HomeMy Public PortalAboutPRR 16-2292From: Chris O'Hare [mailto:chrisoharegulfstream@gmail.com]
Sent: Saturday, August 13, 2016 11:19 AM
To: Bill Thrasher <bthrasher@gulf-stream.org>; Rita Taylor <RTaylor@gulf-stream.org>
Subject: Public record request - Barrier Island Emergency Service Study cost
Dear Custodian of Records,
I request to inspect certain public records related to the Town of Gulf Stream Florida.
While I am not obligated to explain why I want to inspect these records, I tell you it is for
the purpose of informing myself of the historic and current workings of the Town of Gulf
Stream and its associated entities, vendors, consultants, advisers, contractors and
agents. The records I wish to inspect may also be material to current, anticipated or
presently unforeseen legal action. In addition, inspection of these records may be
essential to my ability to make informed comments in an upcoming public hearing. The
production of any and all responsive records is therefore urgent and must be acted
upon in compliance with Florida Statutes and established case law as soon as possible.
Before making this public record request, I first searched online and in the public
records portion of your agency's website hoping I could locate the public records I seek
without having to write you directly. Unfortunately I cannot find the records I request to
inspect. Therefore I am writing you now and requesting you make every effort as
required by law to produce these public records without delay.
I make this request pursuant to Article 1, Section 24 of the Florida
Constitution and Chapter 119 of the Florida Statutes. I hereby reserve all rights granted
to me under the Florida Constitution and Florida Statutes.
I ask that you take the following action:
• Read this entire request carefully and respond accordingly.
• If you are not the custodian of the public records described herein please determine who that person is
and notify me immediately in order that I may make this request to the appropriate person without
delay.
• Reference Florida Statutes and appropriate case law when responding to this record request.
• Do NOT produce any records other than records responsive to this request.
• Identify by name the person or persons responding to this request if that person is not the Custodian of
Records for your agency as required by 119.07(1)(b).
" R e s p o n d t o t h i s p u b l i c r e c o r d r e q u e s t i n a s i n g u l a r m a n n e r a n d d o n o t c o m b i n e
t h i s r e q u e s t w i t h a n y o t h e r p u b l i c r e c o r d r e q u e s t s w h e n r e s p o n d i n g t o t h i s
r e q u e s t .
" O n c e y o u h a v e d e t e r m i n e d t h a t y o u d o o r d o n ' t h a v e a n y r e c o r d s i n y o u r
c u s t o d y r e s p o n s i v e t o t h i s r e q u e s t , i m m e d i a t e l y a c t t o o b t a i n a n y r e s p o n s i v e
r e c o r d s t h a t m a y b e i n t h e c u s t o d y o f y o u r c o n t r a c t o r ( s ) o r o t h e r p a r t i e s .
" P r o v i d e o n l y t h o s e r e c o r d s f o r i n s p e c t i o n t h a t d o n o t r e q u i r e e x t e n s i v e u s e o f
i n f o r m a t i o n t e c h n o l o g i e s o r e x t e n s i v e s t a f f t i m e o r b o t h i n e x c e s s o f 1 5
m i n u t e s .
A s b a c k g r o u n d t o t h i s r e q u e s t I c a l l y o u r a t t e n t i o n t o s t a t e m e n t s m a d e b y T o w n
M a n a g e r T h r a s h e r d u r i n g t h e A u g u s t 1 2 , 2 0 1 6 C o m m i s s i o n m e e t i n g r e g a r d i n g
r e i m b u r s e m e n t t o t h e T o w n b y o t h e r a g e n c i e s f o r e x p e n d i t u r e s r e l a t e d t o t h e
r e c e n t B a r r i e r I s l a n d F i r e / E m e r g e n c y S e r v i c e S t u d y .
I r e q u e s t t o i n s p e c t t h e m o s t r e c e n t l y c r e a t e d p u b l i c r e c o r d t h a t d e s c r i b e s o r
c o n t a i n s t h e t o t a l e x p e n d i t u r e b y t h e T o w n f o r a b o v e r e f e r e n c e d s t u d y - O R - I f
t h a t s p e c i f i c r e c o r d d o e s n o t e x i s t t h e n p r o v i d e t h e m o s t r e c e n t l y c r e a t e d p u b l i c
r e c o r d s t h a t d e s c r i b e o r c o n t a i n a n y p o r t i o n o r p a r t o f t h e t o t a l e x p e n d i t u r e b y
t h e T o w n f o r a b o v e r e f e r e n c e d s t u d y .
