| It is important that the City of Plantation respond to requests for public records in a timely manner. To make sure this happens, the City Clerk's Office has adopted the following guidelines: |
General Policy |
2000 Florida Statutes Title X, Chapter 119.01 covering Public Officers, Employees and Public Records states that it is the policy of this state that all state, county and municipal records shall be open for personal inspection by any person. (Permitted exemptions to this statute are listed in Title X, Chapter 119.07.)
"Public records" means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software or other material, regardless of the physical form, characteristics or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.
Chapter 119.07 allows the custodian of the public record to charge a reasonable fee of no more than $0.15/one-sided copy or not more than $0.20/two-sided copy. The charge for copies of City maps or aerial photographs supplied by City personnel may also include a reasonable charge for the labor and overhead associated with their duplication. Unless otherwise provided by law, the fees to be charged for duplication of public records shall be collected, deposited and accounted for in the manner prescribed for other operating funds of the agency. An agency may charge up to $1.00 per copy for a certified copy of a public record.
If the nature or volume of public records requested to be inspected, examined or copied requires extensive use of information technology resources or extensive clerical or supervisory assistance by personnel of the agency involved, the agency may charge, in addition to the actual cost of duplication, a reasonable service charge.
As a public agency, the City of Plantation (City) is required to abide by Florida Statutes provisions. The City complies with the letter and spirit of the statute and these guidelines serve to establish procedures for handling public records requests. Most City records, with few exceptions, are public information and open for the public's inspection.
Guidelines for responding to public records requests are intended to specify the responsibility of each City employee, the responsibility of the City and the process to be undertaken when public records requests are filed. These guidelines have been developed to ensure the City responds to public records requests in an accurate, timely, consistent and open manner.
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Procedures |
Copies of City documents covered by the Public Records Statute may be obtained by completing the Public Records Request form and submitting it to the City Clerk's office either by mail (400 NW 73rd Avenue, Plantation, FL 33317), by fax (954-797-2238) or in person. The City Clerk will work with appropriate department director to determine which records are covered under the Public Records Statute. The City Clerk will consult with the City Attorney on requests for which the law is ambiguous or unclear. The City Clerk will also consult with the City Attorney in matters related to requests for personnel and employment records.
Only representatives of the City Clerk's office should release official City records or information in response to a public records request.
The City Clerk will provide full copies of the City's official response to a public records request to the appropriate individuals. |
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The City Clerk will draft the City of Plantation's official response to all Public Records Requests and determine if a reasonable fee for copies of nonexempt public records is to be charged. Charges, if deemed appropriate, will be billed on the following schedule:
For information that is readily available, $0.15/one-side copy or $0.20/two-sided copy
For information deemed not to be readily available, $0.15/one-side copy or $0.20/two-sided copy plus actual labor costs incurred in providing the requested information. |
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Public Records Request Form
Complete form and submit to the Office of the City Clerk
400 NW 73rd Avenue
Plantation, FL 33317
Phone 954-797-2237
Fax 954-797-2238
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