2025 Annual Report for the Office of the City Clerk

Office of the City Clerk

Patricia L. Rambosk, CMC, MMC

City Clerk

Message from your City Clerk

Dear Mayor and Members of Council,

2025 was a year focused on strengthening service delivery, improving transparency, and advancing modern tools and processes that support the City’s Official Records and public-facing communications

The City Clerk’s Office continued to prioritize clear access to information, responsiveness to the community through concierge level customer service and comprehensive support for City Council, boards, committees, and City staff

Operational efficiency advanced through technology planning and implementation, including improvements to meeting video and agenda tools, digital signature solutions, and email archiving modernization A key enhancement during the year was the upgrade of the City’s Granicus software to include Swagit, which expanded public access to City Council and board/committee meetings through enhanced video functionality and searchable, ADA-compliant transcripts. The Office also continued to evaluate emerging technologies to support agenda and meeting management, public communications, and internal writing workflows

Records management remained a primary focus throughout the year, with expanded coordination and compliance efforts across all departments. Particular emphasis was placed on strengthening records management within the Building Department in response to increased permitting activity and associated public records demand This effort included the integrating the Questys platform with the Department’s permitting software, improving records accessibility, consistency, retention, and response efficiency for one of the City’s highest-volume record types.

Throughout the year, the City Clerk’s Office experienced evolving public records trends reflecting both increased demand and growing complexity While routine requests remained steady, staff time increasingly shifted toward labor-intensive requests requiring extensive review, coordination across multiple departments, and heightened legal oversight. Requests for police-related records, particularly bodyworn camera footage, increased significantly in both volume and processing time These requests often involve large digital files, detailed review, and required redactions, contributing to longer processing times while ensuring compliance with statutory requirements and privacy protections.

In addition, staff devoted several months assisting with the production and review of records for multiple litigation and personnel-related subpoenas. These subpoenas frequently required detailed searches, careful review, and close coordination with the Technology Services Department and the City Attorney’s Office yet did not allow for the recovery of staff time or costs under Florida and/or Federal law Despite these constraints, the City Clerk’s Office remained committed to timely, accurate, and legally compliant responses

To better capture the full scope of public records work performed citywide, the City Clerk’s Office emphasized training efforts to improve the accuracy and consistency of staff time tracking These efforts resulted in more reliable documentation of staff hours, allowing fees to be assessed and collected in accordance with City policy when permitted Continued training and oversight in this area will remain a focus in the upcoming year to support accountability and policy compliance.

A total of approximately $75,000 was returned to the general fund to be utilized for other priorities, including funds for an unfilled position, special service fees for the fulfillment of records requests, petitioner related legal notice publication costs and administrative services to the Ethics Commission.

As the City looks ahead to 2026, the City Clerk’s Office appreciates the continued support of City Council and remains focused on delivering excellent customer service, improved efficiencies through technology, enhancing transparency in public records, and sustaining training efforts made possible through the dedication and professionalism of the City Clerk’s Office team

Warm regards,

Patricia Rambosk

Patricia Rambosk, MMC

City Clerk

Office Overview

Office Overview

As the Records Management Liaison Officer (RMLO) with the State of Florida for the City’s records, the City Clerk’s Office is responsible for maintaining the integrity, accessibility, and legal compliance of all records retained by the City. Throughout 2025, the City Clerk’s Office oversaw the daily intake and coordination of public records requests across all departments and ensured compliance with Florida Statutes through timely responses The City Clerk’s Office also continued to administer the City’s boards and committees' appointment process, provided in-house orientation for newly appointed members, and ensured that required Statements of Financial Interests forms were submitted to the State of Florida when applicable

In addition to meeting the goals approved by City Council, the City Clerk’s Office remained focused throughout 2025 on disposal of paper records guidelines set forth in the

During the past year, the City Clerk met with the retiring Public Works Director to assist with digitizing and archiving all permanent records as well as disposing records that had met retention in accordance with state guidelines. A total of 618 boxes of paper records were disposed after careful review by the City Clerk and department directors to ensure compliance with retention schedules

The City Clerk’s Office also prepared and distributed printed agenda packets to Council Members, recorded and preserved proceedings of the City Council, boards, committees, and commissions, and prepared official minutes Additionally, the City Clerk continued to draft, edit, format, and finalize resolutions and ordinances to ensure accuracy, consistency, and compliance with the City’s Code of Ordinances

The Mission City provide the highest quality and level of professional and courteous customer service by creating, maintaining, and safeguarding the Official Records of the City in accordance with State Law and the Code of Ordinances

Our Team

Over 128 Years of Combined Experience!

