(954) 434–0008Public Records Requests
The Town Clerk’s Office is the official custodian of public records. The department maintains an accurate record of the official actions of the Town Council and Town Boards, such as official minutes, contracts, ordinances, and resolutions pertaining to the Town.
The Town Clerk’s Office serves as a liaison between the public and the Town and is responsible for receiving and processing all public records requests, law firm requests, summons, and subpoenas for the Town. The Town Clerk’s Office will respond to all public records requests in a reasonable time, based on the extent and nature of the request.
Public Records may be obtained by contacting the Town Clerk’s office via records@southwestranches.org, by phone at (954) 434-0008, or in person at Town Hall:
13400 Griffin Road
Southwest Ranches, FL 33330
Monday – Thursday 8:00 am to 5:30 pm
Friday – 8:00 am to 4:00 pm
Submit Public Records Request by Email (records@southwestranches.org)
The Town of Southwest Ranches complies with the State of Florida’s “Government in the Sunshine” law. The Florida law regarding public records may be found in its entirety in Chapter 119, Florida Statutes. (FL State Statute 119)
Public Records
Definition
A public record is defined by Florida State Statute as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made, or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. F.S. 119.011(12)
Inspection, Examination & Duplication of Records
It is the policy of the State of Florida that all state, county, and municipal records shall be open for personal inspection by any person.
Every person who has custody of a public record shall permit the record to be inspected and examined by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public record or the custodian’s designee. The custodian shall furnish a copy or a certified copy of the record upon payment of the fee prescribed by law.
Fees
An estimated cost can be provided to you for approval prior to the start of any research. This will include any associated costs for researching and collecting information by the City Clerk’s Department. Below you will find a description of the various fees:
Fee Schedule
One Sided B&W Copies 8½”x11”, 8½”x14”, or 11”x17” – $ 0.15
Two-Sided B&W Copies 8½”x11”, 8½”x14”, or 11”x17” – $ 0.20
Certified Copies – $1.00
CD (Computer Files) – $2.00
Flash Drive – $2.00
Research Fees – A fee based on the custodian’s or his/her designee’s rate of pay will be charged for extensive time or size, use of information technology, resources, clerical labor, or supervision of record review. Extensive means more than 15 minutes to locate, review for confidential material, remove confidential material, copy and re-file the requested material, or an excess of 25 pages. Charges will be calculated at the current rate of pay and benefits.
A. Administrative ……………………………………………………………. Time x Rate of Pay x Benefits
B. Contract Provider ………………………………………………………. Actual Cost
If the Town determines that a research fee will be applied for extensive clerical and/or supervisory assistance, a written estimate of charges will be provided to the requester. Receipt of a deposit representing 50% of the total cost will also be required prior to compiling such requests.
Redaction
Under Florida’s public records law, when a public record contains information that is exempt from disclosure, the records custodian must redact the exempt information and disclose the remainder of the public record. F.S. 119.071