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HomeMy Public PortalAboutPRR 14-09709;,0 Your original request, dated June 6, 2014, is reproduced in the space below: From:ChrisO'Hare [maiIto:chrisohareguIfstream @gma ii.com] Sent:Friday,J u ne06,20144:29PM To:BilIThrasher;RitaTaylor;scottmorgan75@gmail.com Subject: Records requested in preparation for June 13 Public meeting Dear Custodian of Records, I note the agenda for the upcoming public meeting of the Town Commission scheduled for June 13, 2014 has just now been posted on the Town's web site. I wish to speak during Item VII. A. 2. to items and issues on this meeting's agenda. In order to help me understand these items and issues and therefore be able to adequately speak to them as I wish, I respectfully request you respond to my public record request made below. Please recognize that timely receipt of the records I request is essential for my anticipated participation during the June 13 public meeting. Sincerely, Chris O'Hare PUBLIC RECORDS REQUEST Please forward this public record request to the Custodian of Records for your agency. 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: The filing and posting notice sent to adjacent property owners as prescribed by town code for the special exception to be considered during agenda item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. Each addressed envelope used to send the filing and posting notice to adjacent property owners as prescribed by town code for the special exception to be considered during item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. Any email, report, photo, letter, memo, note or similar record prepared by staff or an outside agent as part of the Towns review of the application to be considered during agenda item VIII. A. of the June 13, 2014 public meeting. Any notes, memos, drafts, earlier versions, emails, letters, reports, correspondence or similar record previously created subsequent to, directly resulting in, or related to the preparation of, the record titled, BALANCE SHEET& CASH & BUDGET REPORT As of May 31, 2014 which is to be part of the June 13, 2014 public meeting as part of agenda item IX. D. 1. 770 The most recent statement for the Assets identified on the record titled Balance Sheet May 2014 (found in the BALANCE SHEET& CASH & BUDGET REPORT) as 001 - 10109 - 000 -00 Cash - Suntrust General Fund MMA 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 6119.07(1)(e) of the Florida Statutes and state in writing and with particularity the basis for your conclusions as required by §119.07(1)(f) of the Florida Statutes. I wish to receive these records as soon as possible. If some records that are responsive to my request are obtainable sooner than other responsive records, I wish to receive those records as soon as they are available and I wish to receive the other records as soon as they become available. I request that no responsive records be withheld from me while waiting for other responsive records to be found. 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 within the agency whether such a record exists and, if so, the location at which the record can be accessed." I 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 6119.01(2)(f), Florida Statutes. If you anticipate the production of some of these public records will require a search of sufficient duration as to require any deposit payment from me, please notify me of any such required payment prior to conducting any portion of that search which would require such payment. Please first produce any responsive records that are readily available and do not require any deposit payment prior to producing. 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: chrisoharegulfstream (o)gmail.com TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via US mail September 27, 2016 Chris O'Hare 2520 Avenue An Soleil Gulf Stream FL 33483 Re: Public Records Request—June 13 Public meeting (a) The filing and posting notice sent to adjacent property owners as prescribed by town code for the special exception to be considered during agenda item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. (b) Each addressed envelope used to send the filing and posting notice to adjacent property owners as prescribed by town code for the special exception to be considered during item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. (c) Any email, report, photo, letter, memo, note or similar record prepared by staff or an outside agent as part of the Towns review of the application to be considered during agenda item VIII. A. ofthe June 13, 2014publicmeeting. (d)Any notes, memos, drafts, earlier versions, emails, letters, reports, correspondence or similar record previously created subsequent to, directly resulting in, or related to the preparation of, the record titled, BALANCE SHEET& CASH & BUDGET REPORT As of May 31, 2014 which is to be part of the June 13, 2014 public meeting as part of agenda item LY. D. 1. (e) The most recent statement for the Assets identified on the record titled Balance Sheet May 2014 (found in the BALANCE SHEET& CASH & BUDGET REPORT) as 001-10109-000-00 Cash - Suntrust General Fund MMA Dear Chris O'Hare: Thank you for your correspondence that the Town of Gulf Stream received on September 6, 2016, along with a deposit check #1174 of $12.77. I am returning this check to you as Record Request GS #970 (Public Records Request — June 13 Public meeting) was Administratively Closed as of July 12, 2014. The internal policy for the Town of Gulf Stream is if we do not hear back from you within 30 days of our estimate to you, we consider the request closed. The Florida Statutes does not specify an amount of time between requesting a deposit and receiving it. Anything that is not defined in the Florida Statutes is left up to each individual agency to define in their internal policies. The onus is on the requestor to properly respond to the requirements set in our agency's policy, which is 30 days. We consider this a reasonable amount of time for a response before administratively closing the request. If you require these records, please re -submit a new public records request for the documents. Sincerely, Renee Rowan Basel As requested by Rita Taylor Town Clerk, Custodian of