I a s k y o u t o t a k e n o t e o f � 1 1 9 . 0 7 ( 1 ) ( c ) F l o r i d a S t a t u e s a n d y o u r a f f i r m a t i v e o b l i g a t i o n t o
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f a i t h e f f o r t w h i c h " i n c l u d e s m a k i n g r e a s o n a b l e e f f o r t s t o d e t e r m i n e f r o m o t h e r o f f i c e r s o r
e m p l o y e e s w i t h i n t h e a g e n c y w h e t h e r s u c h a r e c o r d e x i s t s a n d , i f s o , t h e l o c a t i o n a t
w h i c h t h e r e c o r d c a n b e a c c e s s e d . " I a m , t h e r e f o r e , r e q u e s t i n g t h a t y o u
n o t i f y e v e r y i n d i v i d u a l a n d e n t i t y i n p o s s e s s i o n o f r e c o r d s t h a t m a y b e r e s p o n s i v e t o t h i s
p u b l i c r e c o r d s r e q u e s t , i n c l u d i n g i n d i v i d u a l s a n d e n t i t i e s u n d e r c o n t r a c t w i t h y o u r
a g e n c y , t o p r e s e r v e a n d p r o d u c e a l l r e s p o n s i v e r e c o r d s o n a n i m m e d i a t e b a s i s .
I f y o u c o n t e n d t h a t a n y o f t h e r e c o r d s I a m s e e k i n g , o r a n y p o r t i o n t h e r e o f , a r e e x e m p t
f r o m i n s p e c t i o n o r d i s c l o s u r e p l e a s e c i t e t h e s p e c i f i c e x e m p t i o n a s r e q u i r e d
b y � 1 1 9 . 0 7 ( 1 ) ( e ) o f t h e F l o r i d a S t a t u t e s a n d s t a t e i n w r i t i n g a n d w i t h p a r t i c u l a r i t y t h e
b a s i s f o r y o u r c o n c l u s i o n s a s r e q u i r e d b y � 1 1 9 . 0 7 ( 1 ) ( f ) o f t h e F l o r i d a S t a t u t e s . P r o d u c e
f o r m y i n s p e c t i o n a l l r e s p o n s i v e r e c o r d s a n d O N L Y r e d a c t t h a t p o r t i o n o f t h e r e c o r d t h a t
y o u c o n s i d e r e x e m p t . T o b e c l e a r , i f y o u c o n s i d e r a n e n t i r e r e c o r d t o b e e x e m p t ,
p r o d u c e t h a t r e c o r d i n i t s e n t i r e t y w i t h a l l p o r t i o n s r e d a c t e d t h a t y o u c o n s i d e r e x e m p t . I
s p e c i f i c a l l y a s k y o u t o d o t h i s i n o r d e r t h a t I m a y i n s p e c t f u l l y r e d a c t e d r e c o r d s f o r t h e
p u r p o s e o f c h a l l e n g i n g a p a r t i c u l a r r e d a c t i o n o r e s t a b l i s h i n g a r e f e r e n c e f o r a f u t u r e
request of a record that is only temporarily exempt, as in the case of a public record that
was prepared by an agency attorney exclusively for litigation and is only exempt from
disclosure until the conclusion of the litigation.
If the public records being sought are maintained by your agency or contactors for 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.
Again I ask that you provide only those records for inspection that do not
require extensive use of information technologies or extensive staff time or both in
excess of 15 minutes. Take note of §119.07(4)(a)3.(d) Florida Statues and if you
anticipate that any records exist, the production for inspection of which will require
extensive use of information technologies or extensive staff time or both in excess of 15
minutes, then please provide those records that can be produced within the first 15
minutes and advise me of the cost you anticipate to be incurred by your agency for the
remaining records prior to incurring this cost. Please do not incur any costs on my
behalf without first obtaining my written authorization to proceed. If you produce only a
portion of all existing responsive records, please tell me that your response includes
only a portion of all existing records responsive to this request.
If you anticipate the need to incur any costs that I would be statutorily required to pay in
order to inspect these public records which would exceed $1.00 please notify me in
advance of your incurring that cost 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. Again, please do not
incur any costs on my behalf without first obtaining my written authorization to proceed.
The phrase Town of Gulf Stream when used herein refers to the Town in its entirety
including all employees, appointees, officials, assignees, counsel and consultants
including Town Manager, Town Clerk, Town Police Chief, Town Commissioners, Town
Mayor, Town Departments, Town Police Officers, Town Employees, Town Engineer, the
law firm (Jones Foster Johnston & Stubbs P.A.) that claims to be the Town Attorney
including all attorney, partner and employee members of that firm; the Town Counsel of
Sweetapple, Broeker & Varkus including all attorney, partner and employee members of
that firm, the Town Counsel of Richman Greer, P.A. including all attorney, partner and
employee members of that firm and any other entity associated with the Town and
subject to public records law.
The term public records, as used herein, has the same meaning and scope as the
definition of Public records adopted by the Florida Legislature as Statutes Chapter
119.
A record that does not exist because of its disposition requires the creation of a
disposition record. In all instances where you determine a record does not exist please
determine if the record once existed and in its replacement provide the disposition
record for my inspection.
If you do not understand any part of this request or if you need clarification about this request,
notify me as soon as possible so I may further describe or clarify this request.
