Public Records Request Policy

To request copies of public records of the City of Deltona, contact the Deltona City Clerk’s Office at (386) 878-8100 or via email at fmiller@deltonafl.gov.

On March 8, 1999, the Deltona City Commission, in accordance with Florida Statutes, Chapter 119, adopted the following policy regarding requests for public records of the City. (Revised 9-04-07).

It is the policy of the City of Deltona that all municipal records, with the exception of exempted records identified by Florida Statutes, §119.07 or other applicable sections of Florida Statutes, shall be open for personal inspection by any person.

“Public records” means 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 the City. (F.S., §119.011(11).

For the purpose of this policy, “reasonable” time to provide access to public records is during normal working hours – Monday – Friday, 8:00 a.m. – 4:30 p.m. “Reasonable” timeframe to provide copies, dependent upon the volume of records requested, may be up to three (3) working days. 

Upon request, the City will furnish copies of public records based on the following fee schedule:

• Single-sided copies, up to 8 ½” x 14” - .15 each

• Double-sided copies, up to 8 ½” x 14” - .20 each

• Larger size copies - Based on actual cost of duplication

• Certified copy of a public record - $ 1.00 in addition to actual copy cost

• Imaged documents (building plans & permits) - $10.00/CD

• Duplicate audio tape:

  • If the City provides the audio tape(s) - $5.00/each

  • If you provide your own audio tape(s) - $3.00/each

•  DVD of electronic or audio public records - $5.00/each

• Duplicate video tape - $10.00

• Reprints of color photographs up to 5” x 7” - $3.00 

• Larger size color photographs - Based on actual cost of duplication

• Code of Ordinances with binder/tabs or electronic version - $208.00 
  (available through www.municode.com/products/purchase_codes.asp)

Note: Additional charges will be added to cover the cost of postage and packaging as necessary.

Florida Statutes, § 119.07(1)(b) provides “if the nature or volume of public records requested to be inspected, examined, or copied is such as to require extensive use of information technology resources or extensive clerical or supervisory assistance by personnel of the agency involved, or both, the agency may charge, in addition to the actual cost of duplication, a special service charge, which shall be reasonable and shall be based on the cost incurred for such extensive use of information technology resources or the labor cost of the personnel providing the service that is actually incurred by the agency or attributable to the agency for the clerical and supervisory assistance required, or both.”

For the purpose of this policy, “extensive clerical or supervisory assistance” is determined to be requests that require more than one-quarter hour of an employee’s time to research, retrieve and copy the requested records. For public records requests requiring more than one-half hour, the requester will be required to pay the hourly salary of the employee doing the research, copying the records and/or supervising the requester’s research. This hourly fee will begin after the first half-hour of clerical or supervisory assistance is completed. For requests estimated to require more than one hour of a City employee’s time, a minimum deposit of $25.00 will be required (Deposit will be adjusted dependent on the volume of records/research requested). The deposit will be applied to the final cost of the public records request. 

Cash, personal check on a local bank, money order, or certified check shall be paid prior to the delivery of the materials. Any check, money order, or certified check shall be made payable to “City of Deltona”.