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PRR 16-2099
From: Jonathan O'Boyle[mailto:)oboyle(abobovlelawfirm.com] Sent: Friday, January 22, 2016 9:19 AM To: OConnor, Joanne M. Cc: Ken Drake Subject: Public Records Requst - A short one I promise Standard provisions apply. I would like an electronic copy of the Town's most recent letterhead. I would also like electronic copies of all communications and notes of Mr. Ganger that regard his testimony in Tallahassee on Jan. 20, 2016. 1 am not sure what galaxies exist in the universe of this request so if you tell me what's out there, I may be able to limit the request. I presume that Mr. Ganger had notes for his testimony and reviewed documents in preparation for his speech, you can correct me if I am wrong. I also presume that Mr. Ganger's testimony was prearranged so I would like those communications (I suspect that there were communications to and from the State, the League of Cities, other entities, internally in the Town, and to Town residents). These can include text messages and the like. Lastly, I would like any payments or reimbursements for Mr. Ganger's preparation or trip to Tallahassee or communications discussing the same (although those communications should really be part of the aforementioned request). Basically, I want the records showing that the Town did or did not pay in whole or in part for Mr. Ganger's trip, an request for (contemplated/actual) expenditures. Jonathan O'Boyle, Esq., LLM. Licensed In Pennsylvania* Licensed In New Jersey* Licensed in Florida* The O'Boyle Law Firm, P.C. Pennsylvania Office 1001 Broad St. Johnstown, PA 15906 Tel: 814-535-5175 Fax: 215-893-3641 iobovle@oboylelawfirm.com New Jersey Office 10 Grove St. Haddonfield, NJ 08033 Tel: 814-535-5175 Fax: 215-893-3641 loboyle@obovlelawfirm.com Florida Office 1286 West Newport Center Drive Deerfield Beach, FL 33442 Office: 954-570-3533 Fax: 754-212-2444 iobovle@oboylelawfirm.com IRS Circular 230 disclosure: To ensure compliance with requirements imposed by the IRS, we inform you that any tax advice contained in this communication, unless expressly stated otherwise, was not intended or written to be used, and cannot be used, for the purpose of (i) avoiding tax -related penalties under the Internal Revenue Code or (ii) promoting, marketing or recommending to another party any tax -related matter(s) addressed herein. NOTICE TO RECIPIENT: THIS E-MAIL IS MEANT FOR ONLY THE INTENDED RECIPIENT OF THE TRANSMISSION, AND MAY BE A COMMUNICATION PRIVILEGED BY LAW. IF YOU RECEIVED THIS E- MAIL IN ERROR, ANY REVIEW, USE, DISSEMINATION, DISTRIBUTION, OR COPYING OF THIS E-MAIL IS STRICTLY PROHIBITED. PLEASE NOTIFY US IMMEDIATELY OF THE ERROR BY RETURN E-MAIL AND PLEASE DELETE THIS MESSAGE FROM YOUR SYSTEM. THANK YOU IN ADVANCE FOR YOUR COOPERATION. INTER -OFFICE MEMORANDUM OFFICE OF THE TOWN MANAGER WILLIAM H. THRASHER DATE: February 11, 2015 TO: Mayor Morgan and Town Commission RE: Public Records Cost and Frequency hiformation As you know, the Town has been over burdened by public record requests. In this memo I am providing you information about cost, frequency of Public Records (PR) and related activities. It is important that I communicate this information as it will inevitably affect the Town's 2015/2016 Budget which I have begun working on. Estimated Cost of Efforts Responding to Public Records Requests (PRR) since Settlement Agreement of 7/26/13. Summary by cost category is shown below. See Attachment "A" for Detail Listings including check numbers, check amount and vendor. • Hardware $90,362.72 • Software $26,265.12 • IT Support $ 480.00 • Scanning $22,244.53 • Compliance $57,174.00 • Legal $174,912.99 • Regular Labor $120,818.20 • Overtime Labor $11,248.71 Total $503.506.27 Frequency BY Date See