Ring promo Boca Raton
| Tracking # |
2019-4515 |
| Submitted | Aug. 28, 2019 |
| Est. Completion | None |
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Communications
From: Caroline Haskins
To Whom It May Concern:
Pursuant to the Florida Sunshine Law, I hereby request the following records:
Law enforcement agencies around the country are entering into Promotional Discount Agreements with Ring, Amazon's home security camera company. (https://www.vice.com/en_us/article/d3ag37/us-cities-are-helping-people-buy-amazon-surveillance-cameras-using-taxpayer-money) These agreements direct city funds toward providing a discount on Ring products, such as doorbell cameras.
Therefore, I hereby request the following records related to Ring and possible Promotional Discount Agreements:
1) All calendar invitations, instructional materials, presentations and presentation materials (including recorded video and audio, PowerPoint files, prepared remarks, and slides formats), and other documents that mention Ring devices and/or the Neighbors app. This includes A) any minutes/notes taking during meetings that discussed the use of Ring devices and/or the Neighbors app, B) any explanations (whether internally or externally generated) of how Ring devices and/or the Neighbors app work, and C) any other document that has been used to help explain the use, marketing, or promotion of Ring devices and/or the Neighbors app to any party, including internal documentation, public relations materials, and executive summaries.
2) A copy of any privacy impact assessments, use policies, standard operating procedures, data retention policies, legal opinions, warranties, non-disclosure agreements, contracts, liability waivers, insurance agreements, Promotional Discount Agreements, Requests for Proposals, Responses to Requests for Proposal, Memorandums of Understanding, Letters of Interest, usage policies, or informal agreements between the city and Ring.
3) A copy of any funding opportunity announcements, grant applications and grantor status/progress reports, reports to legislative bodies, annual reports that mention Ring or the Neighbors app, as well as audit records, including but not limited to security audits of the software, misuse reports, and reports to oversight bodies.
4) Any digital communications including but not limited to emails and text messages) as well as documents, (including but not limited to PDF, word processing, excel, and slide documents) that mention Ring or the Neighbors app.
5) Any digital communications (including but not limited to emails and text messages) between city government workers with Ring representatives.
The requested documents will be made available to the general public, and this request is not being made for commercial purposes. It will be used in the course of reporting for Motherboard, VICE’s science and technology website (motherboard.vice.com).
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.
Sincerely,
Caroline Haskins
From:
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Your request reference number is Request Number: 2019-4515.
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From: Boca Raton City Clerk
Good afternoon Ms. Haskins,
The City of Boca Raton has begun to review your request for responsive records and requires the following clarifications:
With respect to items 4 & 5 and specifically emails, we will conduct a search of the City's server: to and from all employees, within the dates of XX/XX/XX to 09/09/19 and with the following terms as provided by you: "Ring" and "Neighbors app."
Please provide a starting date and we will use the end date of the request unless otherwise specified.
Regards,
Phillip W. Daly * Records Manager
City of Boca Raton * City Clerk Division
201 W. Palmetto Park Rd * Boca Raton, Fl 33432
P 561-393-7746 * pdaly@myboca.us<mailto:pdaly@myboca.us>
Please note: Florida has a very broad public records law. Most written communications to or from local officials regarding city business are public records, and are available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. The City of Boca Raton scanned this outbound message for viruses, vandals and malicious content and found this message to be free of such content.
From: Boca Raton City Clerk
Good afternoon Ms. Haskins,
The City of Boca Raton has begun to review your request for responsive records and requires the following clarifications:
With respect to items 4 & 5 and specifically emails, we will conduct a search of the City's server: to and from all employees, within the dates of XX/XX/XX to 09/09/19 and with the following terms as provided by you: "Ring" and "Neighbors app."
Please provide a starting date and we will use the end date of the request unless otherwise specified.
Regards,
Phillip W. Daly * Records Manager
City of Boca Raton * City Clerk Division
201 W. Palmetto Park Rd * Boca Raton, Fl 33432
P 561-393-7746 * pdaly@myboca.us<mailto:pdaly@myboca.us>
Please note: Florida has a very broad public records law. Most written communications to or from local officials regarding city business are public records, and are available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. The City of Boca Raton scanned this outbound message for viruses, vandals and malicious content and found this message to be free of such content.
From: Caroline Haskins
Hi! Please use 01/01/2015 as the start date.
From: Boca Raton City Clerk
Good afternoon Ms. Haskins,
With respect to items 4 & 5 and specifically emails, we confirmed by email with you on 9/27/19, the date range: 1/1/2015 to 9/9/19, to and from all employees, and with the following terms: "Ring" and "Neighbors app" on the City email server and 115,187 responsive emails have been identified. Many of these emails are probably non-responsive to which the records you are seeking, however, each email will need to be reviewed for confidential/ exempt information and possibly redacted. We estimate this time to be 255 to 300 hours at $31.95 per hour and the amount equal to the lowest time estimate ($8,147.25)is due prior to commencing the review. Remaining payment, if any, may be adjusted(either increased or decreased) based on the actual time spent in reviewing and redacting documents.
Due to the constraints of technology in our search engine and the common word “Ring,” results will produce: ear“ring,” b”ring,” wi”ring,” st”ring,” etc. I would like to suggest using a Boolean search: “ring” within ten words of “neighbors app.” This type of search yields 777 responsive emails, which will take 2-3 hours at $31.95 per hour. Please advise how you would like us to proceed.
Regards,
Phillip W. Daly • Records Manager
City of Boca Raton • City Clerk Division
201 W. Palmetto Park Rd • Boca Raton, Fl 33432
P 561-393-7746 • pdaly@myboca.us<mailto:pdaly@myboca.us>
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