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HomeMy WebLinkAboutCode Master Project 1978: Chapter 203: Uniform Public Records Procedure § 203.01 PUB. RECORDS PROC. § 203.04 § 203 .05 PUB. RECORDS PROC. § 203.06 CHAPTER 203 (A) If required by law to do otherwise, UNIFORM PUBLIC REGARDS PROCEDURE the City Clerk shall retain a copy and for- ward the original. Sec. 203.01 Short Title. This Chapter may be (B) If in the opinion of the City referred to as "The Uniform Public Records Clerk the public record can be acted upon Procedure Code." (Ord. No. 30-73, § 1, and returned by the officer or official 17 July 1973] within twenty-four (24) hours. Sec. 203.02 Uniform Mailing Address Required: (C) If in the opinion of the City All officers and officials in their official Clerk the duplication cost would be capacity of the City of Cape Canaveral shall use excessive, only the cover letter shall the mailing address of "105 Polk Avenue, Cape be retained. Canaveral, Florida 32920" for the receipt of all documents, papers, letters, or other materials (D) If the City Clerk had delegated classified as public records under § 119.011, certain records keeping responsibilities Florida Statutes, and subject to public disclosure. to other officers or officials. (Ord. (Ord. No. 30-73, § 2, 17 July 1973] No. 30-73, § 5, 17 Jul. 1973) . Sec. 203.03 Cape Canaveral Post Office to be Sec. 203. 06 Uniform Mailing Required . Notified. The Postmaster of the Cape Canaveral' All officers and officials of the City of Cape Canaveral in official Branch of the U. S. Postal Service shall be capacity shall furnish to the City Clerk un- notified in writing by the City Clerk that all sealed, all documents, papers, letters, mail directed to officers and officials of the City or other, materials classified, as public in their official capacity, except books for the records under § 119.011, Florida Statutes, Cape Canaveral Public Library, shall be delivered and subject to public disclosure which to the City Clerk at 105 Polk Avenue, Cape Canaveral, and to be mailed. (Ord. No. are 73 6, Florida 32920. (Ord. No. 30-73, § 3, 17 July 1973] 17 Jul. 1973) . . . Sec. 203.04 City Clerk to Open and Log Incoming Public Records. All incoming documents, papers, letters or other material classifiod as public records under § 119.011, Florida Statutes, and subject to public disclosure shall be (A) Opened by the City Clerk, (B) Stamped to note the date and time of receipt. § 203.04 PUB. RECORDS PROC. § 203.05 § 203.07 PUB. RECORDS PROC. § 203.10 (C) Stamped with a permanent, unique Sec. 203.07 City Clerk to Log Outgoing Records. log number, and All outgoing documents, papers, letters, or other material classified as public records under (D) Entered into a log noting material , § 119.011, Florida Statutes, and subject to public source and subject, and routing. (Ord. disclosure, shall be stamped with a permanent, No. 30-73 , 54, 17 Jul. 1973) . unique log number and entered into a log noting material destination and subject. [Ord. No. 30-73, (E) Notwithstanding the provisions § 7, 17 July 1973] set forth above, all incoming documents, papers, letters and other material add- Sec. 203.08 Retention of Outgoing Public Records ressed to the Police Department of the Copies. The City Clerk shall retain and file as City of Cape Canaveral shall not be provided below, a copy of all outgoing public opened and log&ed by the City Clerk. All records and promptly mail the original, except: such addressed mail shall be delivered directly to the Police Department where (A) If in the opinion of the City Clerk, the same shall be logged pursuant to the duplication cost would be excessive, only the provisions of this, Ordinance.. Ord. cover letter shall be retained. No. 18-75, § 1, 5 Aug. 1975. (7) Notwithstanding the provisions (B) If the City Clerk has delegated certain set forth above, all incoming documents, records keeping responsibilities to other officers paper's, letters and other material add— or officials. ressed to the Cape Canaveral Public [Ord. No. 30-73, § 6, 17 July 1973] Library shall not be opened and logged Sec. 203.09 Interoffice and Interdepartment by the City Clerk. All such addressed Materials. All interoffice and interdepartment mail shall be delivered directly to the documents, papers, letters, or other materials Cape Canaveral Public Library where classified as public records under § 119.011, same shall be logged pursuant to the Florida Statutes, and subject to public disclosure provisions of this chapter. (Ord. No. shall be treated in the same fashion as outgoing 30-73, 17 Jul. 1973, amended by Ord. No. materials in §§ 203.06 - 203.08 above, with the 7-76 § 1, 3 Apr. 1976) . additional exception of § 203.05(B) above. [Ord. No. 30-73, § 9, 17 July 1973] Sec. 203.05 Retention of Incoming Sec. 203.10 Policy Established as to Communi- Public Records. The City Clerk shall cations. All