Attachment `B", By Requestor See Attachment "C" Since the Settlement Agreement of 7/26/13 the Town has received 1,787 public records requests. The Town has not been able to respond to all requests because of the sheer volume of the work. A log is maintained which includes information such as: the date of the request, the name of the requestor, the request, when and how the Town has responded. Samples of that information is as follows: C.. ,. «...70.. ,.F V..1......., ,.0 n,.....,...a n,._ n ...... ......._ io.... n u..._L�__. ..n„� Memo to Commission Cost of PRR Page 2 of 2 February 11, 2015 Examples of Anonymous Names in email accounts (See Attachment "C") "billy trasher" requested 10 PR "ScottyMorgin" requested 10 PR "Bobby Gangrene" requested 9 PR "gonna white" requested 7 PR "groan Orthwein" requested 1 PR "Prigs Hypocrites" requested 8 PR "thrasher lies" requested 8 PR Examples of Frequency of PRR 9/4/13, "Permit Verification" requested 17 PR 9/20/13, "records.public" requested 24 PR 9/23/13 "archive.inquiry" requested 12 PR 9/23/13 "co{mailto: pinegd(a gmail.com" requested 46 PR 9/29/13 "Chris O'Hare" requested 42 PR 10/1/13 "Chris O'Hare" requested 12 PR 10/8/13 "digital record" requested 85 PR 10/13/13 "Jonathan O'Boyle" requested 17 PR 10/23/13 "Chris O'Hare" requested 15 PR 10/29/13 "Chris O'Hare" requested 12 PR 11/9/13 "Chris O'Hare" requested 21 PR 11/10/13 "Chris O'Hare" requested 9 PR 11/19/13 "Chris O'Hare" requested 15 PR 7/31/14 "Airline Highway, LLC" requested 16 PR 7/31/14 "Commerce GP, Inc." requested 29 PR 8/8/14 "Asset Enhancement, Inc." requested 15 PR 8/8/14 "Commerce GP, Inc." requested 10 PR 9/25/14 "Commerce Realty Group, Inc." requested 6 PR 9/25/14 "CRO Aviation, hic." requested 12 PR Conclusion and 2015/2016 Budeet Significance At this time, I do not see any break or decrease of workloads related to PRRs. The Town Hall staff and also the Police Department should expect and plan for "more of the same". Therefore, the 2015/2016 Budget must include the financial draw or impact on available resources. What began in late 2013 has carried forward into the following years through this date and will proceed to at least 9/30/16. Be assured that all employees affected by PRR are working very diligently to provide legally accepted production of the requests. It is staff's desire to accomplish the task and still maintain expected levels of service to all Gulf Stream residents. MEMORANDUM To: Erika Bowen, Florida League of Cities, ebowen(a)flcities.com fax: 850-222-3806 From: William Thrasher, Town Manager, Town of Gulf Stream Re: Public Records Inquiries Date: October 22. 2014 Thank you for the opportunity to provide you with information related to the effects of the public records laws upon our community. (1) Budgeting. (a) Legal expenses. The Town of Gulf Stream does not separately budget for public records requests; however, many of the costs of litigation and compliance associated with the public records laws fall within the category of legal expenditures. In 2013, the Town budgeted $114,000, but spent more than $411,000. The Town then budgeted $440,000 for 2014, but now projects expenses exceeding $540,000. Our 2014-2015 budget can be found online at: http://www.gulf-stream.orq/images/Finalbudhearing092314.pdf (b) Information technology expenses. The Town of Gulf Stream is proud to note that it is especially proactive in posting material online. For example: • The Town Code for the Town of Gulfstream is accessible through municode. https://www.municode.com/library/fl/gulf stream/codes/code of ordinances • Agendas, minutes, and even videos of our Town Commission meetings are all posted online. http://www.gulf-stream.orglminutes-agendas.html • And other online documentation includes searchable folders related