"… We don't demand, just appreciate your time in answering. …"
Scott,
Sincere thanks for your response! No need to apologize. We have all due respect for how busy things are with elected officials and all employees of the City of Port Orange. We don’t demand, just appreciate your time in answering.
We will review and if we have other questions, we will let you know!
With kind regards and thanks,
The Kendrick’s
——– Original Message ——–
Subject: FW: [FWD: City Manager Email Policy and Procedure | What
Defines “City Business”?]
From: “Stiltner, Scott” <sstiltner@port-orange.org>
Date: Tue, February 03, 2015 11:16 am
To: “adamsny@adamsny.net” <adamsny@adamsny.net>
Ron & Nancy,
Sorry this has taken a bit to get back with you. Please see the notations in red from the City Attorney’s Office and the City Clerk. I am still learning and inquiry further about this process. As I learn more or we discuss any changes, I will certainly try to keep you in the loop. The policies referenced below can be found on the City website.
All my best!
Scott
Scott Stiltner, Councilman
City of Port Orange, District 4
sstiltner@port-orange.org
386-871-4663
From: Fenwick, Robin
Sent: Tuesday, February 03, 2015 10:35 AM
To: Stiltner, Scott
Cc: Jones, Matthew
Subject: RE: [FWD: City Manager Email Policy and Procedure | What Defines “City Business”?]
See below responses in red. If you have any other questions, please do not hesitate to contact me or Matt.
Thanks,
Robin
ROBIN L. FENWICK, CMC
CITY CLERK
CITY OF PORT ORANGE
1000 City Center Circle
Port Orange, FL 32129
TEL: 386-506-5563
FAX: 386-756-5290
Description: Description: PO email
cid:image002.png@01CF3E07.DEB08FC0
From: Stiltner, Scott
Sent: Monday, January 26, 2015 3:51 PM
To: Fenwick, Robin
Subject: Fwd: [FWD: City Manager Email Policy and Procedure | What Defines “City Business”?]
Robin,
Can you help me out with some answers to the questions below?
Scott
Sent from my iPad
Begin forwarded message:
From: <adamsny@adamsny.net>
Date: January 23, 2015 at 7:34:18 PM EST
To: <agreen@port-orange.org>, <dbastian@port-orange.org>, <bford@port-orange.org>, <dburnette@port-orange.org>, <sstiltner@port-orange.org>, <dharden@port-orange.org>, <mroberts@port-orange.org>
Subject: [FWD: City Manager Email Policy and Procedure | What Defines “City Business”?]
Hi Everyone,
Just wondered if we might be receiving an answer to our questions from January 12th? We know all of you are slammed, and respect that. Our hope was our elected and paid officials might offer an answer to the questions below. Sincere thanks if you can and will! There is one additional question to those that follow; Is there any way to determine how many hours employees spend on the phone with citizens who are requesting information and research? Does the city keep track of time spent? In other words, there are dozens, upon dozens of requests seen in the City Manager emails – but how many requests are made over the phone and how much employee time and city resources are being used? This is not tracked in totality of all requests received. The law allows the City to track each individual request and charge for that individual request. We cannot combine requests by individuals and charge for them. The City Clerk is currently reviewing software to track public records requests. This software will allow us to track time and costs better and hopefully pull reports to address this question in the future.
Thanks again,
Ron and Nancy Kendrick
Thank you all for your valuable time. We look forward to hearing the responses from you!
——– Original Message ——–
Subject: City Manager Email Policy and Procedure | What Defines “City
Business”?
From: <adamsny@adamsny.net>
Date: Mon, January 12, 2015 11:14 am
To: agreen@port-orange.org, dbastian@port-orange.org,
bford@port-orange.org, dburnette@port-orange.org,
sstiltner@port-orange.org, dharden@port-orange.org,
mroberts@port-orange.org
Good morning,
This communication is for the purpose of clarification and gaining a clearer understanding of emails to the City Manager, and requests for research. Hopefully, you will answer the questions below so we may reach that goal.
According to the City of Port Orange website: “In an effort to increase transparency in government, the City Managers e-mails are now accessible online. The link http://www.port-orange.org provides view only access to incoming e-mail received by the City Manager. Each e-mail is reviewed for exemptions pursuant to Florida Statutes Chapter 119. Any exempt or confidential information found is redacted from this system. Hard copies of those e-mails once redacted may be obtained from the City Clerk’s Office. The e-mail may be viewed only and cannot be forwarded, replied to, or deleted.”
1. Does the City of Port Orange have policies and procedures in place for what is appropriate content for any written correspondence (emails and letters) to all members of Port Orange government and employees of the City of Port Orange? If not, is it something to consider and implement? Policy #1-32 is the City’s Electronic Information Systems Use Policy and provides staff with does and don’ts relating to the use of electronic devises.
