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HomeMy Public PortalAboutPRR 14-1319To: FOIA Officer, Clerk, City Manager, or Department Director From: Jeff Koch Subject: Public Information Request (2 PAGES TOTAL) Date: August 29, 2014 Dear FOIA Officer, Clerk, City Manager, or Department Director, Please accept this formal letter in lieu of a Public Records Request Form due to the description of the records we are requesting. If you are not the records coordinator or custodian of the requested records please kindly forward our request to the certain departments or persons in possession of the documents we are requesting. If the requested formats of the records we are requesting do not currently exist, we would like to obtain copies of the relevant records in its present format. Pursuant to Article 1, section 24 of the Florida Constitution, and chapter 119, F.S.., 1 hereby request copies of the following records outlined below. (1) Stale- dated/Un- Cashed Checks Information (2) Cash Deposits /Performance Bonds /Cash Securities/Escrow Infurmation (3) Property Tax Overpayments Information 1) Financial spreadsheets, ledgers, or other record of all checks that are outstanding and considered un- cashed/stale- dated. a) Responsive documents to this request may include but not be limited to: Stale Dated/Un- cashed Checks Report, Stale Dated Vendor/Payroll Checks, A/P Check/Warmnt Reconciliation Report, Check/Warrant Reconciliation Report/Register Outstanding Check Warrants Report, Unclaimed Checks Report, and/or Outstanding Warrants Report. b) Responsive departments may include but not be limited to the Clerk, Finance Department, Treasury, Tax Collector, Auditor, Controller, and/or other departments that would be in possession of such records. c) Limitation: Limited to checks that have been issued more than one year ago and over $1,000. This limitation is preferred however not required d) If my of the records identified in a) do not exist we would like a copy of the check register which identifies those checks that have not cleared and of which the funds have not already been forwarded to the state treasurers' unclaimed property division. 2) Financial spreadsheet, ledger, or other record of all un- refunded cash deposits, cash escrows, cash performance bonds, or any other cash sureties /securities which have been deposited with your municipality and have not been rearmed or refunded to the developer and/or depositor. Some examples of the cash deposits that are being sought after may include, but not be limited to: tap fees, temporary trailer, right of way, landscaping, traffic/street lights, demolition, sidewalk/curb, trees, impact fees, winter handling, signs /temporary signs, seeding, street opening, monuments, driveway, gmding/paving, earth moving, hydrant, maintenance, conservation, subdivision, wetlands conservation, erosion, and storm sewer. a) Responsive documents to this request may include but not be limited to: Bond History Log, Performance Bond Deposit Report/List, Construction Cash Bond Report, Active/Open Cash Bond Report, Deposit List, Active/Open Cash Deposit List, Reimbursable Bond Report, and/or Outstanding/Active/Open Balances Report b) Responsive departments may include but not be limited to the Building, Inspection, Engineering, Public Works, Comptroller, Transportation, Economic Development, Planning and Zoning, Community Development, Finance, Treasury, Auditor, Auditor, and/or Community Development departments. c) Limitation: Limited to deposits over $1,000. This limitation is preferred however not required d) If any of the records identified in a) do not exist please inform us of the types of securities /sureties your municipality collects, the departments that collects them, and how such securities /sureties are accounted for. 52 Tuscan Way Suite #202 -130• St Augustine, Florida 32092 - (888) 450 -3930 EM 112 - Fax (888) 881 -7284 r n � 3) Financial spreadsheet, ledger, or other record of unclaimed property tax overpayments. These typically are accounted for as un- cashed checks/unclaimed warrants, however, some municipalities' tax departments or other departments have a separate log. a) Responsive documents to this request may include but not be limited to unclaimed property tax overpayment log or property tax overpayment ledger. b) Responsive departments to this request may include but not be limited to the Tax Collector, Auditor- Controller, Finance, Treasury, Comptroller, or any other department that would be in possession of such records. c) Limitation: Limited to overpayments that are more than one year old and over $1,000. This limitation is preferred however not required. Please include the Department. Contact Name, E -Mail Address. and Phone Number for each custodian of the records provided. We would like to receive the requested information through one of these methods in the following order: i. E -Mail - foia(a professionalfinders.com (PREFER TO RECEIVE INFORMATION BY EXCEUPDF) 1. Fax- (888) 881 -7284 3. U.S. Mail - Professional Finders Inc. 52 Tuscan Way Suite #202 -130 St Augustine, Florida 32092 Professional Finders Inc. wishes to work with you in a cooperative manner. If there are any costs in completing this request please send an invoice. We realize that some parts of this request will require some time. Please forward us the information as it becomes available. My preferred method of contact is via e- mail, foia(alorofessionalfrnders.com, in the event you have any questions regarding this request, or if this request is unclear in anyway. I can be reached at (888) 450 -3930 Ext. 112 if you need to speak with me directly. Best Regards, Jeff Koch 52 Tuscan Way Suite #202 -130• St Augustine, Florida 32092 • (888) 450 -3930 Ext 112 - Fax (888) 881 -7284