to Architectural Review, the Building Department, Finance, Legal, Public Records Requests, and a Town Clerk category that includes Agendas Contracts & Agreements, Elections, Minutes, Notices, Ordinances, and Resolutions. You can find these online folders by clicking "I want to" ... "Find a town record" using the menu tabs on our web page http://www.gulf-stream.org/ Like the legal compliance and litigation expenses, the online publication process is also costly, requiring the Town to substantially increase its information technology expenditures. In 2013, the Town spent $75,000 on a new server that could handle the large volume of data management being undertaken, plus an additional $37,000 on installation and software expenses. For approximately the past 9 months, the Town of Gulf Stream has also spent $19 per hour, on a full- time basis, for a contractor who has been scanning and uploading documents online for public access — another $26,000 in taxpayer dollars. (c) Cumulatively, the Town of Gulf Stream has spent 10 to 15 percent of its entire annual budget (approximately $3.2 million in 2013 and $3.5 million in 2014) exclusively on public records related matters. This does not include staffing, further discussed below. (2) Estimates (a) Our Town receives hundreds of public records requests monthly. In the past two years, we have received nearly 2000 public records requests (many of which can be traced to two people and their corporations or associates). For example, 2013 and 2014 public records requests can be found at the following address: http://www2. q u If -stream. o rgfW ebLi n k8/browse. aspx?d bid=0 (b) Our Town Hall has 17-1/2 employees: a Town Hall staff of four, 11-1/2 policemen, 1 water department employee, and 1 maintenance employee. One Secretary spends 35 hours per week or more (necessitating overtime) to respond to the public records requests. Our Town Clerk estimates that she spends approximately on an average, 75% of her time attending to public records issues. I estimate that I spend 5-10 hours each week on public records issues. Our policemen have spent 3-10 hours each week on public records. And our water department and maintenance employees have had to respond to public records, too. Collectively, our Town staff regularly spends 60 to 80 hours per week working on matters related to the public records laws. (3) Lawsuits (a) As noted in (1) above, the Town spends hundreds of thousands of dollars on public records compliance and litigation. Since October 3, 2013, the Town has received 42 different public records lawsuits, and incurred tens of thousands of dollars in litigation defense costs. As recently as 2010, our monthly legal bills were well under $5000, and sometimes even under $1000. In 2013 and 2014, due to the public records laws, our legal bills routinely exceed $20,000 monthly, and sometimes much more. (b) The public records laws also affect the Town's litigation decisions on other issues. For example, in 2013, the Town of Gulf Stream approved an agreement to pay one homeowner $180,000 to settle a zoning dispute, to voluntarily dismiss 20 public records lawsuits, and to withdraw hundreds of public records requests. The dispute received local newspaper coverage too. http://www. pa I m b ea ch p o st. co m/news/news/g u If -stream -millionaire -ch a I l e nq i ng - state -alto rney/nZY8C/ (4) Unusual experiences. In the Town of Gulf Stream, the unusual use of the public records law has become the norm. Our Town receives public records requests asking for records that the requester already possesses, simply to force the Town to respond to the request. We routinely receive requests for records that require us to spend time and effort to develop estimates for the costs of production, and when we do send