How to File a Public Records Request in Nicholasville, Kentucky

What Is the Kentucky Open Records Act?

The Kentucky Open Records Act (KORA), codified at KRS §§ 61.870–61.884, guarantees the public the right to inspect and obtain copies of records held by state and local government agencies — including the City of Nicholasville. The law broadly defines a "public record" as any document, paper, photograph, film, map, recording, or other documentary material, regardless of physical form, that is prepared, owned, used, possessed, or retained by a public agency.

Examples of public records that can be requested from the City of Nicholasville include: City Commission meeting minutes and agendas, building permits and inspection reports, contracts and procurement documents, police incident reports, budget documents, utility records, and city employee payroll data.

The KORA recognizes certain exemptions. Records that may be withheld include personnel files whose disclosure would constitute a clearly unwarranted invasion of personal privacy, records compiled in active criminal investigations, preliminary drafts and internal memoranda expressing opinions, records prohibited from release by other state or federal law, and attorney-client privileged communications. Critically, the burden of proof for withholding any record falls on the agency — not on 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 Nicholasville

How to Submit Your Request

The City of Nicholasville uses the NextRequest online portal as its primary platform for open records requests. To submit a request, visit cityofnicholasvilleky.nextrequest.com, create a free account, and fill out the request form describing the records you need. The portal allows you to track your request status, communicate with city staff, and receive responsive documents electronically. You can also browse previously fulfilled requests and their documents before submitting a new one — you may find what you need without filing at all. Alternatively, you may submit a written request by email to [email protected], by mail, or in person at City Hall (517 N. Main Street) during business hours. All requests must be in writing under KRS 61.880(1); oral requests are not legally required to be fulfilled under KORA's statutory response timeline.

What to Include in Your Request

• A clear description of the specific records you are requesting (dates, subject matter, document types)
• The department or office most likely to hold the records
• Your preferred format for receiving records (electronic PDF, paper copies, etc.)
• Your name and contact information (mailing address, email, or phone)
• The time period covered by the records you are seeking
• A statement that the request is made pursuant to the Kentucky Open Records Act, KRS §§ 61.870–61.884
• A fee threshold, if any, above which you want to be notified before the city proceeds

Response Deadlines and What to Expect

Under KRS 61.880(1), the City of Nicholasville must respond to a written open records request within three (3) working days of receiving it. "Working days" means Monday through Friday, excluding state holidays. The clock starts when the city actually receives your written request.

A timely "response" does not necessarily mean the city must deliver all records within three days. Within that window, the city must either: (1) provide the requested records, (2) deny the request in writing with a specific statutory citation explaining the exemption, or (3) notify you in writing that additional time is needed and state the reason for the delay along with the earliest date the records will be available.

If the request involves a large volume of records or records that require review for exempt content, the city may need more time. Under KRS 61.872(5), if records are in active use or storage, the city must notify you of the earliest date they can be made available. There is no statutory maximum on how long an extension may last, but any delay must be explained in writing.

For copying fees, the Nicholasville Police Department publishes a rate of $0.10 per page, consistent with Kentucky case law (Friend v. Rees, 696 S.W.2d 325 (Ky. Ct. App. 1985)). The City may charge the actual cost of reproduction for paper copies. Electronic records delivered digitally typically involve no copying fee. Staff time for searching or reviewing records may not be charged to non-commercial requesters under KRS 61.874.

What to Do If Your Request Is Denied or Delayed

If the City of Nicholasville denies your open records request, it must provide a written explanation citing the specific statutory exemption under KRS 61.878. A vague or oral denial does not satisfy the law. If the city fails to respond at all within three working days, that silence is treated as a denial.

Common reasons for denial include: records falling under an active law enforcement investigation exemption, records containing personal privacy information, attorney-client privilege, or records that are legally protected from disclosure by other state or federal statutes. Importantly, if a record contains both exempt and non-exempt information, the city is required to separate and provide the non-exempt portions — it cannot withhold an entire document simply because part of it is protected.

If you believe your request was improperly denied or ignored, Kentucky law gives you two paths to challenge the denial:

First, you may appeal to the Kentucky Attorney General's Office of Open Records under KRS 61.880(2). This is a free, relatively fast administrative process. You submit a written appeal (along with a copy of your original request and the agency's denial) to the AG's office, and the AG must issue a binding decision within 20 working days. The burden of proof is on the city to show that withholding was justified.

Second, you may bypass the AG and go directly to Jessamine Circuit Court under KRS 61.882. In court, if a judge finds the city willfully withheld records, it may order the city to pay your court costs and reasonable attorney's fees under KRS 61.882(5) and may impose a civil fine of up to $25 per day for each day of unlawful denial.

Steps to Appeal

1. Re-read the city's written denial carefully — confirm it cites a specific exemption under KRS 61.878 and explains how that exemption applies to your records.
2. Contact the City Clerk's Office by phone at (859) 885-1121 or email at [email protected] to clarify the denial or narrow your request — sometimes an informal conversation resolves the issue.
3. Submit a written appeal to the Kentucky Attorney General's Office of Open Records under KRS 61.880(2), attaching your original request and the city's denial. The AG issues a binding decision within 20 working days.
4. If the AG rules in your favor, the City of Nicholasville is legally required to comply. If it refuses, you may seek enforcement in Jessamine Circuit Court.
5. If the AG rules against you, or if you choose to bypass the AG, file a lawsuit in Jessamine Circuit Court under KRS 61.882 within 30 days of the AG's decision.
6. In court, if you prevail and the judge finds the city willfully withheld records, you may be awarded court costs and reasonable attorney's fees under KRS 61.882(5).
7. Document everything: keep copies of your original request, the city's response, all communications, and deadlines. A clear paper trail strengthens any appeal.

Types of Records You Can Request from Nicholasville, Kentucky

The City of Nicholasville generates and maintains a wide variety of public records in its day-to-day operations. The following are common categories of records that residents, journalists, and businesses frequently request.

• City Commission meeting minutes, agendas, and audio/video recordings
• City ordinances, resolutions, and municipal code amendments
• Building permits, inspection reports, and code enforcement actions
• City contracts, vendor agreements, and procurement records
• City budget documents, financial audits, and expenditure records
• Police incident reports and arrest records (completed investigations)
• Fire department incident reports and fire investigation bureau records
• City employee payroll, salary, and personnel rosters (public portions)
• Planning and zoning applications, variances, and commission decisions
• Property annexation records and development agreements
• Utility rate schedules, infrastructure project documents, and water quality reports
• City-owned real property records, deeds, and easements
• Ethics committee filings and disclosure records
• Streets and stormwater project records and engineering reports
• Open records request logs and previously fulfilled requests (available on the NextRequest portal)

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

Tips for Effective Public Records Requests in Nicholasville