the Records TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail June 10, 2013 Chris O'Hare Re: Public Records Request—June 13 Public meeting A. The filing and posting notice sent to adjacent property owners as prescribed by town code for the special exception to be considered during agenda item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. B. Each addressed envelope used to send the filing and posting notice to adjacent property owners as prescribed by town code for the special exception to be considered during item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. C. Any email, report, photo, letter, memo, note or similar record prepared by staff or an outside agent as part of the Towns review of the application to be considered during agenda item VIII. A. of the June 13, 2014 public meeting. D. Any notes, memos, drafts, earlier versions, emails, letters, reports, correspondence or similar record previously created subsequent to, directly resulting in, or related to the preparation of, the record titled, BALANCE SHEET& CASH & BUDGET REPORT As of Mav 31. 2014 which is to be part of the June 13, 2014 public meeting as part of agenda item LY. D. 1. E. The most recent statement for the Assets identified on the record titled Balance Sheet May 2014 (found in the BALANCE SHEET& CASH & BUDGET REPORT) as 001- 10109-000-00 Cash - Suntrust General Fund MMA Dear Chris O'Hare, This letter provides you with the partial response to the above request, June 13 Public Meeting, which was made by you after hours on Friday, June 6, 2014. In response to part A of your request, this record is available on the Town of Gulf Stream website, http://www2.gulf-stream.org/WebLinknrowse.aspx. In response to part B of your request, please be advised that no such records exist. Attached for your convenience is a list of the addresses to whom the notice was sent. In response to part C of your request, all of these records are made part of the agenda packet. As a result, the records responsive to this request are part of the agenda packet that is available online at the Town website, www.gulf-stream.org/minutes-agendas.html. Additional correspondence will follow in response to part D and E of your request. Sincerely, Town Clerk Custodian of the Records TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail June 12, 2013 Chris O'Hare Re: Public Records Request — June 13 Public meeting A. The filing and posting notice sent to adjacent property owners as prescribed by town code for the special exception to be considered during agenda item VIII. A. 1. a. and VIII. A. 1. b. of the June 13, 2014 public meeting. B. Each addressed envelope used to send the filing and posting notice to adjacent property owners as prescribed by town code jar the special exception: to be considered during item VIII. A. 1. a. and VIII A. 1. b. of the June 13, 2014 public meeting. C Anv email, report, photo, letter, memo, note or similar record prepared by staff or an outside agent as part of the Towns review of the application to be considered during agenda item VIII. A. of the June 13, 2014 public meeting. D. Any notes, memos, drafts, earlier versions, emails, letters, reports, correspondence or similar record previously created subsequent to, directly resulting in, or related to the preparation of, the record titled, BALANCE SHEET& CASH & BUDGET REPORT As of May 31. 2014 which is to be part of the June 13, 2014 public meeting as part of agenda item IX. D. 1. E. The most recent statement for the Assets identified on the record titled Balance Sheet May 2014 (found in the BALANCE SHEET& CASH & BUDGET REPORT) as 001- 10109-000-00 Cash - Suntrust General Fund MMA Dear Chris O'Hare, This additional correspondence provides you with an estimate for the remaining records that are responsive to the above request, June 13 Public Meeting, which was made by you after hours on Friday, June 6, 2014 to which the Town provided a partial response on June 10, 2014. That partial response was responsive to parts A, B, and C. To produce the documents that you have requested in parts D and E, the Town of Gulf Stream estimates the need for 15 minutes of administrative support at $39.23 per hour, the labor cost of the personnel providing the service, per Fla. Stat. § 119.07(4)(d). In addition, the actual cost of duplication is estimated to be $2.96, for a total estimate of $12.77. These costs are itemized below: Cost of Duplication: 37- 8%:" x 11" pages @ $0.08 $2.96 Labor Cost: .25 hours - @ $39.23 per hour $9.81 Total estimate: 12.77 Please be advised that this is only an estimate and the actual cost of production may be higher or lower. Based on the above figures, the Town of Gulf Stream respectfully requests a deposit of $12.77. Once the Town has received your deposit, staff will act promptly to produce the requested records. Once produced the Town will apply your full deposit to the total production costs. If the costs are less than the deposit, the Town will provide you with a refund of the difference. If the actual production costs exceed the deposit, the Town will send you a letter with an estimate for the additional cost of production, and require an additional deposit. Additionally, please let us know whether you would like to proceed with the fulfilment of your more than 350 outstanding public records requests. On January 23, 2014, the Town asked for a deposit related to 146 of your public records requests. Again on March 19, 2014, the Town sent a letter in response to 197 public records requests made by you. For a number of additional requests, the Town has provided you with an estimate of the cost of production. Please advise whether you will be paying for any of these records or if you prefer to withdraw any of your requests. The Town remains prepared to produce public records, as required, upon receipt of proper deposits and payments. These payments represent the special service charge needed for extensive use of information technology resources, clerical assistance, and supervisory assistance under Fla. Stat. § 119.07 (4)(d). By providing you with this estimate, the Town is not waiving its right to collect costs associated with fulfilment of your other outstanding public records requests. Sincerely, Town Clerk Custodian of the Records