the response, the estimate is never paid. We have had two lawsuits involving depositions, disputing the cost components of the estimate. One Public Record Production cost estimate was provided by the Town's contracted Project Engineer's for its current undergrounding of utility wires. The Town is paying this contractor's attorney fees as it is believe to be in the Town's best interest to do so. We have been sued for .'unreasonable delay" after we responded to a public records request in 2 days. Many requests are made anonymously to shield the requester from exposure. For all these reasons, at our Town Commission meeting on October 10, 2014, the Town authorized the retention of special counsel to assist with a potential lawsuit based upon the Racketeer Influenced and Corrupt Organizations Act. http://www.gulf- stream.org/images/TCAG101014.pdf (5) What you may not be aware of. Public Records Lawsuits are not covered by FMIT insurance and probably not by any insurance carrier. Unless a lawsuit is asking for damages, the defendant must pay for its own defense and all associated legal fees including depositions, review interrogatories and administrative costs. I have repeatedly been asked by elected and appointed municipal officials, "why is the Town paying these legal fees, why not let your insurance carrier handle all of this for the Town?" For the Town of Gulf Stream the exclusions of public records coverage is found in sub -sections DD and JJ. (6) Indifference to the Burden Placed on the Defendant. We all know that we live in what appears to be a litigious society. What is somewhat unique to towns like Gulf Stream is that the plaintiff's litigation strategy can simply be "out spend the opponent" regardless whether you prevail in court. For over 2 years Gulf Stream's Town Hall staff have been dealing with what I believe to be purposefully applied harassment. Unfortunately, and only until it happens to your local government or organization, can you realize that the supreme purpose of government, "serving people", is forced to take a "backseat" when there are overwhelming demands placed upon you by frivolous public records requests and related lawsuits. Public Records Cost Estimate 10/14/2015 Costs of Production Employee/ # Hours 15 Loaded Calculated Provider Worked $/Hour Cost Deputy Clerk 1,742 $40.64 $70,794.88 Town Clerk 364 $69.90 $25,443.60 Town Manager 120 $88.27 $10,592.40 Police Chief 80 $81.14 $6,491.20 Permit Coordinator 115 $36.39 $4,184.85 Outside Consultant 32 $125.00 $4,000.00 Legal 1: Jones/Foster 350 $235.00 $82,250.00 Legal 2: Sweetapple 30 $235.00 $7,050.00 Contractural Labor 2,080 $19.74 $41,059.20 Total 4,913 $251,866.13 Preparation for Court Costs (Assuming No Appeal) Number of cases 40 Estimated Cost Per Case $15,000.00 Total Court Cost $600,000.00 Legal Cost for RICCO (Prior to Appeal) Richman Greer $127,145.17 Total Estimate Cost of Public Records Production & Defense $979,011.30 Print Subject: Steube bill From: Casey Cook (CCook@flcities.com) To: rwganger@bellsouth.net; Date: Sunday, January 17, 2016 9:27 AM Ell Page 1 of 1 Sorry to bother you on a Sunday, just wanted to let you know that Steube's PR bill is on the House Government Operations Subcommittee agenda for this Wednesday (1/20) at 4 PM. A week earlier than expected ... I'm at the office, call if you want to chat. CC Casey Cook Senior Legislative Advocate Florida League of Cities 850.701.3609 (Office) 850.228.8559 (Cell) https://us-mg5.mail.yahoo.com/neoAaunch?.partner=sbc&retry_ssl=1 1/22/2016 Print Subject: Re: Capitol Connection From: rwganger (rwganger@bellsouth.net) To: CCook@flcities.com; Date: Sunday, January 17, 2016 10:53 AM Received. Will implement tomorrow. 