7-26-05
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I.
Call to Order
Agenda
II. Selection of Chairperson and Vice-Chairperson
III. Orientation
IV. Schedule for Future Meetings
V. Other Business
VI. Adjournment
This meeting is open to the public. Notice pursuant to Section 286.0105, Florida Statutes, if
applicable, is hereby incorporated by reference.
In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need special
accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk, (305)
466-8901, not later than two days prior to such proceeding. Please be advised that one or more members of the Aventura
City Commission may attend this meeting.
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"
MOST FREQUENTLY ASKED QUESTIONS ON
FLORIDA'S OPEN GOVERNMENT LAWS
The following questions and answers are intended to be used as a reference only -- interested
parties should refer to the Florida Statutes and applicable case law before drawing legal
conclusions.
Q. What is the Sunshine Law?
A. Florida's Government-in-the-Sunshine law provides a right of access to
governmental proceedings at both the state and local levels. It applies to elected
and appointed boards and applies to any gathering of two or more members of
the same board to discuss some matter which will foreseeably come before that
board for action. There is also a constitutionally guaranteed right of access.
Q. What are the requirements of the Sunshine law?
A. The Sunshine law requires that 1) meetings of boards or commissions must
be open to the public; 2) reasonable notice of such meetings must be given, and
3) minutes of the meeting must be taken.
Q. What agencies are covered under the Sunshine Law?
A. The Government-in-the-Sunshine Law applies to "any board or commission of
any state agency or authority or of any agency or authority of any county,
municipal corporation or political subdivision." Thus, it applies to public collegial
bodies within the state at both the local as well as state level. It applies equally to
elected or appointed boards or commissions.
Q. Are federal agencies covered by the Sunshine Law?
A. Federal agencies operating in the state do not come under Florida's Sunshine
law.
Q. Does the Sunshine Law apply to the Legislature?
A. Florida's Constitution provides that meetings of the Legislature be open and
noticed except those specifically exempted by the Legislature or specifically
closed by the Constitution. Each house is responsible through its rules of
procedures for interpreting, implementing and enforcing these provisions.
-,
Information on the rules governing openness in the Legislature can be obtained
from the respective houses.
Q. Does the Sunshine Law applies to members-elect?
A. Members-elect of public boards or commissions are covered by the Sunshine
law immediately upon their election to public off ice.
Q. What qualifies as a meeting?
A. The Sunshine law applies to all discussions or deliberations as well as the
formal action taken by a board or commission. The law, in essence, is applicable
to any gathering, whether formal or casual, of two or more members of the same
board or commission to discuss some matter on which foreseeable action will be
taken by the public board or commission. There is no requirement that a quorum
be present for a meeting to be covered under the law.
Q. Can a public agency hold closed meetings?
A. There are a limited number of exemptions which would allow a public agency
to close a meeting. These include, but are not limited to, certain discussions with
the board's attorney over pending litigation and portions of collective bargaining
sessions. In addition, specific portions of meetings of some agencies (usually
state agencies) may be closed when those agencies are making probable cause
determinations or considering confidential records.
Q. Does the law require that a public meeting be audio taped?
A. There is no requirement under the Sunshine law that tape recordings be made
by a public board or commission, but if they are made, they become public
records.
Q. Can a city restrict a citizen's right to speak at a meeting?
A. Public agencies are allowed to adopt reasonable rules and regulations which
ensure the orderly conduct of a public meeting and which require orderly
behavior on the part of the public attending. This includes limiting the amount of
time an individual can speak and, when a large number of people attend and
wish to speak, requesting that a representative of each side of the issue speak
rather than every one present.
Q. As a private citizen, can I videotape a public meeting?
A. A public board may not prohibit a citizen from videotaping a public meeting
through the use of nondisruptive video recording devices.
Q. Can a board vote by secret ballot?
A. The Sunshine law requires that meetings of public boards or commissions be
"open to the public at all times." Thus, use of preassigned numbers, codes or
secret ballots would violate the law.
Q. Can two members of a public board attend social functions together?
A. Members of a public board are not prohibited under the Sunshine law from
meeting together socially, provided that matters which may come before the
board are not discussed at such gatherings.
Q. What is a public record?
A. The Florida Supreme Court has determined that public records are all
materials made or received by an agency in connection with official business
which are used to perpetuate, communicate or formalize knowledge. They are
not limited to traditional written documents. Tapes, photographs, films and sound
recordings are also considered public records subject to inspection unless a
statutory exemption exists.
