Public Records Request

Lakeland Downtown Development Authority (LDDA)

Public Records Request Policy & Procedure

1. Policy Statement

The Lakeland Downtown Development Authority (LDDA) is committed to transparency and complies fully with the Florida Public Records Act (Chapter 119, Florida Statutes). All requests for LDDA public records will be handled promptly as possible based on the size and scale of the request, availability of staff designated as Public Records Officer and in accordance with applicable law.

2. Definitions

  • Public Records: Any materials made or received in connection with official LDDA business that may be subject to inspection or copying, as defined in Chapter 119, Florida Statutes

  • Agency: The LDDA qualifies as an “agency” under the statute and must accordingly fulfill public records requests

  • Custodian of Records/Public Records Officer: The designated LDDA staff member responsible for managing and fulfilling public records requests, including reviewing and responding to requests.

3. Designation of Custodian

LDDA will officially designate a Custodian of Records. That individual’s contact information—name, phone number, email, and mailing address—must be clearly published and updated on the LDDA website and materials.
Custodian of Records: Julie Townsend, 863.683.2783, jtownsend@ldda.org, 117 N Kentucky Ave Lakeland FL 33801

4. How to Make a Request

  • Form: Submit a request in writing (email or mail) including your name, contact information, clear description of the records, and preferred format (e.g., online, printed).

  • Discretionary Details: You are not required to state a reason for your request or identify yourself

  • Submission Methods:

    • Email: jtownsend@LDDA.org

    • Mail: LDDA Records Custodian, 117 N Kentucky Ave Lakeland, FL 33801

5. Processing and Response Time

  • The LDDA acknowledges receipt of requests promptly and responds in good faith, aiming to fulfill or provide a response within a reasonable timeframe, aligned with Florida law

  • Redactions will be applied only where required, with statutory citations provided when records are partially or fully withheld

  • If a request is complex or voluminous, additional processing time may apply.

6. Fees and Charges

  • No charge for most routine requests.

  • A special service charge may be imposed if fulfilling the request requires over 30 minutes of labor—covering searching, redaction, or preparation

  • Fees are based on the hourly rate (including benefits) of the lowest-paid capable personnel

  • Payment can be made:

    • In person or by mail (check payable to LDDA)

    • By credit card (if applicable via existing systems — note flat transaction fees may apply)

7. Format of Records

Records will be provided in the format requested (e.g., digital or paper) when feasible. If original format is not possible, LDDA will coordinate an appropriate alternative.

8. Exempt or Redacted Records

  • LDDA may redact or withhold portions of records deemed statutorily exempt, citing specific legal authority

  • Examples include internal memoranda, security-sensitive documents, or those protected by other exemption statutes.

  • A written explanation will accompany any such action.

9. Appeals Process

If a requestor believes the response is insufficient or believes records were wrongly withheld, they may appeal in writing to:

  • The LDDA Director, and if needed,

  • The City Attorney’s Office or Florida Attorney General.

10. Recordkeeping and Tracking

LDDA will maintain an internal log of all requests, including:

  • Requestor’s name and contact

  • Date of request

  • Description of records requested

  • Date fulfilled and method of delivery

  • Fees charged (if any)

This ensures adherence to public records tracking standards and helps ensure prompt fulfillment

11. Training and Annual Review

LDDA staff involved in handling public records requests shall receive periodic training on:

  • Florida Sunshine Law and Public Records Act

  • Statutory exemptions and redaction protocols

  • Fee calculations and request tracking

The policy should be reviewed and updated annually to incorporate legislative changes.

References from City of Lakeland & Florida Law

  • LDDA should align with City of Lakeland procedures, such as fee calculation and charging for extensive requests

  • Florida law provides that no written form or explanation of motive is required for making a public records request