8 On Sunday, January 17, 2016 10:44 AM, Casey Cook <CCook@flcities.com> wrote: http://www.floridaleagueofcities.com/CapitolConnection.aspx Casey Cook Senior Legislative Advocate Florida League of Cities 850.701.3609 (Office) 850.228.8559 (Cell) Page I of I https://us-mg5.mail.yahoo.com/neo/launch?.partner—sbc&retry_ssl=1 1/22/2016 Print Page 1 of 1 Subject: Consumer Affairs Committee? From: rwganger (rwganger@bellsouth.net) To: ccook@flcities.com; Date: Sunday, January 17, 2016 12:42 PM In reflecting upon our conversation late Friday, I may have misunderstood the request to file an amendment to Senator Simpson's bill 24 hours before a Wednesday, 1/20/16 meeting. Were you referring to Senator Simpson's own Consumer Affairs Committee, and will he be presenting his own Public Records bill at that time? I cannot find a Senate version of the House Government Operations Sub Committee on the Senate website. https:Hus-mg5.mail.yahoo.com/neo/launch?.partner=sbc&retry_ssl=1 1/22/2016 Print Subject: RE: Hotel From: Casey Cook (CCook@flcities.com) To: rwganger@bellsouth.net. Date: Monday, January 18, 2016 11:53 AM 10-4 Sent from my Verizon Wireless 4G LTE smartphone -------- Original message ------- From: rwganger <rwganger@bellsouth.net> Date: 01/18/2016 11:52 AM (GMT -05:00) To: Casey Cook <CCook@flcities.com> Subject: Hotel Page 1 of 1 C. The Hampton was fully booked, so I am staying at the Country Inn 1-10 on Monroe. Unless otherwise advised, I will meet you both at the Hampton at 7:30 AM. I will have had breakfast. Keith is aware of my plans. He apparently arrives late. I may follow you down to the Capitol so I can escape town as soon as we have finished out business. Bob https://us-mg5.mail.yahoo.com/neo/launch?.partner—sbc&retry_ssl=1 1/22/2016 Print Page I of 1 Subject: Update From: rwganger (rwganger@bellsouth.net) To: ccook@flcities.com; Date: Sunday, January 17, 2016 5:15 PM As someone who is a computer virgin, I am still struggling with the sequence of events leading to the House GovOps Subcommittee, and Senate Fiscal Policy meetings, both occurring on Wednesday. I tried to find an agenda for Bileca's meeting, but nothing shows up. Simpson's PR bill is listed in the Fiscal policy agenda. Getting to TALL any other way besides driving is grim. Layovers could result in more hours on the road than driving. IF Keith can make it, perhaps we could drive together. I am even trying to find someone locally who owns a plane and is willing to charter. We have made contact with a political insider to see if he has any suggestions on how to get Steube's language into the Simpson bill, or to achieve our objectives in some other manner. Quite frankly, the Simpson bill doesn't help public agencies very much --in fact it might place an even greater burden on towns like Gulf Stream if contractors feel that our Records Custodian is responsible for producing all paperwork between the Town and the contractor, even though the request is directed at our agent. I will be in the office tomorrow, and all travel plans must be confirmed before I come home. I just made it to TALL before dark, leaving not long after breakfast. M https:Hus-mg5.mail.yahoo.com/neo/launch?.partner=sbc&retry_ssl=1 1/22/2016 Print Subject: Funds Added to SunPass Account From: sunpassnoreply@dot.state.fl.us (sunpassnoreply@dot.state.fl.us) To: RWGANGER@BELLSOUTH.NET; Date: Tuesday, January 19, 2016 7:57 AM Dear MR. ROBERT GANGER, Page 1 of 1 This message is to confirm that funds have been added to your SunPass Account # The amount of $40.00 was charged to your AMEX credit card ending with (Purchase ID: 867481762) Thank you for using SunPass Self Service features to manage your account. If you received this email in error, please contact us through our website by selecting Contact SunPass on the Helpful Information tab. Thank you for choosing Florida Turnpike's