The City Clerk is appointed by the City Council and serves as the records management liaison officer for the City and has the care and custody of the books, records, papers, legal documents, and journals of proceedings of the City Council and carries out additional duties as may be required by the Council or the Mayor.
• Attending, recording, and preparing minutes of all meetings of City Council
• Noticing all City Council meetings in accordance with state law
• Preparing and distributing the City Council agendas
• Supervising the municipal election for the mayor and City Council
• Administers process for citizen appointments to the various boards for the City
• Preparation of legal advertisements and recording documents in accordance with state law
• Signing and sealing all official city documents
• Ensures all official public records maintained by the Clerk's Office are available to citizens
* Receives and processes all Public Records Requests. See information below concerning fees.
Jo Smith, City Clerk
Phone: (850) 233-5100
E-mail: Jo Smith
PUBIC RECORDS REQUESTS:
The City Clerk or her designee shall furnish copies or certified copies of records upon payment of certain fees provided by Florida Statute s.119.07. Fees: $.15 per single page and $.20 for double sided page of not more than 8 1/2" x 14" of the public record. Certified copies are $1.00 per document or page. CDs or DVDs are $1.00 per disc.
Special Service Charge: If the nature or volume of public records requested is such as to require extensive clerical or supervisory assistance, a special service charge shall be required in addition to the actual cost of duplication. Extensive clerical or supervisor assistance means the time expended by City personnel in excess of sixty (60) minutes to locate, review for non-public information, copy, redact, and refile the materials requested. The special service charge may apply even when only inspection has been requested. This special service charge is the labor cost of the persons providing the service, which is the person's normal hourly pay rate plus benefits multiplied by the time expended by that person. For purposes of estimating the time to be expended, the City shall estimate two minutes for each document to be collected and reviewed, and redacted and copied if necessary. The first sixty minutes of work processing the public records request shall not be included in the special service charge and when it is likely that a special service charge will be required, personnel shall inform the person requesting the records of this likelihood, to the extent possible, and provide an estimate of the expected special service charge prior to providing the extensive clerical or supervisor assistance.
Whenever copying fees or any special service charge are estimated to exceed $50.00, the City shall provide a written invoice and require a deposit of the estimated charges prior to collecting, reviewing or copying the responsive records. If the paid estimated charge exceeds the actual charge, the City shall issue a refund of any remaining deposit once the records request has been processed. The City's failure to notify a requestor of additional charges shall not absolve the requestor from the obligation to pay for any charges in full prior to the release of records. The City shall not undertake a requestor's subsequent requests which require extensive use of clerical or supervisor assistance until that requestor's outstanding invoices are paid in full. (Resolution 17-146)