Rambosk, MMC City Clerk 40 Years

Deputy City Clerk 27 Years

Executive Assistant 8 Years

Deputy City Clerk 12 Years

Horton Executive Assistant 4 Years

Records and Fiscal Manager 30 Years

McMillion Administrative Coordinator 7 Years

Records Management

Maintained the operation of the Records Management Center on Riverside monitored inventory for records eligible for lawful disposal, and identified permanently preserved historically significant records

Cost Savings and Operational Efficiencies

The City Clerk evaluated, tested and recommended a single records management solution for use across the entire City, with the goal of consolidating multiple systems into one platform This effort was intended to eliminate one existing software application while retaining the solution that provides the most effective search functionality, resulting in an anticipated future cost savings of $50,000.

The City Clerk assisted with drafting contract language and supporting legislation related to the integration of the Questys platform for backing up building permitting records from CityView

Electronic Records Management

The integrated system will enable easy and accurate searching of records, support faster and more precise responses to Freedom of Information Act (FOIA) requests, and establish a centralized records repository that allows for the direct transfer of records from CityView.

The initiative will improve public access, enhance operational efficiency, ensure regulatory compliance, preserve historical records, and deliver measurable cost savings, thereby supporting transparency and effective governance throughout the City.

Records Management (Cont.)

SHRED DAY

Organized a shredding event to securely dispose of records that met state retention guidelines A total of 618 cubic feet of records was shredded and disposed of in accordance with approved records retention schedules.

Inter -Departmental Projects

The Clerk’s Office continued to assist department directors and staff to ensure compliance with records retention guidelines and submitted the 2025 year-end disposition statements to the State of Florida in compliance with statutory requirements In addition, the City Clerk continued to support records management activities throughout city departments:

• Building: Provided assistance in addressing a high volume of public records requests submitted through JustFOIA and provided guidance on accessioning and the legal disposal of hundreds of boxes of paper records

• Legal: Reviewed and disposed of 180 boxes of records that met retention requirements.

• Purchasing: Coordinated, reviewed and disposed of 97 boxes of records that met retention requirements

• Police: Collaborated with staff to review media approved for destruction, provided training on proper records disposition, and disposed of 74 boxes of records that met retention requirements

• Fire: Reviewed and organized records to determine appropriate retention or disposal.

• Public Works: Provided guidance on records retention requirements and digitized over 20 boxes of water/sewer project maps stored at the Records Management Center which are now archived and electronically searchable Also, disposed of 40 boxes of records meeting retention requirements

• Information Technology: Coordinated with staff during the conversion from the GFI Email Archive to ArcTitan to ensure the preservation of email records

• Other departments: Reviewed and disposed of 21 boxes of records that met retention requirements.

Ordinances Adopted by City Council in 2025 Legislation

The City Clerk edited/proofed 255 Resolutions and Ordinances to ensure accuracy and compliance with the City’s Code of Ordinances and state law. Following approval by the City Council, the City Clerk finalized each item pursuant to Council action, entered resolutions and ordinances into a searchable database, and archived them for permanent retention as part of the City’s Official Records

In total, the Clerk’s Office processed 241 City Council Resolutions, 6 Community Redevelopment Agency (CRA) Resolutions and 47 Design Review Board Resolutions. In addition, 14 Ordinances were processed, with those requiring codification and published online through CivicPlus.

The Clerk’s Office also processed and archived a total of 268 contracts.

City Council took formal action on 312 agenda items. Each action was memorialized in a Voting Record that is continuously updated to reflect all items shortly after each meeting and prior to the preparation of official meeting minutes The Voting Record is posted on the City Clerk's webpage for easy access by the public and City staff, significantly improving transparency and the efficiency of follow-up actions.

