Public Records Request
To submit a Public Records Request online, please click the New Public Records Request link below and complete the form.
NEW PUBLIC RECORDS REQUEST LINK:
The City of Hialeah is committed to transparency and providing easy access to public records pursuant to the Florida Public Records Act. The Florida Constitution provides that every person has the right to inspect or copy any public record made or received in connection with the official business of any public body, officer, or employee of the state, or persons acting on their behalf, except with respect to records exempted or confidential.
The Florida Public Records Act law further provides that every person who has custody of a public record shall permit the record(s) to be inspected and examined by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records or of his/her designee. The Charter of the City of Hialeah provides that the City Clerk shall be the custodian of public records for the City.
CUSTODIAN OF PUBLIC RECORDS:
Marbelys Fatjo, Esq., CMC, City Clerk
501 Palm Avenue
Office of the City Clerk – Third Floor
Hialeah, Florida 33010
Phone No.: (305)883-5820
Individuals are not required to identify themselves or make a request for public records in any particular format, nor give a reason for such request. A requestor can make a public records request to City of Hialeah in any of the following methods:
1. Online: To request a public record using the online portal, please click the following link: https://cityofhialeahfl.nextrequest.com
2. E-mail: To request a public record via email, please send an email message to firstname.lastname@example.org.
3. Mail: To request a public record by mail, please send the request to: City of Hialeah, Office of the City Clerk, Attention: Public Records Request, 501 Palm Avenue, Third Floor, Hialeah, Florida 33010.
4. Telephone: To request a public record via telephone, please contact the Office of the City Clerk at (305) 883-5820.
5. In-Person: To request a public record in person, please visit the Office of the City Clerk, located at City of Hialeah City Hall, 501 Palm Avenue, Third Floor, Hialeah, Florida 33010.
While written requests are not required, the City Clerk has developed a procedure for the processing of public records requests made to the City through a Public Records Request Portal, a service provided by NextRequest. Requests received by telephone or other forms of communication will be recorded on the portal by the clerical staff member receiving the request to ensure the request is received accurately and processed according to the City’s Public Records Request Policy (Ordinance No. 2013-085 and Ordinance No. 2018-026).
The City of Hialeah is not required to produce a record that does not exist, nor is the City required to produce records in a particular form or format if the records are not ordinarily created, filed, produced, maintained or used in that form/format by the City. City personnel is not required to verbally provide information to the public pertaining to City records as the City’s statutory obligation is to provide access to or copies of the public records being requested.
Florida state law allows the City to impose a special service charge to the individual requesting public record(s) to recover actual costs incurred by the City when responding to public records requests. If the nature or volume of public records requested to be inspected, examined or copied is such as to require extensive use of information technology resources or extensive clerical or supervisory assistance by City personnel involved, or both, the City shall charge, in addition to the actual cost of duplication, a special service charge which shall be reasonable and shall be based on the cost incurred for such extensive use of information technology resources or the labor cost of the personnel providing the services that is incurred by the City or attributable to the City for clerical and supervisory assistance required, or both. When any special service charge is based on the labor costs of the City employee(s) performing the service, the labor cost shall include wages or salary plus benefits paid to the employee by the City.
It is the City’s policy that there shall be no charge for the first fifteen (15) minutes of the processing of a request, as the word “extensive” has been defined to mean it took longer than fifteen (15) minutes to locate, review, copy or compile records.
Whenever it is determined by staff that the anticipated costs or service charges will exceed twenty-five dollars ($25.00), the City Clerk shall prepare and provide the requestor with an estimate of service charges and costs prior to fulfilling the request. The City Clerk shall collect a deposit of fifty percent (50%) of the estimate from the requestor prior to fulfilling the request. Any difference between the estimate and the actual cost incurred by the City shall be paid by the requestor prior to the release of any records. Any excess between the actual cost incurred by the City and the payment on the estimate collected by the City Clerk, shall be reimbursed to the requestor.
If a requestor notifies the City that records are no longer needed after the City has fulfilled the request, the City shall bill the requestor for all costs and charged incurred. No additional or subsequent requests for public records shall be fulfilled until the requestor pays for past due costs and charges.
The City’s fee schedule is as follows:
1. Duplicated copies of not more than 14 inches by 8½ inches - 15 cents per one-sided copy
2. Duplicated copies of not more than 14 inches by 8½ inches - 20 cents per two-sided copy
3. Duplicated copies of not more than 11 inches by 17 inches - 20 cents per one-sided copy
4. Certified copy of a public record - $1.00 per copy
5. CD and DVD - $ 1.00 per CD/DVD
All other copies the actual cost of duplication
Crash reports can be accessed through the Florida Department of Highway Safety and Motor Vehicles website: www.floridacrashportal.com.
In addition to the Florida Department of Highway Safety and Motor Vehicles website, crash reports held by the City of Hialeah may be requested from the City. Pursuant to Section 316.066(2)(a) of the Florida Statutes (2022), crash reports are confidential and exempt from public disclosure for a period of sixty (60) days after the date the report is filed. Crash reports may be made immediately available to parties involved in the crash, their legal representatives and other specific parties outlined in the statute.
In order to access a crash report within sixty (60) days after the date the report is filed, a person must present a valid driver license or other photographic identification, proof of status, or identification that demonstrates his or her qualifications to access that information and file a written sworn statement with the City of Hialeah stating that the information from a crash report made confidential and exempt will not be used for any commercial solicitation of accident victims, or knowingly disclosed to any third party for the purpose of such solicitation, during the period of time that the information remains confidential and exempt.