|Submitted||Oct. 3, 2013|
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To Whom It May Concern:
Pursuant to the Massachusetts Public Records Law, M.G.L. c.66, §10, I hereby request the following records:
-A copy of the policy for reimbursement related to compensated absences that are recorded as liabilities in finances
-A record of the total amount of compensated absences that are recorded as liabilities for FY2011, FY2012 and FY2013
I also request that, if appropriate, fees be waived as we believe this request is in the public interest, as suggested but not stipulated by the recommendations of the Massachusetts Supervisor of Public Records. The requested documents will be made available to the general public free of charge as part of the public information service at MuckRock.com, processed by a representative of the news media/press and is made in the process of news gathering and not for commercial usage.
I expect the request to be filled in an accessible format, including for screen readers, which provide text-to-speech for persons unable to read print. Files that are not accessible to screen readers include, for example, .pdf image files as well as physical documents.
In the event that fees cannot be waived, 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, as the statute requires.
A copy of documents responsive to the request.
The City Personnel Department is in receipt of your Freedom of Information request and wish to inform you of the following:
1.) With respect to a copy of the policy related to compensated absences, there is no one policy, these benefits are paid in accordance with 11 City Collective bargaining agreements and City Ordinances. These documents are not presently on line, therefore these documents would be paper versions. The fees for these documents would be twenty (20) cents per page, plus the hourly rate of the lowest paid employee within the department capable of processing said documents.
2.) With respect to the total amount of compensated absences for the periods of FY2011 & FY2012, these documents are found in the Audited Financial Statements which are located on the City Web Page, under the Auditors Department. At this time the figures for FY13 are not available.
Please let me know if you wish for the city to provide you with an estimate of the cost of these documents or to schedule a time to inspect the documents. If you choose to make copies of any documents at that time it will be twenty (20) cents per page.
Thank you for getting back to me. Are the collective bargaining agreements available in electronic form, even if they are not online? Under MGL, records must be transmitted in native format when possible.
Presently the current collective bargaining agreements are paper format only.
Please prepare a cost estimate for sending the collective bargaining agreements. Would it be possible for them to be scanned and sent as PDF either by email or CD to save on reproduction costs?
In order to make the documents available in electronic format, you would be charged for a the lowest paid employee capable of scanning the documents, that hourly rate would be $25.80 and the estimate on the number of pages to scan would be over 500 pages. Therefore it is anticipated that this would take hours.
Let me know if you are interested in this format and will prepare an estimate of the cost of your request.
Yes, please prepare the estimate. It would be useful to know estimates for:
-Scanning all relevant collective bargaining agreements
-Scanning only the portions of the collective bargaining agreements that are responsive to our request
-Photocopying all relevant collective bargaining agreements
-Photocopying only the portions of the collective bargaining agreements that are responsive to our request
Thank you! Please let me know if that is not clear.
Estimates for you public records requests:
1.) Scanning all 11 collective bargaining agreements, approximately 990 pages, anticipate it would take 4 hours to process at an hourly rate of $25.80= $103.20
2.) Scanning the sick and vacation language for all 11 contracts approximately 142 pages, anticipate it would take 1 1/2 hour at $25.80=$38.70
3.) Photocopying all 11 collective bargaining agreements, approximately 990 pages x 20 cents per page =$198.00, anticipate it would take 4 hours at $25.80= $103.20, total $301.20.
4.) Photocopying the sick and vacation language for all 11 contracts, approximately 142 pages x 20 cents per page =$28.40, anticipate it would take 1 1/2 hour at $25.80-$38.70, total of $67.10.
I've just sent a check payable to the City of Brockton for $103.20 -- please begin preparing the requested documents.
The City computer system is down today, will start scanning the documents next week.
Currently the scanning capability is down for the Personnel Department, if it is not up tomorrow, I will make other arrangements to scan the documents within another office. However based on the anticipated time of 4 hours to scan the documents we may not be able to complete the scanning tomorrow as I cannot hold up another offices ability to service customers for 4 hours.
Any questions let me know.
The first e-mail was rejected for size, resending with fewer attachments and will forward your request in numerous e-mails.
5th & final e-mail
Received. Thank you.