Voting Record

2025 -15545: General Pension Plan Extension of DROP from 5 to 8 years

2025 -15557: Ethics Code Changes affecting board / committee members

2025 -15558: Handbills Elimination of Code section

2025 -15576: Appendix A Increase in Building and Planning fees

2025 -15601: General Pension Plan Changes to retirement benefits/contribution rate

2025 -15602: Police Pension Changes to retirement benefits/contribution rate

2025 -15620: Fire Pension Changes to retirement benefits/contribution rate

2025 -15627: Level of Service Adoption of 2024 Level of Service Report 2025 -15653: Appendix A Annual adjustment of Utility fees

2025 -15693: Floodplain Management Changes to non -conversion agreements

2025 -15753: Boards and Committees Updates to powers and duties

2025 -15754: Firearms Discharge Changes for consistency with statutes

2025 -15762: Pier Location/Dimensions Changes to Pier location and dimensions Port Royal

2025 -15781: Appendix A Adjustment of stormwater management fees

The City Clerk’s Office successfully clerked all City meetings, ensuring that minutes were accurately recorded and made available to the public on the City’s website. In 2025, the City Clerk's Office clerked a total of 70 meetings, encompassing 413 hours of meeting time; including 277 hours of City Council and CRA Meetings, and 136 hours of Board, Committee, and Ethics meetings.

Granicus Upgrade Meetings

Meeting Hours

In 2025, the City Clerk’s Office collaborated with the IT Department to implement an upgrade to the City’s meeting video platform through Swagit, enhancing public access to City Council and advisory board meetings. The upgrade added ADA-compliant, searchable transcripts enabling residents to quickly locate discussion items and review meeting content for City Council and Planning Advisory Board meetings. It also improved video quality, search functionality, and agenda integration, further supporting the City’s commitment to transparency, accessibility, and public engagement

Boards and Committees

The City Clerk’s Office supports 13 boards, committees, and commissions appointed by City Council In 2025, the City Clerk processed 26 applications and facilitated the applicants to fill 25 vacancies A database is maintained to monitor expiring terms and online applications.

Board Orientations

The City Clerk provided an orientation to each of the newly appointed board and committee members on the Sunshine Law, Public Records Act, and searching city records.

Form 1 Submissions

The City Clerk’s Office ensured that 56 Statement of Financial Interests, Form 1, submissions were filed in 2025 with THE FLORIDA COMMISSION ON ETHICS FOR appointed board and committee members, City Council and staff in compliance with Florida law

Boards and Committees

Coordinated the selection of the 2025 recipient of the Sam Noe Award On March 19, 2025, the City Council passed Resolution 2025-15566 naming Anne Foster the Sam Noe Award. Anne served on the Community Services Advisory Board from 2015 to 2024, serving as Vice Chair from 2016 to 2018 and Chair from 2018 to 2023. Past awards have been presented to Ronald Pennington, James Black, William Kroeschell, Murray Hendel, James Rideoutte, Peter Manion, Willie Anthony, Gary Price, Lodge McKee, Alan Ryker, Linda Black, James Krall, David Feight, Bruce Selfon, Thomas McCann, Stephen Hruby, Renee Zepeda, and Sharda Sphar.

Sam Noe Award Service Awards

In 2025, the City Clerk’s Office coordinated Years of Service Recognition Awards for five board/committee members, including:

• Luke Fredrickson for his service on the Design Review Board from 2019 through 2025 Vice Chair from 2024-2025

• Gregory Palmer for his service on the Community Redevelopment Agency Advisory Board from 2020 through 2025

• Slate Dabney for his service on the Planning Advisory Board from 2022 through 2025

• John Cross (not pictured) for his service on the Planning Advisory Board from 2018 through 2025 Chair from 2024-2025

• Mark Komanecky for his service on the Community Redevelopment Agency Advisory Board from 2022 through 2025 Chair from 20242025

Public Notices

Drafted and published 43 legal ads in the newspaper and ensured affidavits were received from the Naples Daily News in compliance with Florida Statutes as well as posting them to the website In addition, an account was established to publish required legal notices in the Florida Administrative Register, as well as posting the 214 public notices on the City's bulletin Board and website

Business Impact Estimates

Posted a total of 18 Business Impact Estimates on the City Clerk’s webpage in accordance with Florida Statutes

Costs Reimbursed

Collected reimbursement of approximately $3,000 in petitioner related legal advertising and recording fees

Pilot Program

Continued posting electronic public notices on the Collier County Clerk’s webpage, in addition to publishing in the newspaper In 2025, a total of 61 notices were posted on the County’s website to mirror the notices published in the Naples Daily News.

