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HomeMy WebLinkAboutOrdinance No. 30-1973MICROFILMED ®RD #t8 -75 3.19,80 ©Rb. 7- q4 ORDINANCE NO. 30- 73 AN ORDINANCE ESTABLISHING A UNIFORM PUBLIC RECORDS PROCEDURE ESTABLISHED AS TO INCOMING MATERIALS, OUTGOING MATERIALS, INTERNAL MATERIALS, AND FILING; PROVISION FOR ENFORCE- MENT; PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA, AS FOLLOWS:, SECTION 1. Short Title. This Ordinance may be referred to as "The Uniform Public Records ProcedurelYrdinance. " INCOMING MATERIALS SECTION 2. 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. 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 mail directed to IN THEIR OFFICIAL CAPACITY, )c officers and officials of the City/ except books for the Cape Canaveral Public Library, shall be delivered to the City Clerk at 105 Polk Avenue, Cape Canaveral, Florida 32920. SECTION 4. 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. M1CROFILMED 3.14.8 SECTION 5. Retention of Incoming Public Records. The City Clerk shall retain and file as provided in Section 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 otherwize, 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 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. OUTGOING MATERIALS SECTION 6. Uniform Mailing Required. All officers and IN THEIR OFFICIAL CAPACITY officials of the City of Cape Canaveral /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. SECTION 7. 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. SECTION 8. Retention of Outgoing Public Records Copies. The City Clerk shall retain and file as provided in Section 11, 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. Page 2 of 4 (ORD 30 -73) MICROFILMED 3 -14 -80 INTERNAL MATERIALS SECTION 9. 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 Sections 6 -8, above, with the additional exception of Section 5(b) above. SECTION 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 fun-ctions, 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 Cape Canaveral) agency or office. (b) A separate file shall be maintained for each protect 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. Enforcement. :r. WILLFULLY AND KNOWINGLY ANY OFFICER OR OFFICIAL WHO SHALL *VIOLATE THE PROVISIONS OF THIS ORDINANCE SHALL BE SUBJECT TO REMOVAL :BAR- IMPEAGHMENTim IN ADDITION, UPON CONVICTION IN DELETED A COURT OF COMPETENT JURISDICTION, SAID OFFICER OR OFFICIAL SHALL BE GUILTY 2ND •••• READING OF AN OFFENSE PUNISHABLE BY��4I4PR4SONMgNT -NQT TO €X6€ €B SIXTY (.60 BAYS- ANDAOR * . A FINE NOT TO EXCEED FIVE HUNDRED (500) DOLLARS.% a,ened 2nd Readir. x AMENDED ON FIRST READING Page 3 of 4 (ORD 30 -73) MICROFILMED 8 -14-80 SECTION 13. Effective Date. This Ordinance shall become effective immediately upon its adoption by the City Council of the City of Cape Canaveral, Florida. ADOPTED THIS 17 TH DAY OF JULY , 1973, BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA. ponsorin_ Councilman First reading: JULY 10, 1973 Posted: JULY 11, 1973 Second Reading: JULY 17, 1973 Page 4 of 4 (ORD 30 -73)