SunPass Program. Please do not reply to this E -Mail. This E -Mail address is used only for outgoing messages by a SunPass automated system. https://us-mg5.mail.yahoo.com/neo/launch?.partner=sbc&retry_ssl=1 1/19/2016 (189 unread) - rwganger(abellsouth.net - att.net Mail A AT&T Mail Nights: News Sports Finance Weather Entertainment AT&T Features Mobile U -verse Q All - Hampton Inn 3388 Lonnbladh, Tallahassee lis ED L Compose Inbox(189) Drafts (137) Sent Spam Trash (10) " SmartVlaws Important Unread Started People Social Travel Shopping Finance Potden Bill Thrasher Danny Brannon Martin Minor Rita Taylor Ted Studs Trasher I Recent Page 1 of 1 * Homn F Ws -► a Delete b More. ©Spam. ••• Mare. ( **X Country Inn & Suites By Carlson, Tallahassee NW 1-10, FL Confirmed Booking I I erary: 246169... co.191.6 m6.6aaa-dask.mm Today at 11:32 AM to rwganger@bellsouthr,et ReservationDesk com V BB8.978-0509 COUNTRY Country Inn & Suites By INNS &SUITES Carlson, Tallahassee NW 1-10, FL 30M N Monroe St I Tallahmee, FL. ]2303. US Print Rec.lpt Manage Booking Book This Hotel Again Malik BOOKING CONFIR Ilk Reservation Confirmation View Hovel Into Itinerary Number: 246169942 We have charged your credit card for the full payment of this reservation. Check -In: Jan 19, 2016(3.00 PM) Check -Out; Jan 20,2018(11:00 AM) Nights: 1 Room: — Guest Room-20ueens-Non Smoking Guests: DoscnPUon: Included: Cancellation Policy: Customer Name: Robed Ganger Customer small: r ganger@bellsouth net Customer Phorw: W12787475 Subtotal: $139.45 USD Taxes & Fees: $17.43 USD Robert Ganger, 2 Adults, D Child 2 queen beds Entertainment - Free WFi and wired Internet aaassFocd & Drank - Refrigerator, microwave, and collimates makerBathmam - Heir dryer -Non -Smoking Free Parking, Free Wreless Internet, Full Breakfast You can cancel free of Marge up until me cancellation window. Cancella8ons or Menges made after 5 00 PM Eastern Time on Jan 19, 2016 am subject to a 1 Night Room & Tax penalty. The property makes no refunds for no shows or early checkouts. https:Hus-mg5.mail.yahoo.com/neo/launch?.partner=sbc&retry_ssl=1 1/18/2016 SCOTT W. MORGAN, Mayor ROBERT W. GANGER, Vlce-Mnyor JOAN IG ORTHWEIN THOMAS M. STANLEY DONNA S. WHITE TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA 100 SEA ROAD, GULF STREAM, FLORIDA 33483 Telephone (561)276-5116 Fax (561)737-0188 Town Manager WILLIAM 11. THRASHER Town Clerk RITA L. TAYLOR THE TOWN OF GULF STREAM PUBLIC RECORDS COMPLIANCE REPORT Fiscal Year 2014-2015 (Oct. 1, 2014—Sept. 30, 2015) POLICIES AND PROCEDURES USED TO FULFILL ALL INCOMING REQUESTS Please incorporate and refer to the Town's Public Record Compliance Program manual section (1) "POLICIES AND PROCEDURES." PROPOSED AMENDMENTS Section (4) "MONITORING OF INCOMING REQUESTS" of the Town's Public Record Compliance Program is proposed to be changed. (Please see attached) BLIC RECORDS TRAINING ACTIVITY Kelly Avery and Rebecca Tew are certified in Public Records Law by The John Scott Dailey Florida Institute of Government at Florida Atlantic University. An additional training session will be held on December 2, 2015 that Kelly Avery and Rebecca Tew are registered to attend. STATUS OF THE TOWN'S EFFORTS TO COMPLY WITH THE PUBLIC RECORDS LAWS There were 428 requests made, all of which have been addressed either by fulfilling the request, or giving a quote or estimate. " 7 5 q u o t e s o r e s t i m a t e s w e r e g i v e n o u t o f t h e 4 2 8 r e q u e s t s . " O n l y 3 o u t o f t h e 7 5 q u o t e s o r e s t i m a t e s w e r e p a i d f o r . " 4 1 3 o u t o f t h e 4 2 8 r e q u e s t s h a v e b e e n " A d m i n i s t r a t i v e l y C l o s e d . " ' L A W S U I T S A N D A L L E G E D N O N C O M P L I A N C E " T h e r e a r e 4 0 a c t i v e l a w s u i t s f o r t h e a l l e g e