How to File a Public Records Request in Flowood, Mississippi

What Is the Mississippi Public Records Act of 1983?

The Mississippi Public Records Act of 1983, codified at Miss. Code Ann. §§ 25-61-1 through 25-61-19, guarantees that public records must be available for inspection by any person. Providing access is declared a statutory duty of every public body, and the law explicitly states that automation of records must not erode the public's right to access them.

A "public record" is broadly defined to include all books, records, papers, accounts, letters, maps, photographs, films, cards, tapes, recordings, and any other documentary materials — regardless of physical form — used in the conduct of government business. This covers city council meeting minutes, contracts, permits, emails, budgets, zoning decisions, and police incident reports.

Key exemptions include personnel files (§ 25-1-100), attorney work product (§ 25-1-102), individual tax records (§ 27-3-77), appraisal records for pending public property acquisitions (§ 31-1-27), trade secrets and confidential commercial information (§ 79-23-1), and personal information of law enforcement officers and judges (§ 25-61-12). When a record contains both exempt and non-exempt material, the public body must redact the exempt portions and release the rest. The burden of justifying any withholding falls squarely on the government body — not on the requester.

Read the full text of the Mississippi Public Records Act of 1983 (Mississippi Code Annotated §§ 25-61-1 through 25-61-19)

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

How to Submit Your Request

The City of Flowood provides a Public Records Request Form, available for download on the city's Forms & Applications page at cityofflowood.com. Complete the form with your contact information and a description of the specific record(s) you are seeking. The form cites the Mississippi Public Records Act of 1983 (Miss. Code Ann. § 25-61-1 et seq.) and notes that each request must identify with reasonable particularity the specific record(s) sought and should cover only one subject matter. Completed forms may be submitted in person at City Hall (2101 Airport Road), by mail to P.O. Box 320069, Flowood, MS 39232-0069, or by email to the City Clerk at jcarlisle@cityofflowood.com. There is no online portal for submitting requests. The City Clerk's office can be reached by phone at (601) 939-4243 during regular business hours.

Download Required Form

What to Include in Your Request

• Your full name, mailing address, phone number, and email address
• A specific and reasonably particular description of the record(s) you are requesting
• The preferred format for receiving records (paper copies, electronic files, etc.)
• The time period or date range the records relate to
• A request that fees be waived if the request serves the public interest and is not for commercial gain
• A statement citing the Mississippi Public Records Act of 1983, Miss. Code Ann. § 25-61-1 et seq.
• Your signature and the date of the request

Response Deadlines and What to Expect

Under Miss. Code Ann. § 25-61-5, public bodies that have not adopted their own written procedures for handling records requests must make records available for inspection and copying within one (1) working day after receiving a written request. However, public bodies are permitted to adopt their own written policies specifying procedures for cost, time, place, and method of access — and many cities, including Flowood, do so. When a public body has adopted such procedures, those timelines govern.

The MPRA does not create different deadlines based on residency — unlike some other states, any person may request records under the same rules regardless of whether they live in Mississippi.

A "response" under the MPRA means actual production of the records, or a written denial citing the specific exemption relied upon. If a request cannot be fulfilled immediately, the city should communicate the expected timeline. If the records contain both exempt and non-exempt material, the agency must redact and release the non-exempt portions.

Regarding fees, the city may charge only amounts reasonably calculated to reimburse actual costs of searching, reviewing, duplicating, and mailing records under § 25-61-7. The Mississippi Ethics Commission recommends a maximum of $0.15 per page for photocopies. Agencies may require payment of an estimated fee before production begins. Always ask for an itemized fee estimate before paying.

What to Do If Your Request Is Denied or Delayed

If the City of Flowood denies your public records request, the denial must be issued in writing and must cite the specific statutory exemption the city is relying on, as required by Miss. Code Ann. § 25-61-5(3). A vague or unsupported denial is itself a potential violation of the law. Keep copies of all communications.

Common reasons for denial include claims that records are exempt as personnel files, attorney work product, active law enforcement investigative records, trade secrets, or records specifically exempted by other Mississippi statutes. When only part of a record is exempt, the city must redact and release the rest — a blanket denial of a mixed record is generally not appropriate.

If you believe the denial is improper, you have two non-exclusive remedies:

First, you may file a complaint with the Mississippi Ethics Commission under § 25-61-13. The Commission will forward your complaint to the public body, which then has 14 days to respond. The Commission may dismiss the complaint or schedule a hearing, and can order the city to produce records and impose civil penalties. This is a free, accessible process.

Second, and without any obligation to first use the Ethics Commission, you may file suit directly in the Rankin County Chancery Court. Court proceedings under the MPRA take precedence on the docket and are expedited. If you prevail, Miss. Code Ann. § 25-61-15 allows the court to hold the responsible official personally liable for up to $100 per violation plus all reasonable expenses you incurred in bringing the proceeding.

Note that the MPRA does not specify a statute of limitations for records act lawsuits, so Mississippi's general three-year limitations period (§ 15-1-49) likely applies. Do not wait too long to escalate.

Steps to Appeal

1. Review the written denial carefully — it must cite the specific statutory exemption under Miss. Code Ann. § 25-61-5(3). If no exemption is cited, the denial itself is improper.
2. Contact City Clerk Josh Carlisle at (601) 939-4243 or jcarlisle@cityofflowood.com to informally resolve the issue or request a status update on a delayed response.
3. Check whether the City of Flowood has a written internal appeals policy and, if so, pursue that process as a first formal step.
4. File a complaint with the Mississippi Ethics Commission under Miss. Code Ann. § 25-61-13 at ethics.ms.gov. The public body has 14 days to respond; the Commission can mediate, hold a hearing, issue orders, and impose penalties.
5. File suit in the Rankin County Chancery Court under Miss. Code Ann. § 25-61-13 — you are not required to exhaust Ethics Commission remedies first. Provide written notice to the Ethics Commission at the time of filing.
6. If successful in court, the responsible official may be held personally liable for up to $100 per violation plus all reasonable expenses of the proceeding under Miss. Code Ann. § 25-61-15.
7. Consult a Mississippi attorney experienced in public records or media law if the records are of significant public importance or the city has a pattern of noncompliance.

Types of Records You Can Request from Flowood, Mississippi

The Mississippi Public Records Act broadly covers all documentary materials — regardless of physical form — created or used in conducting the business of the City of Flowood. Here are some of the most commonly requested record types from a municipal government.

• City Council meeting minutes and agendas
• Ordinances, resolutions, and local codes
• City budget documents, financial statements, and audit reports
• Contracts, vendor agreements, and procurement records
• Building permits, inspection reports, and code enforcement records
• Zoning decisions, variance applications, and land-use records
• Police incident and crash reports (non-exempt portions)
• Public works project plans and infrastructure records
• City employee salary schedules and compensation data (non-personnel file information)
• Grant applications, awards, and expenditure records
• Mayor and City Council correspondence on official business
• Environmental and stormwater permits and compliance records
• Flowood privilege license and business permit records
• City utility records (water and public works policies and contracts)
• Election records and voter-related documents maintained by the Clerk

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

Tips for Effective Public Records Requests in Flowood