HomeMy Public PortalAboutPRR 17-2490RECORDS REQUEST (the "Request")
Date of Request: 01.31.2017
Requestor's Request ID#: 1380
REQUESTEE: Custodian of Records Town of Gulf Stream
REQUESTOR: Martin E. O'Boyle
REQUESTOR'S CONTACT INFORMATION: E -Mail: records@commerce-group.com
Fax: 954-360-0807 or Contact Records Custodian at recordsamommerce-groun.com:
Phone: 954-360-7713; Address: 1280 West Newport Center Drive, Deerfield Beach, FL 33442
REQUEST: 1. Please provide all records that were in effect for the last six months of 2015 (the
"Period") in connection with the following: (a) The requirement for reporting of vacation time by all (and
if the records do not relate to all please provide the records in connection with the applicable members of
the_ayolicable members of the Police Department) members of the Police Department
2. Please provide all records that were in effect for the Period in connection with the following (a) The
Department) of the Police Department .
3. Please provide all records that were in effect for the Period in connection with the following: copies of
the checks, wire transfers or other forms of payment paid to each member of the Police Department for
vacation time and overtime.
4. Please provide a copy of all Policies in effect during the Period which mention touch or deal with
overtime: and/or vacations for all (and if the records do not relate to all please provide the records in
connection with the applicable members of the Police Department) members of the Police Department
with (a) vacation time: (b) overtime: (c) the Policies (as in #4 above); (d) timesheets: and (e) payments as
in Paragraph #3 above during the Period.
6. Please provide copies of all payments made to any Unions in which all ((and if the records do not
relate to all please provide the records in connection with the applicable members of the Police
Department) members of the Police Department are a member of during the Period.
ADDITIONAL INFORMATION REGARDING REQUEST: The term "Town of Gulf Stream" shall
attorneys, emvlovees and partners of the following law firms: Sweetanole Broeker & Varkas•
Richman Greer, PA: Jones, Foster, Johnston & Stubbs: Cole. Scott & Kissane P.A.: and Johnson
Anselmo Murdoch Burke Piper & Hochman. P.A.
THIS REQUEST IS MADE PURSUANT TO ARTICLE I, SECTION 24 OF THE FLORIDA CONSTITUTION AND CHAPTER 119,
FLORIDA STATUTES
IF THE PUBLIC RECORDS BEING SOUGHT ARE MAINTAINED BY YOUR AGENCY IN AN ELECTRONIC FORMAT PLEASE
PRODUCE THE RECORDS IN THE ORIGINAL ELECTRONIC FORMAT IN WHICH THEY WERE CREATED OR RECEIVED.
ALSU PLEASE MAKE NO"rE OF §I 19.07(I1(H) OF THE FLORIDA STATUTES. WHICH PROVIDES THAT -IFA CIVIL ACTION
IS INSTITUTED WITHIN THE 30 -DAY PERIOD TO ENFORCE THE PROVISIONS OF THIS SECTION WITH RESPECT TO
THE REQUESTED RECORD, THE CUSTODIAN OF PUBLIC RECORDS MAY NOT DISPOSE OF THE RECORD EXCEPT BY
ORDER OF A COURT OF COMPETENT JURISDICTION AFTER NOTICE TO ALL AFFECTED PARTIES."
ALL ELECTRONIC COPIES ARE REQUESTED TO BE SENT BY E-MAIL DELIVERY
PLEASE PROVIDE THE APPROXIMATE COSTS (IF ANY) TO FULFILL THIS PUBLIC RECORDS REQUEST IN ADVANCE.
It will be required that the Requestor approve of any costs, asserted by the Agency (as defined In Florida Statute, Chapter 119.01
(Definitions)), in advance of any costs imposed to the Requester by the Agency.
"BY FULFILLING THIS RECORDS REQUEST, THE AGENCY ACKNOWLEDGES THAT THE RESPONSIVE DOCUMENTS
ARE "PUBLIC RECORDS" AS DEFINED IN CHAPTER 119, FLORIDA STATUTES".
1/P/NP/FLRR
11.04.2016
TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
Delivered via e-mail
February 1, 2017
Martin E. O'Boyle [mail to: recordsna,commerce-groun.com]
Re: GS #2490 (PRR 1380)
1. Please provide all records that were in effect for the last six months of 201 S (the
"Period') in connection with the following: (a) The requirement for reporting of
vacation time by all (and if the records do not relate to all please provide the records
in connection with the applicable members of the Police Department) members of the
Police Department; and/or (b) the requirement for recording of vacation time by all
(and if the records do not relate to all please provide the records in connection with
the applicable members of the Police Department) members of the Police Department.