With the Pilot Program’s proven success, the City Clerk will propose an Ordinance be adopted by City Council for future consideration in 2026. This transition to digital notices ensures timely, transparent communication with the public, and cost savings over $60,000 a year by eliminating the requirement for newspaper publication.

Public Records

Continued ensuring compliance with Florida’s Public Records Law across all city departments managing complex requests through interdepartmental coordination, legal review when strict adherence to statutory response requirements.

Requests by Department

4,579

Total Number of Requests

$16,223.13

Total Amount Collected in Fees

Top 5 Requests by Volume

Building & Permitting Records

& Correspondence

*(A single request may be included in multiple categories)

2,595 Hours of Staff Time

While routine building and permitting records continue to represent the largest share of request volume, a subset of public records requests required disproportionately more staff time due to their complexity rather than quantity. These requests primarily involved communications records, police video and audio recordings, and incident-related materials.

Requests for emails and correspondence required extensive interdepartmental coordination to identify custodians, conduct keyword searches, and review records for statutory exemptions These requests, often originating from law firms and related to litigation, added to their complexity. Police video and audio requests demanded specialized processing, including review, and redaction prior to release.

Election Preparation

In preparation for the City’s February 3, 2026, General Election, City Clerk Patricia appointed Chief Election Official and undertook comprehensive election planning activities 2025 In addition to responding to numerous citizen and media inquiries regarding election timelines, and requirements, the following key duties were completed to ensure a well-organized, transparent, and compliant election process.

Qualified all Candidates for Office

Coordinated preparation of the ballot with the Supervisor of Elections (SOE)

Created the Election calendar in compliance with the Charter, Florida Statutes and SOE

Updated the Candidate Handbook

Updated all election forms

Designed a new Election webpage

Monitored receipt of financial reports and posted each to the City’s Election webpage

Published all required legal notices in the Newspaper and posted

Community Engagement Efforts

The City Clerk, in partnership with the Communications Team, launched a targeted election communication initiative aimed at enhancing public awareness and voter participation. These efforts included the distribution of a “Prepare for the Election” mailer to all registered voters, along with coordinated email and social media communications addressing voter registration, vote-by-mail enrollment, ballot request procedures, and key election deadlines

Oaths of Office

On February 5, 2025, City Clerk Patricia Rambosk administered an oath of Office to City Manager Gary Young In addition, she administered oaths to board and committee members, the Naples Youth Council, and newly hired police officers and firefighters

BOARD AND COMMITTEE MEMBERS

Education and Training

City Clerk Patricia Rambosk continued her commitment to professional development completing the two-year Education Plus Program (EPP) through the International Institute of Municipal nationally recognized program focused on leadership, ethical governance, and professional advancement

In addition, she participated in several webinars throughout the year, including Succession Planning for Administrative Professionals, Succession Planning for the 21st Century, and Signature Verification: 2025 Election Cycle through the Florida Division of Elections. These activities further strengthened succession planning within the City Clerk’s Office and supported continuity of operations, election administration, and regulatory compliance.

In addition, staff actively participated in the continuing Institute of Municipal Clerks and the FloridaAssociation

• FACC Make-Up Mini FallAcademy in January

• FACC 2025 SummerAcademy

• FACC 2025 Fall Academy

• Webinar - Reading and Interpretating Florida

• Webinar - Know Before You Go

• Webinar - Emails as Public Records

• Webinar - Public Records Requests

• Webinar - Succession Planning

• Webinar - Strategic Decision-Making

• Webinar - Surviving Municipal Office Politics

Employee Highlights

The City Clerk’s Office was presented a Proclamation on May 7, 2025, in honor of Municipal Clerk’s Week.

The City Clerk’s Office continues to coordinate the City’s quarterly blood Drives in partnership with NCH In 2025, City employees donated 74 pints of blood and provided blood to 222 patients City Sponsored Blood Drives

Congratulations to Ali Duran for achieving a Certificate for training for Government Archives and Records Administration through the National Association of Government Archives & Records Administrators

Rotary Club Presentation

City Clerk Patricia Rambosk was the guest speaker at the June 5, 2025, Naples North Rotary Club meeting, speaking on the topic of “Transparency in Action: How the City Clerk Builds Trust through Public Records ”

IIMC and FACC Committees

Jessica Hernandez served on the FACC Nominating Committee Ali Duran served on the FACC Membership, Awards and Scholarship Committees; and is currently serving on the IIMC IDEAL Task Force Committee.