ANNA MARIA – The city’s new online public records portal is an option for those seeking records, not a requirement, according to city officials.
On March 3, City Clerk LeAnne Addy distributed a flyer announcing the launch of the city’s new public records portal, leading some to believe it was the only way to obtain records.
“All records requests will be done through our secure online portal beginning on March 7,” the flyer noted, while also providing information on how to access the new portal through the city’s website.
However, in order to remain compliant with state law, the city and the city clerk’s office must continue to accept public records requests through other means that include emails, phone calls and in-person requests.
During the March 24 city commission meeting, Commission Chair Carol Carter sought clarification on the new public records portal.
“There was some feedback in one of the papers,” Carter said.
“This is just an additional way to get public records,” City Attorney Becky Vose said. “It didn’t get rid of the tried and true ways that everybody’s always done in the past,”
Vose also noted the traditional means of submitting a public records request can sometimes be more difficult to track.
“It didn’t get rid of the existing system?” Commissioner Robert Kingan asked.
“It did not and it cannot,” Vose replied.
“And it hasn’t,” Addy said.
“This was not an attempt to hinder access to public records,” Mayor Dan Murphy said, adding that the intent was to ensure there’s a record of all requests received and that all requests are acknowledged.
Addy said city employees and staff members may not realize they’ve received a public records request.
“I’ve been handling public records requests for many years. The issue I see is several people requesting records from multiple employees and staff throughout the city. My recommendation is to use the portal because you can log in anytime to see where your request is. When it’s complete, you get email notification.”
Addy also addressed the online registration form required of first-time portal users.
“I understand the (state) law says you can’t ask who’s doing the request, but if there’s a payment that’s needed someone has to make a payment. If you need a simple document that I can pull up in two minutes, I’m not going to charge,” Addy said.
She noted the city doesn’t charge for records requests that take less than 30 minutes of staff time to fulfill.