2. Are there any policies and procedures in place that constitute a legitimate “city business” request for information? If not, why not and something to consider? Public Records Processing Policy #1-47 addresses this.
3. Granted the information I quoted above stipulates review for exemptions pursuant to Florida Statutes Chapter 119 and confidential information is redacted. Yet, day after day, month after month, year after year, there are dozens upon dozens of emails to the City Manager that have nothing to do with city business. Keeping “Freedom of Speech” in mind there is a huge difference between city business and communicating for the purpose of a personal agenda without a single fact or documentation to back up the words and personal agenda of the email author. Therefore, does the City of Port Orange ever review emails and redact them because the content is not for the purpose of city business, but rather to gossip, assume, and pass innuendo, i.e. are there any accountability standards and practices in place for what is appropriate content? If not, why not? Again, something to consider and implement? Redactions can only be made pursuant to a statutorily recognized exemption. The City cannot weigh each and every correspondence received and produce only those communications with which the City agrees is accurate and founded by the appropriate documentation.
4. When the City of Port Orange receives a research request (which I believe is called an FOI) are any of the following charged to the requestor? The fees charged for production of public records requests are set by Florida Statute. See public records fee resolution #12-18. Again, if not, why not and something to consider and implement?
A. Full labor rate of employee(s) doing the research/completing the request? Yes, per Resolution #12-18.
B. In the event overtime is involved is the overtime rate charged as well? No overtime is involved in filling requests.
C. Management oversight at management rate of salary for time? Again, as per Resolution No. 12-18 and Florida Statutes.
D. A per request flat rate service fee (example $25 or $30 per request) for use of electricity, electronics, technology, copying etc.? This is not allowed by law. The fees are set in Florida Statutes.
Sincere thanks to all of you for your valuable time and any answers!
With kind regards,
Ron and Nancy Kendrick
Port Orange, FL
Sincere thanks! We look forward to your reply!
With kind regards,
The Kendrick’s
——– Original Message ——–
Subject: RE: [FWD: City Manager Email Policy and Procedure | What
Defines “City Business”?]
From: “Harden, David” <dharden@port-orange.org>
Date: Tue, January 27, 2015 11:33 am
To: “adamsny@adamsny.net” <adamsny@adamsny.net>
I will try to get you a response today or tomorrow. If I don’t, it will be next week.
From: adamsny@adamsny.net [mailto:adamsny@adamsny.net]
Sent: Friday, January 23, 2015 7:34 PM
To: Green, Allen; Bastian, Drew; Ford, Bob; Burnette, Don; Stiltner, Scott; Harden, David; Roberts, Margaret
Subject: [FWD: City Manager Email Policy and Procedure | What Defines “City Business”?]
Hi Everyone,
Just wondered if we might be receiving an answer to our questions from January 12th? We know all of you are slammed, and respect that. Our hope was our elected and paid officials might offer an answer to the questions below. Sincere thanks if you can and will! There is one additional question to those that follow; Is there any way to determine how many hours employees spend on the phone with citizens who are requesting information and research? Does the city keep track of time spent? In other words, there are dozens, upon dozens of requests seen in the City Manager emails – but how many requests are made over the phone and how much employee time and city resources are being used?
Thanks again,
Ron and Nancy Kendrick
Thank you all for your valuable time. We look forward to hearing the responses from you!
Ron & Nancy demanded city information via several emails, requiring a busy City Manager; City Attorney; City Clerk and Councilman to respond to them forthwith. (pushy; pushy)
The Kendrick’s have every right to submit Freedom of Information requests, however my question is: Did the city charge the Kendrick’s any fees for time loss by the several city officials composing and researching the replies to their demands.
It may be only a few dollars but don’t the Kendrick’s want everyone else to pay more than their fair share?
bill and Hillary I really hoping you are being sarcastic with your response… This was not an FOI request it was clarification of codes that are in place. They didn’t waste near as much time as some others do with their insane emails about the Mayor something with the chamber and ramblings of people who honestly just want to see their names in the CM read file on a daily basis.
Didn’t Ted just write an email demanding to know about the Edging being done on Sunday? He had 4 or 5 questions regarding that one thing. Is he going to pay for time lost in researching and interviewing and then responding to his questions?
If this was one of the dearly beloved asking these questions you would all be singing their praises but since it is someone who you feel is not in your camp you make fun. If this is the “open government” movement there is a reason why you are still a minority.
I find it interesting that Mr. Gardner responded to their email that was posted here with a 1st admendment statement. Mr. Gardener the same 1st admendment that protects your freedom to say the things you have said is the same that protects them. Please try to remember that if you want open government you must respect or at least listen to the other opinion. Oh wait that doesn’t work here in Port Orange does it?