2. Please provide all records that were in effect for the Period in connection with the
following (a) The requirement for reporting of overtime by all (and if the records do
not relate to all please provide the records in connection with the applicable members
of the Police Department) members of the Police Department; and/or (b) the
requirement for recording of overtime by all members (and if the records do not relate
to all please provide the records in connection with the applicable members of the
Police Department) of the Police Department.
3. Please provide all records that were in effect for the Period in connection with the
following: copies of the checks, wire transfers or other forms ofpayment paid to each
member of the Police Department for vacation time and overtime.
4. Please provide a copy of all Policies in effect during the Period which mention,
touch or deal with overtime; and/or vacations for all (and if the records do not relate
to all please provide the records in connection with the applicable members of the
Police Department) members of the Police Department.
S. Provide all records (including without limitation), letters, memos, E -Mails, notes
and any other form of communications sent or received by the Town of Gulf Stream
(including without limitation) its Commissioners, Town Manager and employees and
all members of the Police Department) in connection with (a) vacation time; (b)
overtime; (c) the Policies (as in #4 above); (d) timesheets; and (e) payments as in
Paragraph #3 above during the Period.
6. Please provide copies of all payments made to any Unions in which all ((and if the
records do not relate to all please provide the records in connection with the
applicable members of the Police Department) members of the Police Department are
a member ofduring the Period.
Dear Martin E. O'Boyle [mail to: recordsOcommerce-group.coml:
The Town of Gulf Stream has received your public records request dated January 31, 2017. The
original public records request can be found at the following link:
http://www2.gulf-stream.org/weblink/O/doc/105219/Page l .asnx
Please be advised that the Town of Gulf Stream is currently working on a large number of
incoming public records requests. The Town will use its very best efforts to respond to you in a
reasonable amount of time with the appropriate response or an estimated cost to respond.
Sincerely, &4d 4__ee
As requested by Rita Taylor
Town Clerk, Custodian of the Records
TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
Delivered in person
February 24, 2017
Martin E. O'Boyle [mail to: records(acommerce-group.coml
Re: GS #2490 (PRR 1380)
1. Please provide all records that were in effect for the last six months of 2015 (the "Period') in
connection with the following; (a) The requirement for reporting of vacation time by all (and if
the records do not relate to all please provide the records in connection with the applicable
members of the Police Department) members of the Police Department; and/or (b) the
requirement for recording of vacation time by all (and if the records do not relate to all please
provide the records in connection with the applicable members of the Police Department)
members of the Police Department.
2. Please provide all records that were in effect for the Period in connection with the following
(a) The requirement for reporting of overtime by all (and if the records do not relate to all please
provide the records in connection with the applicable members of the Police Department)
members of the Police Department; and/or (b) the requirement for recording of overtime by all
members (and if the records do not relate to all please provide the records in connection with the
applicable members of the Police Department) of the Police Department.
3. Please provide all records that were in effectfor the Period in connection with the following;
copies of the checks, wire transfers or other forms ofpayment paid to each member of the Police
Department for vacation time and overtime.
4. Please provide a copy of all Policies in effect during the Period which mention, touch or deal
with overtime; and/or vacations for all (and if the records do not relate to all please provide the
records in connection with the applicable members of the Police Department) members of the
Police Department.
5. Provide all records (including without limitation), letters, memos, E -Mails, notes and any
other form ofcommunications sent or received by the Town of Gulf Stream (including without
limitation) its Commissioners, Town Manager and employees and all members of the Police
Department) in connection with (a) vacation time; (b) overtime; (c) the Policies (as in #4
above); (d) timesheets; and (e) payments as in Paragraph #3 above during the Period.
6. Please provide copies of all payments made to any Unions in which all ((and if the records do
not relate to all please provide the records in connection with the applicable members of the
Police Department) members of the Police Department are a member of during the Period.
Dear Martin E. O'Boyle [mail to: recordsna.commerce-group.coml:
The Town of Gulf Stream has received your public records request dated January 31, 2017. The
original public records request can be found at the following link:
http://www2.gulf-stream.org/weblink/O/doe/105219/Pagel.aspx
This letter provides the estimated costs for the production of public records that the Town of
Gulf Stream (the "Town") understands you to have requested in your email dated January 31,
2017, that we acknowledged on February 1, 2017.
