Clerk’s office delivers annual refresher on quasi-judicial rules, Sunshine law, and public-records duties

City clerk staff provided the committee’s annual refresher on procedural responsibilities, quasi-judicial hearing rules, Sunshine law constraints, and public-records obligations.

Scribe Welch explained that the committee conducts quasi-judicial public hearings (canal-construction special permits) under criteria in the city code and referenced resolution 3673-2022 as governing hearing procedures. The clerk emphasized that applicants bear the burden of proving compliance with pre-established criteria and reviewed the order of proof, party-intervener status and timelines, witness testimony rules, and the committee’s obligation to base decisions on competent, substantial evidence.

The clerk reviewed Sunshine law restrictions on discussions among board members outside a noticed meeting and outlined public-records responsibilities, retention processes, and the use of the city-provided email address for submitting records. Staff also summarized conflict-of-interest rules under Florida Statutes chapter 112, explained the requirement to file form 8-B when abstaining for conflicts, and reminded members about annual electronic filing of required financial-disclosure forms.

Committee members asked clarifying questions about time limits for applicant presentations (staff said parties typically have a 30-minute limit and to double-check the limit before a proceeding) and record-retention responsibilities between Canal Maintenance and the building department. Staff offered to follow up with the city attorney and departments as needed.

Next steps: staff will provide follow-up answers on department responsibilities for special-permit records and continue to offer orientation and training resources.