All responses to this public records request should be made in writing to the following
email address:
chrisoharegulfstream@gmail.com
TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
Delivered via e-mail
August 15, 2016
Chris O'Hare [mail to: chrisoharegulfstreamCa gmail.coml
Re: GS #2292 (Barrier Island Emergency Service Study Cost)
As background to this request I call your attention to statements made by Town Manager
Thrasher during the August 12, 2016 Commission meeting regarding reimbursement to the Town
by other agencies for expenditures related to the recent Barrier Island Fire/Emergency Service
Study. I request to inspect the most recently created public record that describes or contains the
total expenditure by the Town for above referenced study - OR- If that specific record does not
exist then provide the most recently created public records that describe or contain any portion
or part of the total expenditure by the Town for above referenced study.
Dear Chris O'Hare [mail to: chrisohareeulfstream(7a.gmail.coml,
The Town of Gulf Stream has received your public records request dated August 13, 2016. The
original public record request can be found at the following link:
htty://www2.gulf-stream.ore/weblink/O/doc/993 87/Paee l.asrx.
Please be advised that the Town of Gulf Stream is currently working on a large number of
incoming public records requests. The Town will use its very best efforts to respond to you in a
reasonable amount of time with the appropriate response or an estimated cost to respond.
Sincerely,
Town Clerk, Custodian of the Records
TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
Delivered via e-mail
October 20, 2016
Chris O'Hare [mail to: chrisoharegulfstream(agmail.coml
Re: GS #2292 (Barrier Island Emergency Service Study cost)
As background to this request I call your attention to statements made by Town Manager
Thrasher during the August 12, 2016 Commission meeting regarding reimbursement to the Town
by other agencies for expenditures related to the recent Barrier Island Fire/Emergency Service
Study. I request to inspect the most recently created public record that describes or contains the
total expenditure by the Town for above referenced study - OR- If that specific record does not
exist then provide the most recently created public records that describe or contain any portion
or part of the total expenditure by the Town for above referenced study.
Dear Chris O'Hare [chrisoharegulfstream(a gmail.coml:
The Town of Gulf Stream has received your original record requests dated August 13, 2016.
Your original public records request and response to your request can be found at the following
link:
http://www2.gulf-streatn.org/weblink/O/doc/99387/Pagel.asi)x
We have also attached the responsive records for your convenience. We consider this request
closed.
Sincerely, "�
R41d Rlawml- "
As requested by Rita Taylor
Town Clerk, Custodian of the Records
ff
matnx,V
consulting group
201 San Antonio Circle, Suite 148
Mountain View, CA 94040
v.650.858.0507 (.650.917.2301
June 6, 2016
Invoice — Barrier Island Fire Study
William Thrasher
Town Manager
Town of Gulf Stream
100 Sea Road
Gulf Stream, FL 33483
This first and only invoice is for conduct and completion of work conducted by Matrix
Consulting Group in the development of a Barrier Island fire service consolidation feasibility
study. Per the contract we are invoicing for the project at the delivery of the final report. We
look forward to presenting the report soon.
TOTAL INVOICE $ 39,000
Federal Taxpayer ID: 05-0545979
Please remit payment to the letterhead address.
TOWN OF GULF STREAM
►PAYMENT APPROVED .4
3�DO
Amount '
By b Date 6
Check
Statement for Services Provided
The Town of Gulf Stream
Review and Analysis
Barrier Island Fire District Feasibility Study
4/27/16 - 4/28/16 Review and Analysis of Draft Report by Matrix Consulting Group 4 hours
4/29/16 Presentation of findings 1 hour
5 hours
Billed at hourly rate of $125.00 pursuant to letter of agreement dated September 29, 2015: -
Amount Due $625.00
(l�.�C -
Kerry B. Koen � lf4 OF GULF STREAM
5/1/16 PAYMENT APPROVED a
f
__
1140 SW 15 Street Date ' - �—
Boca Raton, Florida LCheck" ate
33486,^__.�
September 29, 2015
Draft
Proposal
Services as a special advisor/technical consultant to the Town of Gulf Stream and those
communities listed in RFP No. 15-100
To assist the Selection Committee in their deliberation regarding proposals for services
pertaining to RFP No. 15-100, Kerry B. Koen, acting as a special independent
professional consultant, will provide technical and administrative services related to this
RFP in consideration of the following:
• Professional Services Agreement Fee paid to the Consultant in the amount of
$1,750.
• Proposal incudes -a basic retainer in the amount of $500, and up to ten (10) hours
of consulting/advisory services to assist the Selection Committee in its
deliberation regarding proposals for a Barrier Island Fire District Feasibility Study.
• Additional hours of consulting/advisory services will be billed at a rate of $125
per hour.
• Printing and miscellaneous services and/or'deliverables at cost, reimbursed, to
the Consultant.
Professional Services Agreement Fee to be paid within fifteen (15) days following
execution of this agreement
Town of Gulf Stream
Amcun
Kerry B. Koe
1919 OF GULF SM
> OAYMEHT APPROVED a
1.'750 00
Check 31 Date