How to File a Public Records Request in Leesburg, Florida

What Is the Florida Public Records Law?

The Florida Public Records Law, codified in Chapter 119 of the Florida Statutes (§§ 119.01 through 119.15), and reinforced by Article I, Section 24 of the Florida Constitution, is one of the broadest open-records frameworks in the United States. It guarantees every person — regardless of residency, citizenship, or stated purpose — the right to inspect and copy public records held by state, county, and municipal agencies, including the City of Leesburg.

Under Florida Statute § 119.011(12), a "public record" is defined broadly as any material — documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material — made or received by an agency in connection with official business, regardless of physical form or means of transmission. This encompasses City Commission meeting minutes, city contracts, building and zoning permits, emails, financial reports, inspection logs, police incident reports, and much more.

Florida law contains hundreds of statutory exemptions — found primarily in § 119.071 and related subject-specific statutes. Major exempt categories include active criminal intelligence and investigative records, personal identifying information for law enforcement officers and certain other public employees, medical records, attorney-client privileged communications, and security system plans. When an exemption applies to only part of a record, the City must redact that portion and release the remainder. The burden of justifying any withholding falls entirely on the City of Leesburg — not the requester.

Read the full text of the Florida Public Records Law (Chapter 119, Florida Statutes (§§ 119.01 through 119.15))

How to File a Public Records Request with the City of Leesburg

How to Submit Your Request

The City of Leesburg does not maintain a third-party online portal for public records requests. The preferred method is to email the City Clerk's Office directly at andi.purvis@leesburgflorida.gov. You may also submit your request by fax to (352) 326-6636, by mail to City Hall at 501 W. Meadow Street, Leesburg, FL 34748, or in person at City Hall during regular business hours. No special form is required — a clear written description of the records you are seeking is sufficient. Florida law does not require you to identify yourself or explain your purpose, though providing your contact information helps the Clerk's office follow up with questions or deliver responsive records. Note: if you are seeking police-related records — incident reports, crash reports, or background checks — contact the Leesburg Police Department Records Section separately at 115 E Magnolia Street, (352) 728-9860, Monday through Friday, 9:00 AM to 4:30 PM. Under Florida law, your email address submitted with any records request is itself a public record.

What to Include in Your Request

• A clear, specific description of the records you are requesting — document type, subject matter, relevant date range, and department if known
• Your preferred format for receiving records (electronic PDF via email, paper copies, or in-person inspection)
• Your name and contact information (email address or mailing address) so the Clerk's office can respond
• A fee threshold — state the maximum dollar amount you authorize before wanting a cost estimate first
• Any relevant reference numbers, case numbers, permit numbers, or addresses to help staff locate the records
• A request that any withheld portion be identified by specific statutory exemption under Florida Statute § 119.07(1)(f)
• Note: Florida law makes your email address a public record if included — submit by mail or fax if you prefer privacy

Response Deadlines and What to Expect

Unlike many states that impose a fixed calendar deadline, Florida's Public Records Law does not specify a set number of days for the City of Leesburg to respond. Under Florida Statute § 119.07(1)(a), records must be made available for inspection "at any reasonable time." Under § 119.07(1)(c), the custodian must acknowledge requests promptly and respond in good faith. What constitutes a "reasonable" time depends on the nature, scope, and complexity of the request — the Florida Supreme Court has interpreted this to mean the limited time necessary to locate records and remove any exempt portions.

In practice, simple requests for specific documents — such as a recent City Commission resolution, a signed contract, or a building permit — are often acknowledged within a few business days and fulfilled shortly after. Larger requests involving multiple departments, extensive review for exempt content, or archived records may take several weeks. The City will notify you of anticipated costs before incurring them.

The City of Leesburg does not publish a separate municipal fee schedule for public records copies. Pursuant to Florida Statute § 119.07(4), the City may charge up to $0.15 per one-sided copy and up to $0.20 per double-sided copy for standard-size documents (14" × 8½" or smaller). Certified copies may carry an additional charge. For requests requiring extensive use of information technology resources or more than minimal clerical or supervisory assistance, the City may also impose a special service charge based on actual labor costs — but must provide you a cost estimate and obtain your authorization before proceeding with the work.

Inspecting records in person at City Hall is free of charge. Requesting electronic delivery via email can often avoid per-page copying fees entirely.

