Public Records Request
2. There is no requirement that the request be made in person or in writing, or be in any particular form.
3. The person making the request is not required to identify himself/herself or to provide information about the reason for the request of how the records will be used. The request must be clear enough to enable the agency to conduct a meaningful search. The agency may ask questions about the request in order to respond to the request fully and in a timely manner.
4. The Town shall respond to all public records requests in a reasonable time, taking into account the extent and nature of the request. Within five business days of receipt of the request, the Town will send an invoice with a cover letter to the requestor outlining the fees as calculated by section 12.B, and the total amount due.
5. Notify the requestor of estimated costs and request payment in advance if the nature or volume of the requested records will require extensive use of information technology resources, extensive clerical or supervisory assistance, or both in addition to the actual cost of duplication or production.
6. Inform the requestor that the Town is working on their request; give them an estimated tome of completion and advise them about any specific circumstances affecting completion of the request.
7. Inform the requestor that the requested materials do not exist or are not in custody of the Town.
8. Upon receipt of payment, the Town shall provide the requested materials. If for any reason the materials cannot be provided within five business days, the Town shall contact the requestor with an estimated time of completion.
9. The Public Records Law does not require the Town to generate or create records not already in the Towns public records..
10. Fees may be paid by cash, check, or money order made payable to the Town of Indian Shores.
11. Copies or certified copies of records shall be furnished upon payment of the fee prescribed by Section 119.07(4), Florida Statutes:
- Up to 15 cents may be charged per one-sided copy of not more that 14 inches by 8 1/2 inches
- No more than 20 cents may be charged for each two-sided copy.
- For all other copies the actual cost of duplication may be charged.
12. Other costs:
A. $0.85 for each CD-ROM
$1.15 for each DVD
Certified copies of public records shall be furnished upon payment of fees listed below:
- Per page certification. A charge of $1 per page shall be assessed for each individually certified page. ( Section 119.07(4), Florida Statutes)
- Certification Statement. Charge of $5 for the certification statement plus any fees for copies calculated under section 2.
- The Division of Corporations shall furnish certified copies in accordance with sections 608.452 and 620.1109, Florida Statutes.
B. The wage expense portion of public records special service charges shall be calculated based on the following formula:
- Public Records Special Service Charge=
- (Hourly Base Rate of Pay + Hourly value of Benefits) x Number of Hours Worked
13. The cost of mailing or shipping the requested material may also be added of the requestor asks that the materials be delivered (instead of the requestor picking up the material in person).
14. If the nature or volume of the public records requested to be inspected or copied is such that it requires extensive use of information technology resources or extensive clerical or supervisory assistance by personnel, or both, in addition to the actual cost of duplication, a special service charge may be assessed. This charge shall be reasonable and shall be based on the actual cost incurred for information technology resources and/or the labor cost of the clerical and supervisory personnel providing the service. (section 119.07(4)(d), Florida Statutes).
When records can be sent by email, the Town will do so in the interest of efficiency and to minimize costs. In these cases, the Town will charge only for extensive time, if applicable. If the records must be placed on CD, DVD, or other media because they are too voluminous to email or because the requestor does not want them sent by email, the costs of the media provided to the requestor will be recovered.
To submit a public request to our Administration Department please contact our Town Clerk, Elaine Jackson.