d n o n c o m p l i a n c e . " N o l a w s u i t s w e r e i n i t i a t e d b y i n t e n t i o n a l m i s c o n d u c t . " T h e l a w s u i t s a r e a r e s u l t o f a l l e g a t i o n s o f d e l a y o r e r r o r . T I M E A N D C O S T S A S S O C I A T E D W I T H T H E P U B L I C R E C O R D S R E Q U E S T S T h e T o w n S t a f f , T o w n A t t o r n e y , a n d C o n t r a c t o r t i m e d e v o t e d t o p u b l i c r e c o r d s w e r e a s f o l l o w s : " K e l l y A v e r y s p e n t a n e s t i m a t e d 1 , 7 4 2 h o u r s i n p r o c e s s i n g , e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . " R i t a T a y l o r s p e n t a n e s t i m a t e d 3 6 4 h o u r s i n e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . " B i l l T h r a s h e r s p e n t a n e s t i m a t e d 1 2 0 h o u r s i n e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . " C h i e f G a r r e t t W a r d a n d t h e P o l i c e D e p a r t m e n t s p e n t a n e s t i m a t e d 8 0 h o u r s i n e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . " R e b e c c a T e w s p e n t a n e s t i m a t e d 1 1 5 h o u r s i n e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d s r e q u e s t s . 0 5 h o u r s w e r e f o r r e s p o n s e s t o r e q u e s t s . 0 1 1 0 h o u r s w e r e f o r p l a c i n g d o c u m e n t s o n L a s e r f i c h e f o r p u b l i c a c c e s s . " M a r t y M i n o r a n d U r b a n K i l d a y D e s i g n , I n c . s p e n t a n e s t i m a t e d 3 2 h o u r s i n e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . 1 R e q u e s t s a r e a d m i n i s t r a t i v e l y c l o s e d w h e n t h e y h a v e e i t h e r b e e n 1 . f u l f i l l e d , 2 . n o d e p o s i t h a s b e e n p a i d a f t e r 3 0 d a y s , o r 3 . d u e t o i n a c t i v i t y w h e r e n o r e s p o n s e w a s r e c e i v e d a f t e r 3 0 d a y s . " J o n e s , F o s t e r , J o h n s t o n & S t u b b s s p e n t a n e s t i m a t e d 3 5 0 h o u r s i n p r o c e s s i n g , e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . " S w e e t a p p l e , B r o e k e r , a n d V a r k u s s p e n t a n e s t i m a t e d 3 0 h o u r s i n p r o c e s s i n g , e v a l u a t i n g , r e s e a r c h i n g , a n d a n s w e r i n g p u b l i c r e c o r d r e q u e s t s . " C a r o l M a h o n e y s p e n t a n e s t i m a t e d 2 0 8 0 h o u r s i n c l e r i c a l d u t i e s a s s o c i a t e d w i t h p u b l i c r e c o r d s r e q u e s t s . 2 o T h e t o t a l e s t i m a t e d h o u r s i n v e s t e d i n p u b l i c r e c o r d s r e q u e s t s w e r e 4 , 9 1 3 . A s a c o u r t e s y t o t h e r e q u e s t o r , t h e T o w n p r o v i d e s 1 5 m i n u t e s o f f r e e s t a f f t i m e i n f u l f i l l i n g p u b l i c r e c o r d s r e q u e s t s . T h e r e w e r e 4 2 8 p u b l i c r e c o r d s r e q u e s t s s u b m i t t e d r e s u l t i n g i n 1 0 7 h o u r s o f u n c h a r g e d t i m e , w h i c h e q u a t e s t o $ 3 , 8 9 3 . 7 3 i n u n c o m p e n s a t e d s e r v i c e s . z C a r o l M a h o n e y i s a t e m p o r a r y w o r k e r w h o t h e T o w n h i r e d t o s u p p l e m e n t c l e r i c a l d u t i e s i n o r d e r t o c o m p l y w i t h t h e P u b l i c R e c o r d L a w s . H e r 2 0 1 4 - 2 0 1 5 f i s c a l y e a r c o m p e n s a t i o n w a s $ 4 1 , 0 5 2 . 9 0 . TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA (4) MONITORING OF INCOMING REQUESTS The Public Records Coordinator is responsible for logging all incoming requests through the date of production and close out. An Excel spreadsheet or other similar program, such as the Town's electronic records management software, should be used to track the following: 1. Date Received (the date the Public Records Request was received) 2. Received by (the Town employee who received the record 3. Requestor (name, email address, or identifier of the entity or person making a request) 4. Respond to (the preferred method of response, i.e. an email or mailing address.) 