Resolution 04-1092RESOLUTION NO.0a1092
A RESOLUTION OF THE CITY OF LONGWOOD,
FLORIDA, ADOPTINGA PUBLIC RECORDS POLICY AND
PROCEDURE FOR CITY STAFF TO FOLLOW.
WHEREAS, the Longwood City Commission has determind tM1et it was necessary and
desirable to adopt a formal Policy and Procedure for Pobhc Records Request; end
WHEREAS, the Longwood City Commission has determined that it was necessary and
desirable to set op a process for m ffw follow for Public Records Said —
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF LONGWOOD, FLORIDA, AS FOLLOWS:
Secfia 1• That the Longwood City Commission does hereby adopt fl,— opdaM Public
Record, Poficy—fPrxedure datedJ— 30, 2004 eontainad in Attaehmaot 1, attached hereto
as though filly contained herein.
Adopted this 19 ` "day of 20oa.
t
CITY OF LONGWOOD, FLORIDA
Ha od G. Bundy, Jr., Mafr
ATTEST:
��
Saran M. M. ij a City Cmr
Approved as W form and Iegality for the use and reliance fthe City oJ`L-gwood, Florida, ay.
IDchmm S. Taylor, Jr., ci namay
City of Longwood
Public Records Policy & Procedure
The City of Longwood shell comply with Chapter 119, Florida Statues,
L Pus use:
To imply with the public records low and establish consistent procedures for
efficient pmcessiag ofpublic records.
n Pell -
A. It is the policy ofthe State of Florida that ell me e, county, and municipal
ecords, except he. exempted by law, shall at ell times be open for
personal inspectioe, examination, and/or espying.
R. 'Public Records" means all documents, papers, letters, maps, books, tapes,
photographs, films, some]recordings, or other material, regardless ofthe
physical form, ehet-mistics, or means oftransmissiov, made or received
pursuant to law or ordinance or to esnnectlon with the transaction of
official business.
m P.oaM.—
A. Processing Peblic Records Requesra.
1. Requests for Readily Available Documents.
"Readily Available Documents" are those that ate easily retrievable,
regularly disseminated to the public and do not require additimel review
n order to determine whether they contain exempt information. Any
employwho receives a request to, this type .fie tmatioo should
comee ply by providing review and/or a copy ofthe information ,requested.
When the ika- ms are readily available, time should not be any charge
far the labor in retrieving the requested documents, but any espies
purchased by the request., shoud be charged es provided by City Code.
If, request for public r ds I,. readily eyethble, staffshould a -mail
the request to the City Clerk is order to coordinate obtaining the public
records.
2. Requests for he, Documents:
e. Akhm th it ememi be required of them when asking for numerous
different public records, the requester should be encouraged to put
their public records requests in writing. This will essist smffio
clarifying the exert scope ofthe request Requesters should
specify whether they wish to simply inspW r ds or obtain
espies. You cannot require the requester to give their came,
address, telephone number or ask by they want a espy ofthe
public —e d.
City aflmngvoad
Publi<Recards Policy & Procedure
June 3h, 2M
Page 2 all
address, telephone number or ask by they want a wpy fthe
public record.
b. Departments rewivivgav e-mailed public records req— Gem the
City Clerk will respond w the City Clerk as wov as possible as to
whether they have any responsive documents and what the
estimated amount """ieval time will be. ICany ofthe responsive
dowments are —ad off sin, the office will immediately notify
the City Clnk and will requestthe retrieval ofthe rasp—,s
records.
a Ifdeprtmemsretrievalofthe rewrds will take more than an how,
the City Clerk shall be idbt—d in ode,w wama the r,pasror
with an estimated labor charge fr the retrieval. Depatmems
should provide the City Clerk with the name and hourly pay rete of
the employee who will be doing the retrieval. The benefits
multiplier shall be added w the labor charge
d, The City Clerk shall notify the requester fthe estimate and
wnfirm wheher the requester is willing to pay the labor cbangea
and espying charges, if any. The City Clerk will wahm with the
r yuestor that the city must be paid in edvanm of the requester's
eceipt of the rewrds. For large requests (those reyviring more
than $$0 in Tabor charges m more than i I in copy charges the
city shall require an advance deposit prior w beginning mrievm.
