HomeMy WebLinkAboutResolution No. 1973-30RESOLUTION NO. 73 -30
A UNIFORM PUBLIC RECORDS PROCEDURE ESTAB-
LISHED AS TO INCOMING MATERIALS, OUTGOING
MATERIALS, INTERNAL MATERIALS, A14D FILING;
PROVIDING AN EFFECTIVE DATE,
WHEREAS, Section 119.01, Fla. Stat., provides that Cit I
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of Cape Canaveral puhiic records shall at all times be open for tic
personal inspection by any citizen of Florida, and
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WHEREAS, Section 119.021, Fla. Stat., and art. VIII,
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section 1, City of Cape Canaveral Charter, provide that the City
.Clerk is the sole custodian of the City's records, and
WHEP.EAS, Section 119.01, Fla. Stat., cannot be complied
with unless a uniform system exists to establish and account for
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all new public records,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CAPE
CANAVERAL, FLORIDA, AS FOLLOWS:
SECTION 1. Short Title. This resolution may be referred!
to as "The Uniform Public Records Procedure Resolution."
INCOMING MATERIALS
SECTION 2. Uniform Nailinq Address Required. All
IN THEIR OFFICIAL CAPACITY
officers and officials of the City of Cape Canaveral /shall use
the mailing address
105 Polk Ave.
Cape Canaveral, F1 32920
for the receipt of all documents, papers, letters, or other mater
ials classified as public records under 5 119.011, Fla. Stat.,
and subject to public disclosure.
SECTION 3. 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
IN THEIR OFFICIAL CAPACITY
mail directed to officers and officials of the City,/ except books
for the Cape Canaveral Public Library, shall be delivered to the
City Clerk at 105 Polk. Ave.
SECTION 4. City Clerk to Open and Loa Incominq Public
Records. All incemi.no documents, papers, letters, or other
material classified as public records under 5 119.011, Fla. Stat.,
RES 13-10
PAGE I OFy
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, SUBJECT
AND ROUTING.
SECTION 5. Retention of Incoming Public Records. The i
City Clerk shall retain and file as provided in section 11, belo-
! 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 i
shall retain a copy and forward the original,
(B) If in the opinion of the City Clerk, the public
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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
cost would be excessive, only the cover letter shall be retained,
(D) If the City Clerk has delegated certain records
keeping responsibilities to other officers or officials.
OUTGOING MATERIALS
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SECTION 6. Uniform Mailing Required. All officers and
IN THEIR OFFICIAL CAPACITY
officials of the City of Cape Canaveral /shall furnish to the City i
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Clerk unsealed, all documents, papers, letters, or other materials,
classified as public records under g 119.011, Fla. Stat., and !
subject to public disclosure which are to be mailed.
SECTION 7. City Clerk to Log Outgoinq Records. All
outgoing documents, papers, letters, or other material classific.
as public records under 5 119.011, Fla. Stat., and subject to
public disclosure, shall be stamped with a permanent, unique log
number and entered into a log noting material destination and
subject.
sECiIOZ: B. Retention of Outqoinq Public Records Copies.
The City Clerk shall retain and file as provided in section 11,
beln >:, a copy of all outgoing public records and promptly mail
RES - 1'6-3-0
PAGE :Z OF 4
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,
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(D) If the City Clerk has delegated certain records
keeping responsibilities to other officers or officials.
` INTRRNAL IMTERIALS
SECTION 9. Inter- Office and Inter- De oartment Materials.
All inter - office and inter - department documents, papers, letters,
or other materials classified as public :-records under 9 119.011, '
�. Fla. Stat., and subject to public disclosure shall be treated
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in the same fashion as outgoing materials in sections 6 - 8,
above, with the additional exception of section ction 5 (II), above, i
SECTION 10. Policy Established as to Communications.
All communications properly classified as inter- office or inter-
department 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 functions, . policies, or programs shall, however, be by
written directive.
FILING
SECTION 11. Certain Files to be Maintained.
(A) A separate file shall be maintained for each federal,
state, county, or municipal (except the City of Cane Canaveral)
agency or office.
(D) A separate file shall be maintained for each project
in which the City is engaged. Duplicate copies shall be filed as
provided in section 11 (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 section 11 (A) files.
SECTION 12. Effective Date, This resolution shall become
effective immediately upon its adoption by the City Council of the
City of Cape Canaveral.
RES'13-30
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ADOPTED THIS .10TH DAY OF JULY, 1973 , BY THE CITY COUNCIL
OF THE CITY OF CAPE CANAVERAL, FLORIDA.
yam.,
( Mayor
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40 -
City C l e r '/
it0/1; _..41111111091r-
Sponsoring Councilman
City Attorne
NAME YES NO ABS.
M ACS-AY LV ■ •
RHAME
P..0 T K V!3Ki (/
THU nm 11/
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