5. Public Records Requested (including two columns of information) a. the name of the request (e.g. the subject line of the email, for tracking purposes) b. the actual language used by requestor to identify documents 6. Date of acknowledgment letter (date the acknowledgement letter was sent by the Town) 7. Date of Estimate (date the estimate letter was sent out by the Town, if applicable) 8. Date of Production (date fully or partially responsive documents were sent by the Town) 9. Fellew up (date of any fellew up or additional eeFFespeadeaee, with brief desefiptien) .... ....... (allows ...............b ef time spent by staff on a publie reeards requeso 4+ 9. Notes/follow up (additional information, e.g. email attachments; no such record, etc.) The Town Clerk, Town Manager, and Public Records Coordinator shall meet periodically, at the Town Manager's discretion, to review the status of matters on the public records spreadsheet. 11 TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail January 26, 2016 Jonathan O'Boyle [mail to: joboyle@oboylelawfirnn.com] Re: GS #2099 (Public Records Requst - A short one I promise) (1)1 would like an electronic copy of the Town's most recent letterhead. (2)1 would also like electronic copies of all communications and notes of Mr. Ganger that regard his testimony in Tallahassee on Jan. 20, 2016. 1 am not sure what galaxies exist in the universe of this request so ifyou tell me what's out there, I may be able to limit the request. I presume that Mr. Ganger had notes for his testimony and reviewed documents in preparation for his speech, you can correct me if I am wrong. I also presume that Mr. Ganger's testimony was prearranged so I would like those communications (I suspect that there were communications to and from the State, the League of Cities, other entities, internally in the Town, and to Town residents). These can include text messages and the like. (3) Lastly, I would like any payments or reimbursements for Mr. Ganger's preparation or trip to Tallahassee or communications discussing the same (although those communications should really be part of the aforementioned request). Basically, I want the records showing that the Town did or did not pay in whole or in part for Mr. Ganger's trip, an request for (contemplated/actual) expenditures. Dear Jonathan O'Boyle [mail to: iobovleCa,obovlelawfirm.coml, The Town of Gulf Stream received your original public records request on January 22, 2016. You should be able to view your request at the following link htti)://WWW2.gulf- stream.org/webIftWO/doc/76152/Pagel.aWx. In future correspondence, please refer to this public records request by the above referenced numbers. For part 1, you will find the responsive document attached to this email as well as at the same above link. For part 2, the responsive documents can be found at the following link htto://www2.sulf-stream.ore/weblink/0/doc/68564/Paeel.asox as well as htto://www2.eulf- stream.ore/weblink/0/doc/76152/Pagel.asyx. Mr. Ganger's notes consisted of 1 page that was solely used by Commissioner Ganger to refresh his memory and is not a public record of the Town of Gulf Stream. For part 3, the Town has not reimbursed or paid any portion of Mr. Ganger's trip, nor has there been a request submitted for reimbursement. The communication regarding expenses for the trip can be found at httv://www2.gulf- stream.ore/weblink/0/doc/76152/Pagel.asnx. We consider this closed. Sincerely, Town Clerk, Custodian of the Records