How to File a Public Records Request in Lehi, 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 Title 63G, Chapter 2 (§§ 63G-2-101 through 63G-2-901), it establishes every person's right to inspect and receive copies of public records maintained by government entities — including cities like Lehi.

GRAMA defines a "record" broadly: any book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material — regardless of physical form — that is prepared, owned, used, or retained by a governmental entity in the conduct of public business. Practically speaking, this includes city council meeting minutes, building permits, contracts, police incident reports, budgets, and government emails.

Not every record is public. GRAMA classifies records as public, private, controlled, or protected. Records are public unless a statute expressly provides otherwise — meaning the default presumption favors disclosure. The burden is on the City of Lehi to justify withholding a record, not on the requester to prove entitlement. Key exemptions include personnel files, medical records, records related to active law enforcement investigations, attorney-client privileged communications, and trade secrets.

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 Lehi

How to Submit Your Request

To request public records from the City of Lehi, you must submit a written GRAMA request to the City Recorder's Office. The easiest method is Utah's statewide Open Records Portal at openrecords.utah.gov, which allows you to submit your request directly to Lehi City online and track its progress. Alternatively, you may download and complete Lehi's GRAMA Request Form (available at the link above), then submit it by email to [email protected], by mail to 153 North 100 East, Lehi, Utah 84043, or in person at the City Recorder's Office during office hours (Monday–Thursday, 7:00 AM to 6:00 PM). Your request must be in writing and include your name, mailing address, daytime phone number, and a reasonably specific description of the records you seek.

Download Required Form

What to Include in Your Request

• Your full name and mailing address
• A daytime phone number or email address where you can be reached
• A specific description of the records requested (include dates, names, subjects, or document types)
• Whether you want to inspect the records (free) or receive copies (fees apply)
• The format you prefer (paper, electronic, etc.)
• A fee authorization amount, or a request for a fee waiver with supporting justification
• Whether you are requesting expedited processing (media requesters receive a 5-business-day response)

Response Deadlines and What to Expect

Under Utah Code § 63G-2-204, the City of Lehi must respond to a GRAMA request as soon as reasonably possible, but no later than ten business days after receiving a written request. For media requesters — individuals seeking records to report a story for publication or broadcast to the general public — the deadline is shortened to five business days.

A "response" means the City must either: (1) provide the records; (2) notify you that the records are available for inspection; (3) deny the request in writing, citing the specific statutory basis; (4) notify you that the City does not maintain the records and, if known, identify the entity that does; or (5) notify you of "extraordinary circumstances" that prevent an immediate decision, along with an estimated response date.

Extraordinary circumstances — such as an unusually voluminous request, the need for legal review, or difficulty locating records — allow the City to extend its response beyond ten business days. If the City invokes this provision, it must notify you in writing and provide an estimated completion date.

Inspecting records is free of charge. If you request copies, Lehi charges $0.10 per page for black-and-white copies and $0.15 per page for color copies, consistent with Utah Code § 63G-2-203. Staff time fees may apply for requests that take longer than 15 minutes to process. If estimated fees exceed $50, the City may require prepayment before proceeding.

What to Do If Your Request Is Denied or Delayed

A denial or delay from the City of Lehi is not the end of the road — GRAMA provides a structured, multi-step appeals process, and requesters who pursue it in good faith have real recourse.

The most common reasons for denial include records being classified as private (e.g., personnel files, medical records), protected (e.g., attorney-client communications, active investigation materials, trade secrets), or controlled (certain records accessible only to specified parties). A denial may also occur because the City claims responsive records do not exist, or because a request was not specific enough. If records are only partially exempt, the City must provide the public portions and identify the withheld portions with a specific statutory citation.

If your request is denied or you receive no response by the deadline (which itself constitutes a deemed denial), here is how to escalate:

First, consider contacting the City Recorder informally to clarify your request or address any ambiguity. Sometimes a more specific or narrowed request resolves the issue quickly.

If informal resolution fails, GRAMA's formal appeal process is your next step. You have 30 days from the date of a denial to file a written appeal. A 2024 legislative update (HB 266) added the Government Records Ombudsman as a mediation resource — seeking mediation will toll your appeal deadline, giving you additional time while the Ombudsman attempts to facilitate a resolution.

If the CAO upholds the denial, you may escalate to the State Records Committee (a free, monthly public hearing process) or file directly in district court. Courts may award attorney fees and costs to a requester who substantially prevails under Utah Code § 63G-2-802.

Steps to Appeal

1. Contact the City Recorder's Office informally to clarify or narrow your request — many disputes are resolved at this stage without a formal appeal.
2. If denied, file a written Notice of Appeal to the Lehi City Chief Administrative Officer (CAO) within 30 days of the denial, citing Utah Code § 63G-2-401. Include your name, address, phone number, the relief you seek, and a statement of facts and legal authority supporting your position.
3. Consider requesting free mediation with the Utah Government Records Ombudsman (Utah Division of Archives and Records Service) — doing so tolls your appeal deadline under the 2024 GRAMA amendments (HB 266). The Ombudsman facilitates resolution before a formal hearing.
4. If the CAO affirms the denial, file a Notice of Appeal with the State Records Committee within 30 days of the CAO's decision, pursuant to Utah Code § 63G-2-403. Provide a copy to the City on the same day. The Committee holds monthly hearings and issues written orders.
5. Alternatively, instead of the State Records Committee, you may petition for judicial review in Utah District Court under Utah Code § 63G-2-404. The court reviews the matter de novo.
6. If you prevail in district court, you may seek an award of attorney fees and litigation costs under Utah Code § 63G-2-802, which allows courts to award fees to a requester who substantially prevails in an access denial appeal.
7. If the State Records Committee orders disclosure and the City fails to comply, the Committee may impose civil penalties of up to $500 per day of noncompliance and notify the Governor, under Utah Code § 63G-2-403(15)(d).

Types of Records You Can Request from Lehi, Utah

The City of Lehi generates and maintains a wide variety of records in the course of municipal government. The following are among the most commonly requested types of public records available under GRAMA.

• City Council meeting minutes and agendas
• Mayor and City Council correspondence and emails
• Building permits and inspection reports
• Zoning and land use applications and approvals
• City contracts and procurement records
• Police incident reports and use-of-force reports
• City budget documents and financial audits
• Employee salary and compensation records (public portions)
• Development agreements and subdivision approvals
• City-owned property records and assessments
• Infrastructure and public works project records
• Environmental and utility compliance records
• City Recorder election filings and campaign finance records
• Emergency management plans and public safety policies
• City ordinances, resolutions, and municipal code amendments

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

Tips for Effective Public Records Requests in Lehi