Crestview council directs HR to draft performance-improvement plan for city clerk after public-records and communication concerns

Crestview City Council voted June 9 to ask the human-resources team to draft a performance-improvement plan (PIP) for the city clerk after discussion of public-records practices, internal communication, and meeting-notice processes. The direction passed 4-0 with one absence.

Council members cited a high-profile public-records release handled through the city’s NextRequest portal that resulted in follow-up billing communication, forwarding of an email thread that raised concerns about potential Sunshine Law exposure, meeting-notice and calendar inconsistencies, and broader questions about responsiveness and leadership in the clerk’s office. Several council members said they would like clearer, objective expectations and documented follow-up steps.

City Clerk Mary Anne Gerard responded on the record in the meeting. She said she has addressed public-records problems, changed rights on NextRequest so that she will be the only person able to release records going forward, and added links to the city website for the public-records portal and Chapter 119 of the Florida Statutes. She said she is researching other records portals and will manually release records until the process is improved.

Human-resources staff recommended that any PIP be specific and measurable, listing tasks, timelines and available resources. HR suggested leadership training (for example, professional development through the Florida Association of City Clerks) and focused public-records training; council members debated whether to include Sunshine Law refresher training. After discussion, the council directed HR to prepare a proposed PIP that addresses the council’s prioritized concerns and return it to council for review. The council’s vote to direct HR to draft the plan carried 4-0 with one absence.

Public comment was strongly divided. Several residents and community representatives defended the clerk, noting her long service, accessibility and contributions to records management (including locating and preserving historic ordinance and minute books). Others emphasized the need for accountability and better processes. Several council members asked HR to make recommended items specific — for example, what training, what timelines, and whether enrollment or completion would satisfy the PIP requirement.

The clerk also noted she has generated a draft revision of internal records-response procedures that is now with the city manager for review. Council instructed HR to return with a proposed PIP that defines responsibilities, measurable milestones and a timeframe for completion.