Because you have failed to sufficiently identify all of the public records that you seek, this letter
also requests clarification of several items referenced in your request and identifies certain
assumptions made by the Town about your request that have affected its estimate.
First, in parts 1-3 of your request, you seek "all records that were in effect" from July 2015
through December 2015. The Town assumes for parts 1 and 2 that you seek a public record
reflecting the procedure during the specified time period for reporting/recording vacation time
and overtime, respectively. The Town has provided you with responsive records to these parts of
your request at the link provided above. The Town is unable to respond to part 3 of your request
because it fails to specify "all records that were in effect" as it relates to forms of payment. In
providing you with an estimate, the Town assumes that you are seeking copies of all checks
made to each member of the Police Department within the date range you have specified.
Second, the Town requests clarification for part 4 of your request seeking "all policies" that
"mention, touch or deal with overtime; and/or vacations". The Town has provided you with the
production of: (1) the Police Department's Rules and Regulations for the Submission of
Overtime Slips at the link provided above; and (2) the Town's Personnel Policy Handbook,
which outlines the Town's policies regarding overtime and vacation time, which was already
publicly available on the Town's website at the following link:
htto://www2.gulf-stream.org/weblink/0/doc/27151 /Pagel .aspxx
The Town cannot identify with any specificity what additional records you may seek in part 4 of
your request and absent clarification understand these records to be fully responsive to this part
of your request.
Third, in part 5, the Town assumes that when you seek "all records... and any other form of
communications" during the specified time period regarding "(a) vacation time, (b) overtime, (c)
policies, (d) timesheets, and (e) payments; " the records you seek relate to the Gulf Stream Police
Department and are: (a) and (b) completed vacation and overtime forms, which blank forms were
provided in response to parts one and two of your request; (c) all records of policies, which we
request clarification above in part 4 of your request; (d) police sign -in sheets, and (e) payments
made to each member of the Police Department, which records are included in the estimate as
responsive to part 3.
Fourth, as to part 6, the Town does not make payments to any police unions, which for the
purpose of this request the Town defines as including the Police Benevolent Association and the
Fraternal Order of Police. However, the Town does maintain membership in the Palm Beach
County Association of Chiefs of Police and, while not a Union, has provided you with a copy of
the payment made during the relevant time period.
The Town has already spent well in excess of 15 minutes on your request and is providing you
with the following estimate for production of the above identified documents. Absent
clarification from you and subject to the foregoing assumptions, to produce the documents that
the Town understands you have requested, the Town estimates the need for an additional three
hours of administrative support at $37.34 per hour, the labor cost of the personnel providing the
service, per Fla. Stat. § 119.07(4)(d).
If the costs of producing these documents will exceed your deposit, the Town will provide you
with an initial production of responsive records and an estimate for the production of any
additional responsive records. If the costs of production are less than the deposit, the Town will
provide you with the responsive records and a refund.
(Three hours @ $37.34) = Deposit Due: $112.02 in cash or check.
Upon receipt of your deposit, the Town will use its very best efforts to further respond to your
public records request in a reasonable amount of time. If we do not hear back from you within
30 days of this letter, we will consider this request closed.
Sincerely, e
JZ44, JZ"M, Fr�?zC
As requested by Rita Taylor
Town Clerk, Custodian of the Records
GULF STREAM POLICE DEPARTMENT RULES AND REGULATIONS
3-15 PRESENCE AT UNAUTHORIZED PLACES
No member will be present in any unauthorized place within his or her assignment area during his or
her tour of duty except for a legitimate police purpose.
3-16 ZONE ASSIGNMENT
All members are required to remain in their assigned zone or area of assigned responsibility. All
suspicious vehicle checks, traffic violations or other police enforcement action which requires an
officer to leave his or her beat will be reported to the dispatcher at the time of occurrence.
3-17 LEAVING TOWN LIMITS
A member may not go beyond the town limits while on -duty unless in the performance of actual duty,
or upon the direct order or with the permission of a supervisor.
3-18 SUBMISSION OF OVERTIME SLIPS
Overtime slips must be turned in no later than the end of the pay period after the date of the
overtime.
4) UNIFORM APPEARANCE
4-1 UNIFORM APPEARANCE
Members will appear neat and well groomed while in uniform. All articles of uniform will conform to
the department uniform regulations. Civilian clothing will not be worn with any distinguishable part of
the uniform without the approval of the Chief of Police or a designee.
4-2 WEARING THE UNIFORM
Uniforms will be kept neat and clean at all times. While wearing the uniform, members will maintain
a military bearing avoiding mannerisms such as slouching, shuffling, and keeping hands in pockets.
