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HomeMy Public PortalAboutPRR 14-0466Your original request, dated January 3, 2014, is reproduced in the space below: From: Chris O'Hare [mailto: chrisoharegulfstream @gmail.comj Sent: Friday, January 03, 2014 1:57 PM To: Bill Thrasher Subject: Fwd: PUBLIC RECORD REQUEST — Social Security Number Public Records Request I am forwarding back to you your response to my Public Records Request which is also incorporated into your response. Part of your response is copied here for your reference.: Please provide a deposit of $6,712.63. This deposit is based on an estimate to produce the documents that will be responsive to your request. Once the Town has received your deposit, staff will undertake fra•ther process, and your deposit will be applied to the staff time and costs incurred. If responsive documents can be obtained at a cost lower than the deposit, they will be provided to you with a partial refund ofyour deposit based on the actual cost ofproduction. If the documents cannot be produced for a cost less than the deposit, the Town will send you a letter with an estimate for the actual cost of production, and require an additional deposit. We will apply staff time to the deposit and fndfnlling your request. Please note my follow up request below. PUBLIC RECORDS REQUEST Pursuant to Article 1, Section 24 of the Florida Constitution and Chapter 119.07 of the Florida Statutes I wish to make a public records request of your agency for the following records: Any and all records created or used to determine that a deposit of $6,712.63 is an accurate estimate of the amount of money required to produce the documents that will be responsive to the request attached herein. As previous requested, please "itemize any estimates so as to indicate the total number of pages and /or records, as well as to distinguish the cost of labor and materials." If you contend that any of the records I am seeking, or any portion thereof, are exempt from inspection or disclosure please cite the specific exemption as required by §119.07(1)(e) of the Florida Statutes and state in writing and with particularity the basis for your conclusions as required by $I 19.07(1)(f) of the Florida Statutes. Please take note of § 119.07(c) Florida Statues and your affirmative obligation to (1) promptly acknowledge receipt of this public records request and (2) make a good faith effort which "includes making reasonable efforts to determine from other officers or employees u�ithin the agenev r+'hetber such a record exists anti, ifso, the location at which the record can be accessed." 1 am, therefore, requesting that you notify every individual in possession of records that may be responsive to this public records request to preserve all such records on an immediate basis. 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. See § 119.01(2)(f). Florida Statutes. If you anticipate the production of these public records to exceed $1.00 please notify me in advance of their production with a written estimate of the total cost. Please be sure to itemize any estimates so as to indicate the total number of pages and/or records, as well as to distinguish the cost of labor and materials. All responses to this public records request should be made in writing to the following email address: chrisoharegulfstreamremail.com Documentation of estimate for production re: SSN records By. Edward Nazzaro Date completed: January 2, 2014 Estimate compilation for "any and all records containing a social security member" This document was created to verify the estimate that will be sent to the requestor based on his request for "any and all records containing a social security number." The Town of Gulf Stream has identified both Law Enforcement and Non -Law Enforcement records to be responsive to this request. The total figure quoted in the estimate, $6712.63, is based on the cost to produce $6487.57 in Law Enforcement records, and $225.06 in Non -Law Enforcement records Law Enforcement Records: Chief Garret Ward and one other Law Enforcement Employee spent 12 combined hours over two days to review all physical records in possession of the Gulf Stream Police Department. During this search, 111 personnel files (former and current law enforcement officers) and 66 case files (arrest reports that contained social security numbers) were discovered as records containing social security numbers. Chief Ward provided a sample of the time to redact the records that had been identified as containing a social security number which is outlined below, totaling 197.75 hours. Adding to the search time for the documents of 12 hours, the total is 209.75 hours. Based on the below figures, the actual cost of production of the requested records in possession of the Town of Gulf Stream Police Department is estimated to be $6487.57. a. Personnel Files The average time to review records within a personnel file for social security numbers, and then to redact the record pursuant to Fla. Stat. § 119.071 (4)(D)2a, was 93.5 minutes. This is based on the review and redaction of a sample size of 2 personnel files, one which took 52 minutes, the other which took 135 minutes. Based on this figure, the total time to produce the 111 personnel files that were identified as responsive to this request is 10378.5 minutes, which is rounded to 173 hours from 173 hours and 59 minutes. b. Case Files The average time to review a case file for social security numbers, and then to redact the record pursuant to Florida Statutes was 22.5 minutes. This is based on the review and redaction of a sample size of 4 case files. Based on this figure, the total time to produce the 66 case files that were identified as responsive to this request is 24.75 hours. c. Hourly Rate The hourly rate with benefits of the lowest paid employee of the Gulf Stream Police Department is $30.93. Chief Ward said that he would not take an officer off of patrol, and would prefer the work be done by himself or Lieutenant Allen. However, the estimate provided to the requestor Documentation of estimate for production re: SSN records By: Edward Nazzaro Date completed: January 2, 2014 was based on the rate of the lowest paid Law Enforcement employee. Due to the sensitive nature of some of the documents to be reviewed, it was determined that a Law Enforcement employee would be used to review these documents. Non -Law Enforcement Records: Administrative Assistant Freda DeFosse was asked to determine what types of documents contained Social Security Numbers. DeFosse discovered a number of electronic and physical documents, mostly employee records including employee applications, insurance forms, retirement forms, and the database in a program called `financial edge.' While this was not an exhaustive search, it was thorough enough to identify a number of different records that would be responsive to this request. DeFosse provided a sample of the time to redact the records, in both electronic and physical paper format, that were identified as containing a social security number. This time is broken down below, totaling 6.91 hours. Based on the below figures, the actual cost of production of the requested records in possession of the Town of Gulf Stream that are not included in the above "Law Enforcement Records" category is estimated to be $225.06. a. Physical Documents The average time to review physical records (employee records) for social security numbers, and then to redact the records pursuant to Florida Statutes, was 20 minutes. This is based on the review and redaction of a sample size of 2 employee files out of a total of 10 that were identified as responsive to this request during this brief search. Based on this figure, the total time to produce the public records that would likely be responsive to this request is 3.33 hours. b. Electronic Documents The average time to review electronic documents (employee records) for social security numbers, and then to redact the records pursuant to Florida Statutes was 5 minutes. This is based on the review and redaction of a sample size of 2 employee files out of a total of 43 that were located on the computer system and identified as responsive to this request. Based on this figure, the total time to produce the public records that would likely be responsive to this request is 3.58 hours. c. Hourly Rate The hourly rate with benefits of the lowest paid employee of the Town of Gulf Stream within the Administration Department is $32.57. TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail March 19, 2015 Chris O'Hare [mail to: chrisoharegulfstream @gmail.com] Re: GS #466 (social security estimate) Any and all records created or used to determine that a deposit of $6,712.63 is an accurate estimate of the amount of money required to produce the documents that will be responsive to the request attached herein. Dear Chris O'Hare [mail to: chrisohareeulfstream (7a,email.coml, The Town of Gulf Stream received your public records requests dated January 3, 2014. You should be able to view your original requests at the following link http://www2.gulf- stream. orgfWebLink8 /0 /doc /17950/Pagel.asox. If your request was verbal, then the description of your public records request is set forth in the italics above. In future correspondence, please refer to this public records request by the above referenced numbers. The responsive documents can be found at the same above link. We consider this matter closed. Sincerely, Town Clerk, Custodian of the Records