communications properly classified retain and file as provided in § 203.11 as interoffice or interdepartment directives shall below, the original of all incoming be in writing, except that if the immediacy of the public records and promptly forward a action necessary requires a verbal directive, a copy to the indicated or appropriate written equivalent shall be forwarded within City dffice or official, except . twenty-four (24) hours. This section shall not 203-.4P. § 203.10 PUB. RECORDS PROC. § 203.12 apply to existing normal functions, although the keeping of written records is encouraged. The implementation of all new functions, policies, or programs shall, however, be by written directive. [Ord. No. 30-73, § 10, 17 July 1973] Sec. 203.11 Certain Files to be Maintained. (A) A separate file shall be maintained for each federal, state, county or municipal (except the City of Cape Canaveral) agency or office. (B) A separate file shall be maintained for each project in which the City is engaged. Duplicate copies shall be filed as provided in subsection (A) above, except if in the opinion of the City Clerk, the duplication cost is excessive, only the cover letter shall be placed in the subsection (A) files. [Ord. No. 30-73, § 11, 17 July 1973] Sec. 203.12 Penalty. Any officer or official who shall willfully and knowingly violate the provisions of this Chapter shall be subject to removal. In addition, said officer or official shall be guilty of an offense punishable as provided in § 801.03. [Ord. No. 30-73, § 12, 17 July 1973] 203-5 Code List Chap 203 Procedures, Incoming Mail ORDINANCE NO. 18-75 AN ORDINANCE AMENDING ORDINANCE. 30-73 EXCEPTING INCOMING DOCUMENTS, PAPERS, LETTERS AND OTHER MATER IRESSED TO CITY OF CAPE CANAVERAL POLICE DEPARTMENT, FROM BEING OPEN- ED AND LOGGED BY THE CITY CLERK; PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED by the City Council of the City of Cape Canaveral, Florida, as follows: SECTION 1. That City of Cape Canaveral Ordinance No. 30-73, Section 4, be amended by the addition thereto of the.followin sub-paragraph: 203.04 "E" "(e) Notwithstanding the provisions set forth above, all incoming documents, papers, letters and other material addressed to the Police. Department of the City of Cape Canaveral shall not be opened and logged by the City Clerk. All such addressed mail shall be delivered directly to the Police Department where , same shall be logged pursuant to the provisions of this Ordinance. "[Ord. No. Amended by 18-75 §1, 5 Aug. 75] SECTION 2. This Ordinance shall become effective immediately upon its adoption. ADOPTED by the City Council of the City of Cape Canaveral, Florida, this 5th day of August , 1975. [signature] Mayor Pro Tem Attest: [signature] City Clerk Approved as to Form: [signature] City Attorney FIRST READING: 7-15-75 POSTED: 7-16-75 SECOND READING: 8-5-75 ADVERTISED: 7-21-75 ORDINANCE NO. 7- 76 AN ORDINANCE AMENDING CHAPTER 203 OF THE CODE OF THE CITY OF CAPE CANAVERAL, FLORIDA, WHICH ESTABLISHED A UNIFORM PUBLIC RECORDS PROCEDURE , BY PROVIDING THAT THE CAPE CANAVERAL PUBLIC LIBRARY SHALL BE EXEMPT FROM PROVISIONS OF SAID CHAPTER; REPEALING ALL SECTIONS OF THE CITY CODE IN CONFLICT HEREWITH; PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED by the City Council of the City of Cape ICanaveral , Florida, as follows : SECTION 1. That Section 203 .04 of Chapter 203 of the Code of the City of Cape Canaveral , entitled "Uniform Public Records Procedure," is hereby amended by the addition of the following: add new F. ["(f) Notwithstanding the provisions set forth above, all incoming documents , papers , letters and other material addressed to the Cape Canaveral Public Library shall not be opened and logged by the City Clerk. All such addressed mail shall be delivered directly to the Cape Canaveral Public Library where same shall be logged pursuant to the provisions of this chapter."][Ord. No. 30-73, et 18-75 et 07-76 et] SECTION 2 . All sections of the Code of the City of Cape Canaveral in conflict herewith are hereby repealed. SECTION 3. This Ordinance shall become effective immed- iately upon its adoption. ADOPTED by the City Council of the City of Cape Canaveral , Florida, this 13 day of April, 1976 . [signature] Mayor Attest: [signature] City Clerk Approved as to Form: [signature] City Attorney FIRST READING: 3-16-76 POSTED: 3-17-76 ADVERTISED: 3-24-76 SECOND READING: 4-13-76 NAME YES NO ABS MACLAY YES NICHOLAS YES RHAME YES SALVAGGIO UNMARKED THURM YES CHAP 203 Sec 203.01 Short Title. This Chapter may be referred to as the "Uniform Public Records Code." [Ord. No. 30-73, §1, 17 July 1973] INCOMING MATERIALS Sec. 203.02 Uniform Mailing Address Required. All officers and officials in their official capacity, of the City of Cape Canaveral shall use the mailing address of "105 Polk Avenue, Cape Canaveral, Florida 32920" for the receipt of all documents, papers letters, or other materials classified as public records under §119.011, Florida Statutes, and subject to public disclosure.