01.02.03 - Request for Copies of Public Records
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 01 Administration Policy No. 01.02.03 SECTION: 02 Administrative Directive Page: 1 of 3 SUBJECT: 03 Request for Copies
of Public Records PURPOSE: The purpose of this policy is to establish procedures for compliance with request for public records. 1. Whenever possible, but without conditioning production
on a written request, all requests for public records, except those received in writing, shall be made by completing the “Request for Public Records” Form (available at the City Clerk’s
Office) specifically describing those documents requested to be reviewed or copied. Written requests not addressed to the City Clerk shall immediately be forwarded to the City Clerk
by cover memo for processing. 2. All records to be viewed must be viewed by appointment and in the presence of a representative of the City of Boynton Beach. 3. If an extensive amount
of research time is required and/or a large number of copies is involved, the requesting party shall be advised of the approximate cost of the response prior to the City filling the
request. Proceed to respond once approval is received. 4. The Human Resources Department shall screen all personnel files and remove all exempt or confidential information prior to the
file being viewed. All questions regarding screening files for exempt material should be addressed to the City Attorney. 5. The City Clerk will forward to the proper department any requests
for public records that are not available in the City Clerk’s Office. The receiving department shall complete the request and return all documentation to the City Clerk’s Office for
handling. The department shall include a coversheet that itemizes the costs associated with the response (e.g., number of photocopies, cost of CDs or diskettes, hourly rate if research
is extensive, etc.). The “Request for Public Records’ Form shall be marked “Completed” and returned to the City Clerk to be maintained as a public record. 1
6. Any and all subpoenas for records shall be directed to and accepted by the named employee. Copies of the subpoena shall be provided to the City Clerk and City Attorney. Subpoenas
directed to the City of Boynton Beach Records Custodian shall be directed to the City Clerk. 7. In addition to the provisions of this policy, public records requests shall be completed
in accordance with Chapter 119, Florida Statutes. PREPARED BY: City Clerk’s Office & Office of City Attorney REVISED: October 10, 2008 REVISED: July 11, 2008 Kurt Bressner Kurt Bressner
City Manager 2
3 LOG IN NUMBER __________________ CITY OF BOYNTON BEACH REQUEST FOR PUBLIC RECORD INFORMATION Request submitted by: NAME: COMPANY NAME: ADDRESS: PHONE NUMBER: FAX NUMBER: RECORDS REQUESTED:
1. You may inspect the requested records without charge unless the nature or volume requires extensive clerical or supervisory assistance in which case you will be advised of a special
service charge. (Extensive defined as taking more than 15 minutes to locate, review for confidential information, copy and re-file the requested material). Department of Administration
Hearing – FACC 12/97, Vol. XVII, NO. 3) 2. Plain paper copies shall be furnished upon payment of $ .15 if the paper is copied on one side and $ .20 if the paper is copied on both sides.
3. Copies of microfiche shall be furnished upon payment of $ .25 per page (copied on one side of paper only) 4. Certification of documentations shall be charged a $1.00 per page. 4.
Used cassette tapes shall be furnished at a charge of $1.00 each. DATE OF REQUEST: SIGNATURE OF REQUESTING PARTY: DATE COMPLETED: BY DEPARTMENT EMPLOYEE: FORWARDED TO CITY DEPARTMENT:
DATE RETURNED TO CITY CLERK: FYI COPIES TO: TO THE RECEIVING DEPARTMENT(S): • PLEASE FORWARD ALL RESPONSES TO THE CITY CLERK’S OFFICE FOR FORWARDING TO THE REQUESTING
PARTY AND FOR CLOSEOUT OF THE REQUEST. • INCLUDE A COVERSHEET THAT ITEMIZES THE COSTS TO THE REQUESTING PARTY (e.g., number of photocopies, cds, diskettes, labor, etc.)