City Commission Workshop

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Minutes City Commission Workshop Monday, July 12, 2021 5:30 PM Deltona Commission Chambers 1. CALL TO ORDER: The meeting was called to order at 5:30 p.m. by Mayor Herzberg. 2. ROLL CALL – CITY CLERK: Present: 9 - Mayor Herzberg Vice Mayor Bradford Commissioner Avila-Vazquez Commissioner King Commissioner McCool Commissioner Ramos Commissioner Sosa Acting City Manager City Attorney 3. PLEDGE TO THE FLAG: Mayor Herzberg led everyone in the pledge to the flag. 4. BUSINESS: A. Discussion regarding the public records process presented by First Amendment Foundation (FAF) Executive Director Pamela Marsh and FAF Staff Attorney Virginia Hamrick. Strategic Goal: Internal & External Communication Mayor Herzberg introduced the First Amendment Foundation (FAF) Executive Director Pamela Marsh and FAF Staff Attorney Virginia Hamrick. Mrs. Marsh and Attorney Hamrick gave a PowerPoint Presentation which included the FAF's Mission, Florida's Public Records Laws, Constitutional Right of Access: Records, The Public Records Act, What is a Public Record?, Drafts and Notes, Electronic Data and Records, Communications, Social Media, Use of Personal Communication Devices, Retention of Electronic Communications, Retention Format, Who's Responsible?, Who Can Request a Public Record?, Procedural Requirements Reasonable Conditions, Reasonable Production, Fees & Costs Copying Fees, Extensive Use, Presumption of City of Deltona Page 1 Printed on 10/22/2021 City Commission Workshop Minutes July 12, 2021 Openness, Exemptions Burden of Proof, Redacting Exempt Information, Liability for Disclosure, Public Records Act Violations, and Sanctions Fees and Costs. Commissioner Ramos left the meeting at 6:06 p.m. and returned at 6:08 p.m. The Commission, Ms. Marsh and Attorney Hamrick discussed contractors, GPS records, custodian of records, inspections vs. copies, redaction process, proprietary information, anti-declaratory action, number of trade secret exemptions, legal definition of improper purpose (frivolous and broad), cost to convert records and requiring deposits, ADA lawsuits, fees and costs, identifying emails, Deltona's public records protocol, how requests are done, anonymous requests, narrowing down requests, payment types, payments in advance, extensive use fee, referring residents to FAF and the FAF contact information. 5. PUBLIC COMMENTS: Time permitted, public comments shall be limited to items on the agenda and shall not exceed two minutes. Please be courteous and respectful of the views of others. Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. None. 6. CITY MANAGER COMMENTS: The Acting City Manager had no comments. Mayor Herzberg reminded the Commission that Commission pictures would be taken before the July 19th Regular Commission Meeting which may need to be rescheduled due to one or more Commissioners not being available that day. 7. ADJOURNMENT: There being no further business, the meeting adjourned at 7:29 p.m. ______________________________ Joyce Raftery, CITY CLERK City of Deltona Page 2 Printed on 10/22/2021