Agenda Item 10DAGENDA ITEM # I OD
JULY 23, 2012
Purpose:
To provide efficient and timely responses to requests for public records where
1. The request is for records that are readily available to the person/department
receiving the request.
2. The scope of the request is broad or requires a significant amount of research.
3. The request is for personal information on a City employee.
4. The request is from a city commissioner.
1. Procedure: Where the request is for records that are readily available to the
person/department receiving the request
• When a verbal or written request is received for a current record that is in the custody of
the department receiving the request, and where the request is such that it can be filled
easily and without a significant amount of research, the documents should be copied by
the receiving department and provided to the requester in a timely manner.
2. Procedure: Where the scope of the request is broad or requires a significant
amount of research
• If request is sent to the City Clerk:
(a) The City Clerk will acknowledge receipt of the request and will advise the
requesting party that an estimate of the charges and the length of time that will be
required to fill the request, is being prepared by the department(s) involved.
(b) A copy of the letter from the requesting party along with the response from the
City Clerk will be sent to the supervisor of the department(s) involved with a
request that they prepare the above estimates. A copy of this correspondence will
be sent to the City Manager.
(c) The estimate of time and charges should be returned to the City Clerk within five
business days
(d) The City Clerk will then advise the requesting party of the estimate of time and
charges and will request prepayment of any orders estimated at $100 or over
(e) When payment is received, the City Clerk will notify the department supervisor
and, based on the estimate provided by the department in Item 1 above, the City
Clerk will advise the department(s) of the date when the order is expected to be
completed.
(f) If a department finds they will be unable to complete the request by the
established date, a new due -date should be determined and the City Clerk advised
immediately. The City Manager must be copied with all related correspondence,
including e- mails.
AGENDA ITEM # l OD
JULY 23, 2012
(g) A cover letter should be included when documents are sent to the requesting parry
itemizing the documents enclosed, and explaining which requests (if any) could
not be filled, and why.
(h) A copy of all correspondence to /from the requesting party should be sent to the
City Clerk.
• If the request is sent to a City Department:
(a) Send a copy of the request to the City Clerk and then follow procedures (a)
through (h)
3. Procedure: where the request is for personal information on a City employee
(a) Forward the request to the Human Resources Department
(b) If the request is for information on a current employee and can be filled
easily and without a significant amount of research, the documents should be
copied and provided to the requester in a timely manner.
(c) If the request is such that it will require significant research or staff time
the Human Resources Department should provide the requesting party with an
estimate of the charges and the length of time that will be required to fill the
request, and request prepayment of any orders estimated at $100 or over.
(d) When payment is received, the Human Resources should then assemble
the requested documents.
4. Procedure: when the request is from a City Commissioner:
Lal If the request is extensive then normal procedures and costs shall apples
2. I the request is for documents and materials provided to other City
boards and committees, they shall be provided without charge.
NOTES: 1. An elected official's fiduciary duties extend to being a keeper of the public
trust (i.e., City funds) and using public dollars in a manner that is beneficial to the public.
2. If an elected official is not charged the same as other citizens, that could
be considered a violation of F1a.Stat. § 112.313(6), misuse of public
position, or possibly some other statute or ethical rule.
3. It may become a policy issue as to how much time and resources a
Commissioner should be allowed to require from City staff.