4-3 MANNER OF DRESS ON -DUTY
Normally, members will wear the authorized uniform on a tour of duty. Chief of Police or designee
may prescribe other clothing as required by the nature of the duty to which a particular member is
assigned.
4-4 UNIFORM AND EQUIPMENT DAMAGE CLAIM
Any claims for damage to clothing or other personal property belonging to a member caused by
performance of duty will be made in accordance with current department directives.
4-5 EQUIPMENT
All equipment must be clean, in good working order and conform to department specifications.
4-6 LOCKERS
Members assigned lockers will be required to keep them clean, in good order, and free of noxious or
Inappropriate material at all times.
4-7 WEARING UNIFORMS OFF-DUTY
Members may wear department uniforms while off-duty, limited to those times when an route to or
from the place of official duty and the member's abode. All members may optionally change from
civilian attire to department uniform at facilities provided at the police station. While in uniform, only
those stops which are necessary while an route to or from duty are permitted. For sworn members,
"in uniform" means the total uniform, including leather gear and sidearm. The burden of proving the
necessity of any stop rests with the member should a question of policy adherence arise.
4-8 OFF-DUTY EQUIPMENT
Sworn members who are authorized to carry a concealed weapon off-duty must carry official
Identification when doing so.
Page 7 of 15
GULF STREAM POLICE DEPARTMENT
LEAVE OF ABSENCE REQUEST
REQUEST FOR PAID LEAVE OF ABSENCE CHARGED TO :
VACATION [ ] COMP TIME [ ] SICK LEAVE [ ] AS FOLLOWS:
DATE
TOTAL DAYS:
REASON FOR ABSENCE
SIGNATURE:
APPROVED [ ]
TOTAL HOURS:
DISAPPROVED [ ]
SUPERVISOR: CHIEF:
HOURS
DATE:
GULF STREAM POLICE DEPARTMENT
OVERTIME AND HOLIDAY COMPENSATION
NAME:
COMP TIME: [ ]
REASON:
PAY: [ ] HOURS:
CASE #:
DATE EARNED: _/_J TIME: T0:
TIME: T0:
SIGNATURE:
APPROVED: [ ]
ID#:
DISAPPROVED: [ ]
SUPERVISOR: CHIEF:
NOTES :
PALM BEACH COUNTY
ASSOCIATION OF CHIEFS OF POLICE, INC.
2016Annual Membership Dues Notice
RENEWAL NOTICE
For the period of january 1, 2016 through December 31, 2016
Garrett Ward
Chief of Police
Gulfstream Police Department
246 Sea Rd
Gulfstream, FL 33463
Annual Dues:
Active Membership
Associate Membership
Honorary Membership
September 30, 2015
VN OF G1JL.F STRE
DPAYMENT APPROVED -4
—0l00,00
Check #
® $200.00
❑ $200.00
❑ $200.00
Please send checks to: Palm Beach County Association of Chiefs of Police
P.O. Box 1316
West Palm Beach, Florida 33402
Make checks payable to: Palm Beach County Association of chiefs of Police
Renewal Notice
Please detach and return with payment
Palm Beach County Association of Chiefs of police
For the period of January 1, 2016 through December 31, 2016
Garrett Ward
Chief of Police
Gulfstream Police Department
246 Sea Rd
Gulfstream, FL 33463
Remittance or required changes:
Amount enclosed: 0 v
'OWN OF GULF STREAM OPERATING ACCOUNT
iu Palm Rcach (cty Assoc uf( hmis of Pohm
(IncfananJ Smith
340 Ocean (lnsa
Juno Beach, FL 3 340
FY_016
H ;x 2015 Annual mcmhcrship
TOWN OF GULF STREAM SUNTRUST BANK
OPERATING ACCOUNT 63-215/631
180 SEA ROAD
GULF STREAM, FL 33483-7427
(561) 276-5116
PAY "Two hundred and 00/100 Dollars"
TO THE
ORDER
OF
Palm Beach Cnty Assoc of Chiefs of Police
Chief Brian J. Smith
340 Ocean Drive ------
Juno
—_---Juno Beach, FL 33408
' '� AOiliOflIZED SIGNATDflE
100 134 10111
13410
1 li20 2015
VShield 13410
CHECK DATE CHECK NO.
11/20/2015 13410
m
CHECK AMOUNT `a
9
8
8
RP
4
MP
IA
IB
$"200.00