Thank you Robin,
The explanations you have been given and have conveyed to me below are simply un-acceptable.
The City’s policy of throwing away previously approved agenda documents in the event that item is revised needs to be discontinued.
While it is clear that the Utilities director submitted Agenda requests that did not reference the un-authorized over spending and should be dealt with accordingly it is imperative that we establish what the Finance director signed off on, and when.
IF THE Finance director approved prior versions of this revised item that did not reference the un-authorized over spending such as the requested versions the Utilities director submitted for the agenda of April 22nd and May 20th it could signify collusion on his part in covering up this un-authorized overspending, OR IT could signify non-feasance on the part of the Finance director if it is found that his approval/signature was merely perfunctory.
CONVERSELY if the Finance director refused to approve/sign off on the April 22nd version because it failed to disclose the un-authorized over spending we must establish if he so informed the Manager, IN WHICH case we have to ask why the Manager failed to inform Council for over a month AND ONLY after this overspending had been leaked to the Mayor and others.
What more can be done to uncover those public records indicating who signed off on what – and when ???
This transmission is being made in my capacity as a private citizen, and should not be construed as being made in any other.
: Fenwick, Robin [mailto:firstname.lastname@example.org]
Sent: Thursday, May 29, 2014 10:24 AM
To: Ted Noftall
Subject: Draft DF’s relating to Sunstate Meter & Supply
Attached are several files relating to your request for all drafts of the Sunstate Meter & Supply agenda form for the item that went to Council recently. There may be duplicates in the attachments but I wanted to make sure to send you everything I have in my email files as well as everything else sent to me by other departments. Everything seems to be in electronic format. Hard copies are usually thrown away once the revised document is produced and supersedes that previous draft.
Let me know if you need anything further.
ROBIN L. FENWICK, CMC
CITY OF PORT ORANGE
As we discussed on the phone, the DRAFT documents are a public record IF they are retained. There is no requirement; however, to retain them. See below item series from the State records retention schedule (GS1-SL).
DRAFTS AND WORKING PAPERS Item #242
This record series consists of materials used in developing, compiling, and assembling a final product such as an agency report or database. The series may include, but is not limited to, copies of correspondence or memoranda; circulated drafts; data entry forms; notes; calculations; and other supporting documents. Drafts of documents that could have a significant effect on an agency’s programs, functions, and responsibilities (for instance, agency mission statements or major policy initiatives) should be placed under the record series “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
Another example I gave you is the draft agendas that I prepare. Once there are revisions, I make the necessary changes and the old draft is discarded. The same holds true for draft agenda forms, draft minutes, and any other draft document. While I understand your concerns, we would quickly run out of space if we retained all such drafts.
As the City Clerk, I assure you our practice is in compliance with State Laws.
I hope this helps.
ROBIN L. FENWICK, CMC