Commission debates adding full‑time assistant to clerk’s office to handle public records and HR

The village manager proposed adding a full‑time assistant to the village clerk’s office to reduce a backlog of meeting minutes and resolutions, support public-records requests and provide backup for the clerk during absences.

Why it matters: Florida public‑records law requires timely responses. Commissioners said a qualified on-site backup could reduce litigation risk, improve responsiveness and support HR functions that have been concentrated in the clerk’s office.

During extended discussion, several commissioners said they want a clearer job description and salary range before approving a permanent position. “If the village clerk is out sick or on vacation, there's nobody doing her job at that point,” the manager said, explaining the proposed role would be trained to step in for the clerk and handle Freedom of Information Act (Chapter 119) requests. The village attorney, Brad, told the commission that an unfamiliar or untrained replacement could expose the village to public-records disputes and legal risk, and urged the commission to require a candidate with knowledge of public-records law.

Some commissioners asked whether the village could use contracted, remote support (such as a consultant who currently assists remotely) instead of a full-time hire; staff said remote consultants cannot provide immediate, on-site coverage for meetings or statutory duties. Commissioners suggested the manager will present a job description and a salary range at the October meeting; the proposed position will remain in the draft budget for the first reading, subject to the commission’s later authorization.

Next step: Manager to return at the October meeting with a proposed job description, salary range and hiring plan for the clerk assistant position.