[Ord. No. 30-73, §2, July 1973] Sec. 203.03 Cape Canaveral Post Office to be notified. The Postmaster of the Cape Canaveral Branch of the U.S. Postal Service shall be notified in writing by the City Clerk that all mail directed to officers and officials of the City IN THEIR OFFICIAL CAPACITY, except books for the Cape Canaveral Public Library, shall be delivered to the City Clerk at 105 Polk Avenue, Cape Canaveral, Florida 32920. [Ord. No. 30-77, §3, 17 July 1973] Sec. 203.04 City Clerk to Open and Log Incoming Public Records. All incoming documents, papers, letters or other material classified as public records under §119.011, Florida Statutes and subject to public disclosure shall be (a) Opened by the City Clerk, (b) Stamped to note the date and time of receipt, (c) Stamped with a permanent, unique log number, and (d) Entered into a log noting material source and subject, and routing. [Ord. No. 30-73, §4, 17 July 1973] 203.05 Retention of Incoming Public Records. The City Clerk shall retain and file as provided in §203.11 below, the original of all incoming public records and promptly forward a copy to the indicated or appropriate city officer or official, except (a) If required by law to do otherwise, the City Clerk shall retain a copy and forward the original. (b) If in the opinion of the City Clerk the public record can be acted upon and returned by the officer or official within 24 hours. (c) If in the opinion of the City Clerk the duplication UNIFORM PUBLIC RECORDS PROCED cost would be excessive, only the cover letter shall be retained. (d) If the City Clerk has delegated certain records keep- ing responsibilities to other officers or officials. [Ord. No. 30-73, §5, 17 July 1973] OUTGOING MATERIALS Sec 203.06 SECTION. Uniform Mailing Required. All officers and officials of the City of Cape CanaveraL IN THEIR OFFICIAL CAPACITY shall furnish to the City Clerk un- sealed, all documents, papers, letters, or other materials classified as public records under §119. 011, Florida Statutes, and subject to public disclosure which are to be mailed.[Ord. No. 30-73, §6, 17 July 1973] Sec. 203.07 City Clerk to Log Outgoing Records. All outgoing documents, papers, letters, or other material classified as public records under §119. 011, Florida Statutes, and subject to public disclosure, shall be stamped with a permanent, unique log number and entered into a log noting material destination and subject. [Ord. No. 30-73, §7, 17 July 1973] Sec. 203.08 Retention of Outgoing Public Records Copies. The City Clerk shall retain and file as provided in, below, a copy of all outgoing public records and promptly mail the original, except: (a) If in the opinion of the City Clerk, the duplication cost would be excessive, only the cover letter shall be retained. (b) If the City Clerk has delegated certain records keeping responsibilities to other officers or officials. [Ord. No. 30-73, §6, 17 July 1973] INTERNAL MATERIALS Sec. 203.09 Inter-office and Inter-department Materials. All inter-office and inter-department documents, papers, letters, or other materials classified as public records under §119. 011, Florida Statutes, and subject to public disclosure shall be treated in the same fashion as outgoing materials in §§ 203.06-203.08, above, with the additional exception of §203.05(b), above. [Ord. No. 30-73, §9, 17-1973] Sec. 203.10 Policy Established as to Communications. All communications properly classified as inter-office or inter-depart- ment directives shall be in writing, except that if the immediacy of the action necessary requires a verbal directive, a written equivalent shall be forwarded within 24 hours. This section shall not apply to existing normal functions, although the keeping of written records is encouraged. The implementation of all new fuructions, policies, or programs shall, however, be by written directive. [Ord. No. 30-73, §10, 17 July 1973] FILING Sec. 2o3.11 Certain Files to be Maintained. (A) A separate file shall be maintained for each federal, state, county or municipal (except the City of Cape Canaveral) agency or office. (B) A separate file shall be maintained for each project in which the City is engaged. Duplicate copies shall be filed as provided in seb-section (A) above, except if in the opinion of the City Clerk, the duplication cost is excessive, only the cover letter shall be placed in the sub-section (A) files. [Ord. No. 30-73, §11, 17 July 1973] Sec. 203.12 Penalty ANY OFFICER OR OFFICIAL WHO SHALL WILLINGLY AND KNOWINGLY VIOLATE THE PROVISIONS OF THIS ORDINANCE SHALL BE SUBJECT TO REMOVAL. IN ADDITION SAID OFFICER OR OFFICIAL SHALL BE GUILTY OF AN OFFENSE PUNISHABLE AS PROVIDED IN §801.03 A FINE NOT TO EXCEED FIVE HUNDRED (500) DOLLARS.[Ord. No. 30-73, §12 17 July 1973] [this entire page is scribbled out]