What to Do If Your Request Is Denied or Delayed

Florida's Public Records Law is backed by some of the strongest enforcement provisions in the country, but delays and denials do occur — and knowing your options is essential to getting the records you're entitled to.

If the City of Leesburg withholds all or part of a record, the custodian is required under Florida Statute § 119.07(1)(f) to identify the specific statutory exemption relied upon for each withholding. A blanket refusal without citation of a precise provision of Florida law is itself a legal deficiency. Review any cited exemption carefully: Florida's exemptions are frequently narrow in scope, and agencies sometimes apply them more broadly than the statute permits. If only part of a record is exempt, the remainder must still be disclosed.

If your request has gone unanswered for what you believe is an unreasonably long time, follow up in writing to the City Clerk at andi.purvis@leesburgflorida.gov or by phone at (352) 728-9786, ext. 1150. Keep a written record of all communications, including dates. A polite follow-up with a specific deadline request can often move a stalled request forward without requiring formal escalation.

Florida has no formal administrative appeals board for public records disputes. However, the Florida Attorney General's Office offers informal guidance and mediation through its Government-in-the-Sunshine resources — contacting the AG's office can sometimes prompt faster agency compliance without resorting to litigation.

If informal efforts fail, your ultimate remedy is a civil action in Lake County Circuit Court. Under Florida Statute § 119.12, if a court determines that the City of Leesburg unlawfully refused access and you provided written notice to the custodian at least 5 business days before filing suit, the court shall award your reasonable attorney fees and costs against the City. Sending this pre-suit notice by email and certified mail protects your rights and preserves a documented record. A knowing and willful violation of Chapter 119 by a city official is a first-degree misdemeanor under Florida Statute § 119.10.

Steps to Appeal

1. Follow up in writing with the City Clerk's Office at andi.purvis@leesburgflorida.gov or (352) 728-9786, ext. 1150 — reference your original request, note the date it was submitted, and ask for a specific status update or completion timeline.
2. If records are withheld in whole or in part, request in writing that the custodian identify the precise statutory exemption under Florida Statute § 119.07(1)(f) authorizing the withholding — review that exemption to confirm it actually applies.
3. Contact the Florida Attorney General's Government-in-the-Sunshine resources (myfloridalegal.com) for informal guidance and potential mediation — the AG cannot compel disclosure but can facilitate resolution and is often effective.
4. Send a formal written pre-suit notice to the City Clerk at 501 W. Meadow Street, Leesburg, FL 34748, stating that the City has unlawfully withheld the specified records and that you intend to seek court enforcement if they are not produced within 5 business days — this notice is required by Florida Statute § 119.12 to qualify for attorney fee recovery.
5. If the City still fails to respond appropriately after 5 business days, file a civil action in Lake County Circuit Court seeking an order compelling disclosure under Chapter 119 — the court may act expeditiously and may conduct an in camera review of disputed records.
6. If the court finds the City of Leesburg unlawfully refused access and you provided the required pre-suit notice, the court shall award your reasonable attorney fees and costs against the City under Florida Statute § 119.12.
7. For knowing and willful violations, consider reporting the matter to the State Attorney's Office for the Fifth Judicial Circuit — a deliberate violation of Chapter 119 by a public official is a first-degree misdemeanor under Florida Statute § 119.10.

Types of Records You Can Request from Leesburg, Florida

The City of Leesburg maintains an extensive range of public records across its departments, from municipal utilities and public safety to land use, finance, and city governance. The following are among the most commonly requested record types from city government.

• City Commission meeting minutes, agendas, resolutions, and ordinances
• City contracts, vendor agreements, and professional services agreements
• Building permits, inspection reports, and code enforcement records
• Zoning applications, variance requests, and land use decisions
• City budget documents, financial statements, and annual audits
• City-owned property records, deeds, and real estate transactions
• Leesburg Electric Department records, including rate studies and contracts
• Water, wastewater, and reuse utility records and inspection reports
• Leesburg Police Department incident reports, crash reports, and call logs
• City employee salary and payroll records
• City Manager correspondence and official communications
• Grant applications, awards, and compliance reports
• Community development and neighborhood redevelopment records
• Environmental compliance reports and stormwater management records
• Board and committee applications, appointments, and meeting records

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Leesburg to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Leesburg