How to File a Public Records Request in Haines City, Florida

What Is the Florida Public Records Law?

The Florida Public Records Law, codified in Chapter 119 of the Florida Statutes, is the legal framework guaranteeing public access to government records throughout Florida. Reinforced by Article I, Section 24 of the Florida Constitution, the law declares that all state, county, and municipal records are open for personal inspection and copying by any person. Providing access to public records is a statutory duty of every government agency — including the City of Haines City.

A "public record" is broadly defined under Florida Statute § 119.011(12) as any document, paper, letter, map, book, tape, photograph, film, sound recording, data processing software, or other material — regardless of physical form or means of transmission — made or received by an agency in connection with the transaction of official business. This means city emails, contracts, building permits, meeting minutes, financial records, code enforcement files, and much more are all public records subject to disclosure.

Exemptions from disclosure are permitted only when specifically authorized by Florida law. Common exemptions include active criminal investigative records, personal identifying information for law enforcement officers, attorney-client privileged communications, and certain personnel records. When a record is only partially exempt, the custodian must redact only the exempt portion and release the rest. The burden of justifying any withholding rests on the agency — not on the requester.

Read the full text of the Florida Public Records Law (Chapter 119, Florida Statutes (§§ 119.01 through 119.15))

How to File a Public Records Request with the City of Haines City

How to Submit Your Request

The City of Haines City accepts public records requests through multiple channels, with the JustFOIA online portal at hainescityfl.justfoia.com/publicportal serving as the most convenient option. The portal allows you to submit a request, receive confirmation, and monitor the status of your request online. Alternatively, you may submit a request by emailing City Clerk Sharon Lauther at [email protected], by calling (863) 421-9921, by fax at (863) 421-3626, or by visiting or mailing the City Clerk's Office at City Hall (620 E. Main Street, 2nd Floor, Haines City, FL 33844) during business hours. No specific form is required — a clear written description of the records you are seeking is sufficient. Note that records held by the Haines City Police Department are managed through a separate Records Division and may require a separate request directed to that office.

What to Include in Your Request

• A clear, specific description of the records you are requesting, including document type, subject matter, and relevant date range
• The department or office you believe holds the records (e.g., City Clerk, Finance, Planning/Development Services, Police)
• Your preferred format for receiving the records (electronic PDF via email is fastest and avoids copying fees)
• Your name and contact information, particularly an email address for efficient delivery
• Any reference numbers, permit numbers, case numbers, or other identifiers that may help locate the records
• A maximum fee authorization, or a request that the City notify you before incurring costs above a specific threshold
• If requesting electronically stored information, specify the format you prefer (e.g., PDF, Excel, CSV)

Response Deadlines and What to Expect

Florida's Public Records Law does not set a fixed number of days for an agency to respond to a records request. Under Florida Statute § 119.07(1)(c), the custodian of public records must acknowledge requests promptly and respond in good faith within a "reasonable" time. What is reasonable depends on the nature, volume, and complexity of the request, as well as the current workload of the City Clerk's Office.

The City of Haines City's own public records page acknowledges that the time to fulfill a request will vary depending on the particular records requested and the volume of the request, and that the City is committed to fulfilling requests as quickly and efficiently as reasonably possible. For straightforward requests — such as a specific agenda, ordinance, or contract — you can generally expect a response within a few business days. Larger or more complex requests involving email searches, redactions of exempt information, or retrieval from archived systems may take several weeks.

Under Florida Statute § 119.07(4), the City may charge up to 15 cents per one-sided page for standard paper copies and up to 20 cents for two-sided copies. If a request requires extensive use of information technology resources or extensive personnel time, a special service charge based on the actual cost of the lowest-paid employee capable of performing the work may apply. The City will notify you of anticipated costs before proceeding with any request likely to incur significant fees. Requesting records in electronic format (PDF via email) is generally the fastest and least expensive option.

What to Do If Your Request Is Denied or Delayed

Florida's public records framework is among the strongest in the country, but delays and denials do occur. If your request is ignored, significantly delayed without explanation, or denied in whole or in part, you have several practical options.

If records are withheld, Florida Statute § 119.07(1)(f) requires the custodian to identify the specific statutory exemption being relied upon — upon your request. Ask for this in writing if it is not provided voluntarily. Review the cited exemption carefully; agencies sometimes apply exemptions too broadly or cite provisions that do not actually cover the records at issue.

For unexplained delays, follow up in writing and ask for a status update and an estimated completion date. A brief delay on a complex multi-department request is more understandable than radio silence on a simple document request. Written follow-ups create a documented timeline useful for any future escalation.

Florida does not have a formal administrative appeal process for public records disputes. However, the Florida Attorney General's Office provides informal guidance through its Government-in-the-Sunshine resources and can sometimes help prompt compliance without litigation. Contacting the AG's office is a cost-effective first escalation step.

If informal efforts fail, your ultimate remedy is a civil action filed in circuit court. Under Florida Statute § 119.12, if a court finds the agency unlawfully refused access to public records and you first provided written notice to the custodian at least 5 business days before filing suit, the court shall award you reasonable attorney fees and costs against the City. A knowing violation of Chapter 119 is also a first-degree misdemeanor under § 119.10, which may be reported to the State Attorney's Office for the Tenth Judicial Circuit.

Steps to Appeal

1. Follow up in writing with the City Clerk's Office, referencing your original request by date and description, and asking for a specific status update and estimated completion timeline.
2. If records are withheld in whole or in part, ask the City Clerk in writing to identify the specific statutory exemption under Florida Statute § 119.07(1)(f), then verify whether that exemption actually applies to the records at issue.
3. Contact the Florida Attorney General's Government-in-the-Sunshine resources for informal guidance and potential mediation — this is often the fastest non-litigation escalation option.
4. Send a written pre-suit notice to the City Clerk — the designated custodian of public records — specifying your original request and the alleged unlawful refusal or unreasonable delay; wait at least 5 business days for the City to respond, as required by Florida Statute § 119.12.
5. If the City still fails to provide adequate access, file a civil action in Polk County Circuit Court to enforce your rights under Chapter 119, Florida Statutes.
6. If the court finds the agency unlawfully refused access and you provided the required pre-suit notice, the court shall award reasonable attorney fees and enforcement costs against the City under Florida Statute § 119.12.
7. For willful or knowing violations, report the matter to the State Attorney's Office for the Tenth Judicial Circuit — a knowing violation of Florida's Public Records Law is a first-degree misdemeanor under Florida Statute § 119.10.

Types of Records You Can Request from Haines City, Florida

The City of Haines City generates and maintains a wide variety of public records across its departments, including the City Clerk's Office, Finance, Development Services, Public Works, Utilities, and Police. The following are among the most commonly requested types of records from the City.

• City Commission meeting minutes, agendas, and voting records
• City ordinances, resolutions, and adopted codes
• Building permits, development applications, and zoning records
• Code enforcement complaints, inspection reports, and violation notices
• City contracts, vendor agreements, and procurement documents
• City budget documents, financial statements, and audit reports
• Community Redevelopment Agency (CRA) records, plans, and spending reports
• City-owned property records and real estate transaction documents
• Public Works project plans, engineering studies, and infrastructure records
• Utility records and water/wastewater service documents
• Employee salary and benefits records (non-exempt personnel information)
• Police incident reports and records from the Haines City Police Department
• Grant applications, federal and state funding agreements
• City Manager correspondence and administrative communications
• Settlement agreements and litigation records involving the City

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Haines City to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Haines City