III. Definitions

  1. Actual cost of duplication: the cost of the material and supplies that are used to duplicate the record;not inclusive of labor or overhead costs associated with such duplication.
  2. Clerk: refers to the Village Clerk or designee.
  3. Confidential: public records that have been identified in the Florida Statutes as confidential and which therefore contain information that is not subject to inspection by the public and may only be released to the persons and entities designated in the statute.
  4. Exempt: public records that have been identified in Chapter 119 or other applicable Florida Statutes as exempt from public inspection and disclosure. 
  5. Extensive: shall mean fifteen (15) minutes or more as related to the use of information technology resources or requiring clerical and/or supervisory assistance associated with a public records request.
  6. Manager: refers to the Village Manager or designee.
  7. Personal and private: records that are clearly not official business and are, consequently, not required to be recorded as a public record. Such transmissions are not made or received pursuant to law or ordinance or in connection with the transaction of official business and are not public records.
  8. Non-records: includes unsolicited promotional items, spam, jokes, chain letters, advertisements and genera lly material otherwise classified as "junk mail."
  9. Public Records: as defined in Section 119.011(1)' F.S., "all documents, papers, letters, maps, books, tapes, photograph s, films, sound recordings, data processing software, or other material, regardless of the physica l form, characteristics, or mea ns of transmission, made or received pursuant to law or ordinance or in connection with the transaction of officia l business by any agency."
  10. Reasonable Time: with reference to public records is during normal working hours - Monday through Friday, 8:30 am to 5 pm (excluding holidays.)
  11. Records Custodian: refers to the Village Clerk. 
  12. Records Management Liaison Officer (RMLO): refers to the Village's Records Management Liaison Officer designated in writing to the Florida Department of State to coordinate the Village's Records Program. The Village's RMLO is the Village Clerk. 
  13. Village: refers to the Village of Palmetto Bay.