30 days of the notice of availability of the responsive records, the requestor fails to inspect the set of records or claim one or more of the installments, the public records officer may stop processing the remainder of the request and close it.

Inspection of Records
After notification to the requestor of the availability of the responsive records, the public records shall be made available for inspection and/or copying during the normal business hours of the Port (currently 8:00 a.m. through 4:45 p.m., Monday through Friday of each week, except on legal holidays and weekends. In order that public records maintained on the premises of the Port may be protected from damage or disorganization as required by the Public Records Act, the following practices are instituted:

  • The Port shall provide a space to inspect public records.
  • Port staff may be present during the inspection of records.
  • No public records may be removed from the viewing area, marked, defaced, torn, damaged, destroyed, disassembled or removed from its proper location or order, or altered.
  • No fee is charged for viewing public records.
  • To select a paper record for copying during inspection, a requestor must flag the page of document by used of a non-permanent method such as a removable adhesive note.

Copying of Public Records
A requestor shall indicate which document(s) they wish the Port to copy. To avoid disruption of Port operations, the Port cannot offer these facilities for public use. Port staff will make the requested copies or arrange for copying and the requestor will be charged according to RCW 42.56. The Port does charge $.15 per page for standard black and white copies. Other costs for non-standard size copies, mixed media, photographs or postage/handling may also be applicable. A deposit may be required depending up to the volume or number of copies requested.

Failure to Respond to Public Records Request
The requester must claim or review the assembled records within thirty (30) days of notification by the Port of the responsive records. If after thirty (30) days of being notified of the availability of the responsive records, the requester fails to inspect the entire set of records or one or more of the installments, the public records officer or designee may consider the records request abandoned, stop searching for the remaining records and close the request.