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HomeMy Public PortalAboutPRR 15-1835Kelly Avery From: Chris O'Hare < chrisoharegulfstream @gmail.com> Sent: Friday, April 03, 2015 12:47 AM To: Bill Thrasher Subject: Second attempt to obtain this record - Fwd: GS #1830 (morgan letter and addresses) Attachments: GS #1830 (morgan letter and addresses).pdf; APP 000 -19 (Large Plan In File) page 37 - 39.pdf Dear Custodian of Records, I am in receipt of your recent response to my record request for Mayor Morgan's original letter to residents AND the record of the names and addresses of all intended recipients of that letter. In your response, forwarded herein for your reference, you partially state, "There are no responsive records with the names and addresses. " I respectfully refer you to State Statute 119.011(12) which defines what the legislature means by Public Records, "Public records" means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Abbreviated for clarity, this statute reads "Public records" means all... material... made... in connection with the transaction of official business by any agency. You certainly agree Mayor Morgan's letter was official business by your agency. Can you not also agree that the material made in connection with the transaction of this official business, namely the names and addresses of all intended recipients is also a public record? I apologize if I did not adequately describe the record I seek when I first asked for these records. I will try again. I would like to examine the public records which are the address labels created for the purpose of providing the post office with delivery instructions for the transfer of copies of Mayor Morgan's letter from the Town to each intended recipient. To further clarify my request, please refer to the attached public record found on your agency's web site and labeled by you as APP 000 -19 (Large Plan In File) page 37 - 39. This record is a digital copy of nine addressed envelopes presumably made in connection with the transaction of official business by your agency. These public records are found by going to the area of your agency's web site called "I Want to ... Find a Town Record" then following the options: Town -of -Gulf- Stream > Architectural Review > Properties by address > Middle Rd. > 520 Middle Rd.- Hewlett Kent > APP 000 -19 > page 37 - 39. These are just one example of many such public records to be found in the area of your agency's web site called "I Want to ... Find a Town Record." If these records were destroyed, please provide the disposition record of their destruction. I make this second request for these public records under the same terms and conditions as my original request. Sincerely, chrisoharegulfstreama,,gmail.com I --- - - - - -- Forwarded message ---- - - - - -- From: Bill Thrasher <bthrasher @gulf- stream.org> Date: Thu, Apr 2, 2015 at 4:38 PM Subject: GS #1830 (morgan letter and addresses) To: Chris O'Hare < chrisoharegulfstream(a,gmail.com> Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient(s). If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. Florida has a very broad public records law. Written communications regarding Town of Gulf Stream business are public records available to the public upon request. Your e-mail communications are therefore subject to public disclosure. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail April 2, 2015 Chris O'Hare [mail to: chrisoharegulfstream @gmail.com] Re: GS #1830 (morgan letter and addresses) It has come to my attention that the Town has recently sent out letters signed by Scott Morgan to some Town residents regarding complaints made by me. I request to examine the public record which is the original letter AND the record of the names and addresses of all intended recipients of that letter. Dear Chris O'Hare [mail to: chrisoharegulfstream (d),email.coml, The Town of Gulf Stream received your public records requests dated March 30, 2015. You should be able to view your original requests at the following hn: / /www2.gulf- stream. ore/ WebLink8 /0 /doc /43435/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 records which is the original letter can be found at the same above link. There are no responsive records with the names and addresses. We consider this matter closed. Sincerely, Town Clerk, Custodian of the Records Mr. and Mrs. Parlin Lillard 533 Middle Road Gulf Stream, FL 33483 TOWN OF 'U!' - - - 100 SEA he . GULF STREAM, FLORIDA.,.... Mr. and Mrs. William Luke 530 Middle Road Gulf Stream, FL 33483 Mr. and Mrs. Richard Harding 525 Middle Road Gulf Stream, FL 33483 TOWN OF GULF STREAM 100 SEA ROAD ULF STREAM, FLORIDA 3M3 OW FRFAM, FLORIDA 330 TOWN OF GULF STRti; flP 100 SEA ROAD GULF STREAM, FLORIDA 33403 Mrs. James Cross 3121 Polo Drive Gulf Stream, FL 33483 Mr. and Mrs. James McManus 3011 Polo Drive Gulf Stream, FL 33483 Mr. and Mrs. Paul Erlich 2945 Polo Drive Gulf Stream, FL 33483 Mr. and Mrs. David Jones 2960 Polo Drive Gulf Stream FI 4AdRR a w Q �ao u-. LL. Q a� u O LN rJ s U O Y LL E a> (Q N co CO LL � � O N O O .�. oC9�_ I6 L 7 v. L .• 7 U; Q. 17 U- c U- a ul mi ti bin9 iek R� 0,1V 91 0 �'S... (�7 IaI mwA ®'� C& Ao A 4 0 7 ... Rf wmw eaemw. soau' wn,.. n .....@Hs...wm.aums..min..sa: ow..rb..aensn.u. 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Iwolmomm p I4orL: f_ Ymi4 v TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail April 10, 2015 Chris O'Hare [mail to: chrisoharegulfstream @gmail.com] Re: GS #1835 (Second attempt to obtain this record - Fwd: GS #1830 (morgan letter and addresses)) I would like to examine the public records which are the address labels created for the purpose of providing the post ogice with delivery instructions for the transfer of copies of Mayor Morgan's letter from the Town to each intended recipient. Dear Chris O'Hare [mail to: chrisohareeulfstreamna email.com], The Town of Gulf Stream received your public records requests on April 10, 2015. You should be able to view your original requests at the following links htto://www2.eulf- stream. ore/ WebLink8 /0 /doc/45294/Pagel.asnx. 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. Although the Town of Gulf Stream's duty is to provide access to or copies of public records at a reasonable time in reasonable conditions, the Town of Gulf Stream is not required to give out information from these records nor give information about these records nor do we have an obligation to create records in response to a public records request. Because this seems to be a common request from you, for your convenience we will explain why we do not have these records. We do not make copies of the labels /addresses for mass mailings such as newsletters. This is a system produced document that is only produced once. On a case by case basis, the labels may get copied for the ARPB files because it is only handful of addresses versus over 500 labels for the mass mailing. If you are still insisting to view the addresses that the letter may have been mailed to, The Town may incur expenses for the production of documents. You are responsible for the costs of duplication, as allowed by Chapter 119, Florida Statutes, and you may also incur a special service charge for the labor needed to respond to this request. You have a couple of choices of how we should proceed in producing the documents that you have requested. One way to produce those records, we would have to gather each account individually and perform a "print screen" of each account in our database (see the above link to view the sample). To produce the documents, the Town of Gulf Stream has already spend 15 minutes of our time on this request and estimates the need for an additional 8.5 hours of administrative support at $36.39 per hour, the labor cost of the personnel providing the service, per Fla. Stat. § 119.07(4)(d). The only other alternative is to request a copy of the database from Softline Data, our utility billing software, in which they estimate the cost to be $2,500.00 for the database in its raw form. It is also estimated the Town will need .25 hours of administrative support at $36.39, 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. If you would like to narrow the scope of your request, for example, by identifying a particular document type or date range, the Town may be able to provide these records at a lower cost. Print Screen Option - (8.5 hours @ 36.39 = 309.32) = Deposit Due: $309.32 in cash or check. M Softline Data Database Option - (.25 hours @ 36.39 = 9.10) + (2,500 flat fee) = Deposit Due: $2,509.10 in cash or check. The Town of Gulf Stream is currently working on a large number of incoming public records requests. 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. Sincerely, Town Clerk