Q. Can I request public documents over the telephone and do I have to tell why I
want them?
A. Nothing in the public records law requires that a request for public records be
in writing or in person, although individuals may wish to make their request in
writing to ensure they have an accurate record of what they requested. Unless
otherwise exempted, a custodian of public records must honor a request for
records, whether it is made in person, over the telephone, or in writing, provided
the required fees are paid. In addition, nothing in the law requires the requestor
to disclose the reason for the request.
Q. How much can an agency charge for public documents?
A. The law provides that the custodian shall furnish a copy of public records upon
payment of the fee prescribed by law. If no fee is prescribed, an agency is
normally allowed to charge up to 15 cents per one-sided copy for copies that are
14" x 8 1/2" or less. A charge of up to $1 per copy may be assessed for a
certified copy of a public record. If the nature and volume of the records to be
copied requires extensive use of information technology resources or extensive
clerical or supervisory assistance, or both, the agency may charge a reasonable
service charge based on the actual cost incurred.
Q. Does an agency have to explain why it denies access to public records?
A. A custodian of a public record who contends that the record or part of a record
is exempt from inspection must state the basis for that exemption, including the
statutory citation. Additionally, when asked, the custodian must state in writing
the reasons for concluding the record is exempt.
Q. When does a document sent to a public agency become a public document?
A. As soon as a document is received by a public agency, it becomes a public
record, unless there is a legiSlatively created exemption which makes it
confidential and not subject to disclosure.
Q. Are public employee personnel records considered public records?
A. The rule on personnel records is the same as for other public documents ...
unless the Legislature has specifically exempted an agency's personnel records
or authorized the agency to adopt rules limiting public access to the records,
personnel records are open to public inspection. There are, however, numerous
statutory exemptions that apply to personnel records.
Q. Can an agency refuse to allow public records to be inspected or copied if
requested to do so by the maker or sender of the documents?
A. No. To allow the maker or sender of documents to dictate the circumstances
under which documents are deemed confidential would permit private parties
instead of the Legislature to determine which public records are public and which
are not.
Q. Are arrest records public documents?
A. Arrest reports prepared by a law enforcement agency after the arrest of a
subject are generally considered to be open for public inspection. At the same
time, however, certain information such as the identity of a sexual battery victim
is exempt.
Q. Is an agency required to give out infonnation from public records or produce
public records in a particular fonn as requested by an individual?
A. The Sunshine Law provides for a right of access to inspect and copy existing
public records. It does not mandate that the custodian give out information from
the records nor does it mandate that an agency create new records to
accommodate a request for information.
Q. What agency can prosecute violators?
A. The local state attorney has the statutory authority to prosecute alleged
criminal violations of the open meetings and public records law. Certain civil
remedies are also available.
Q. What is the difference between the Sunshine Amendment and the Sunshine
Law?
A. The Sunshine Amendment was added to Florida's Constitution in 1976 and
provides for full and public disclosure of the financial interests of all public
officers, candidates and employees. The Sunshine Law provides for open
meetings and open records for all governmental agencies.
Q. How can I find out more about the open meetings and public records law?
A. Probably the most comprehensive guide to understanding the requirements
and exemptions to Florida's open government laws is the Government-in-the-
Sunshine manual compiled by the Attorney General's Office. The manual is
updated each year and is available for purchase through the First Amendment
Foundation in Tallahassee. For information on obtaining a copy, contact the First
Amendment Foundation at (850) 222-3518.
Florida is renowned for putting a high priority on the public's right of access to
governmental meetings and records. In fact, the principles of open government
are embodied not only in Florida statutes, but also guaranteed in the state
Constitution.
Florida began its tradition of openness back in 1909 with the passage of what
has come to be known as the "Public Records Law," Chapter 119 of the Florida
Statutes. This law provides that any records made or received by any public
agency in the course of its official business are available for inspection, unless
specifically exempted by the Legislature. Over the years, the definition of what
constitutes "public records" has come to include not just traditional written
documents such as papers, maps and books, but also tapes, photographs, film,
sound recordings and records stored in computers.
It was in 1967 that Florida's Government-in-the-Sunshine Law was enacted.
Today, the Sunshine Law can be found in Chapter 286 of the Florida Statutes.
The Sunshine Law establishes a basic right of access to most meetings of
boards, commissions and other governing bodies of state and local governmental
agencies or authorities.