e. The city shall make every effort w respond folly to all public
ewrds requests within forty-eight (48) hours oftheir receipt and
the City Clerk shall be responsible for mnc odtaring wmpliae with
the forty-eight(48) how peh,nan—standard. Again, readily
available d-an"s shall be banished immediately.
f Aequesis for documwts which may motet, infr sum which is
exempt from disclosure under Florida taw may be delayed until the
ewrds can be reviewed and redacted as necessary by the
Personnel Department.
g. Florida law provides asohMale fr the length ofreXatio, of
ous types ofpubli, rewrds. Sniff shell wntad the City Clerk
for assistance he determining the carted rdentioa schedules and w
arrange for destruction in accordenm with the state mandated
procedures. "no event shall staff proceed with destnredon of
cords that ere subject of a current public recoils request or
records that are evrreatly at issue in pmding Mend— The
City ofLoagwood
PublicR .t&P.6,&Procedure
Joae 711' y-
Peg.3 of 4
deswctiov of public record, must be npp,,yW is writing by
the City Admiautntor.
3. Media Requests:
Requesla fom the media for public records shall be handled mnsiaently
with the procedures outlined above.
R. Charges for Pohlic R..H,.
I. General:
a. The charge for dupfc,fion oft o,,,idW letter size (&1/2" x i 1"),
legal ave (g-i/2" x IV) or oversize (I I"x IT') dowment, capable
ofbeing reproduced oc existing city equipment, shell be fifteen
cenhs(S-15)perwpy. Duplicationofm,,idedpagesshallbe
twenty cents (S.20) per copy
b. For large,single documents no[ wvered abo..(i.e., blueprints,
maps, piths, dc.), the charge shall be the actual watt, the city for
outside reproduction.
c. For books a.d other multi -page volumes printed by the city (lee.,
oval budget, Longwood Hiuoric District Code Hook,
Longwood ifisloric Dixhict Master Plan), the charge shall be the
,cruel mg to the city for outside reproduction.
d. The charge for computer ptintouts shell be one MI,(S 1,00) per
page.
e. The charge ibr city maps shall be one dollar end twenty fve mots
(S1.25) por map.
f The charge fit', City Charter shall be two dollars (S2 00) pa wpy.
g The charge fora City Code(without a binder) shall be thirty five
dollma (S35.00) per copy
h. Tbc charge for Supplements to the City Code sbMI be twenty five
dollars (S25 00) P. year.
s The charge(,aComprehensit, Plan shall be ten ddlars($10.00)
Per copy
j. Pkthhetric and topographic maps, I shoe , I section, 1 inch=200
feet shell be fdtmn dollars (V 5.00).
k. Planimevic mapping only, I shed, I section, i inches 00 fret,hell
be twelve dollars (S12.00).
1. Planimdnc mapping only, 1 shed,'/. sm-fm, I inch=100 feet shall
be ten dollars (S10 00).
m. Aerial photograph, i shed, I section, 1 inch-200 f t shall be Ctve
do11are($5,00),
v. The charge for a certified copy of public record shalt be one dollar
(S I.00) per mdificatio,, plus the applicable copying charges.
2. Multi -Media Public Rewrds Requests.
City of Langvood
Public Reeerds Policy & Procedure
Jane J0,2004
Pege 4 of 4
b_ The charge for copies If-- tapes.shali be ttvo do11ers($2.00)
per cassette.
3. Inforn on Syste
a. The ch arge for utput any other madinm (i a., diskett
compact disk, mc.) shall be the cost to the City for —1, medium.
4. Labor Charges
Por ra rdinary rego imuiri g then 30 mina of estaff
ea labor charge ill be' posed. Such charge shall beee thr salt
of he employee's ate of pay plus benefits, moltiplied by he
tual time workhourly red to accommodate the IN— and measured in
tenths of an hour.
5. Revenue Collection and Receipts'.
A receipt for payme of costs associated with p blic rewrds reque t
Lit
be given to the r,goestor upon payment fthe levied fae_
IV. Forms:
Request far Copies/Smice Form
V. Effective Date:
Adopted by the City Commission an MY 19, 20N