Paul Ames emails re:CVE

Ava Sasani filed this request with the Cambridge Police Department of Cambridge, MA .
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Communications

From: Ava Sasani


To Whom It May Concern:

Pursuant to the Massachusetts Public Records Law, I hereby request the following records:

All email and written correspondence, between January 2014 and January 2018, between Deputy Superintendent Paul Ames and the U.S. Attorney's Office District of Massachusetts regarding the subject of “Countering Violent Extremism.”
Countering Violent Extremism, or CVE, is a federal program in which the Department of Homeland Security and Department of Justice provide grants to local stakeholders. Officer Ames was listed as a collaborator on the U.S. Attorney’s Office 2015 CVE framework, link below (Paul Ames’s name appearson page 16):
https://www.justice.gov/sites/default/files/usao-ma/pages/attachments/2015/02/18/framework.pdf
Any email search in this time frame should include all names for CVE or CVE-affiliated grants, including “CVE” or ”PEACE grant.”

The requested documents will be made available to the general public, and this request is
not being made for commercial purposes

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 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, as the statute requires.

Sincerely,

Ava Sasani

From: Cambridge Police Department

Good afternoon.

There are approximately 545 records between (now retired) Cambridge Police Deputy Superintendent Paul Ames and the U.S. Attorney's Office District of Massachusetts regarding the subject of “Countering Violent Extremism” during January 2014 and January 2018. As a result of such a large volume and anticipated redactions required before anything could be issued, a cost estimate would be required in order to fulfill this request. Before a cost estimate is prepared, please let us know if you would like to narrow your search to make the fulfillment process more efficient.

Jeremy Warnick
Director of Communications
Cambridge Police Department

From: Ava Sasani

Hi Jeremy,

Thanks so much for your response, I'd like to go ahead and get the cost estimate for my full request, without narrowing it down. Please let me know that cost estimate as soon as you can.

Thanks!
Ava Sasani

From: Cambridge Police Department

As noted, there are approximately 545 records associated with this request.

The City of Cambridge has already waived the fees associated with the first two hours of processing time. Due to the volume of documentation and resources required to support the request, a fee will be required. It is estimated that it will take multiple parties from the Cambridge Police Department approximately eighteen (18) additional hours to process (extract, review, redact and approve) your request of these relevant records.

As a result, the estimated fee to complete this request would be $360.00 ($20/applicable hourly rate x 18 hours) plus the cost of $27.25 to print and copy the responsive documentation (545 x .$0.05). Therefore, the total fee estimate is $387.25.

Sincerely

Jeremy Warnick
Director of Communications
Cambridge Police Department

From: Ava Sasani

Hi Jeremy,

Thank you so much for your response! I do have a couple of questions about these fees. First, under state law you are required to provide four hours of free labor, not just two, so two hours of labor should be removed from this cost.

Second, I am confused as to why the emails need to printed, when they are a digital document so it seems that the easiest way for you to return them to me would be digitally. If the "native" form of the document (in this case, email) is digital, there should be no need for printing.

If you could clarify and adjust these fees as soon as possible I would really appreciate it. If it's easier to speak on the phone, please feel free to call my cell at 781-941-0829.

Looking forward to hearing from you, thanks!
Ava Sasani

From: Cambridge Police Department

Hi Ava,

Thanks for your patience as I was out of the office last week and did not receive your email until today.

Per the “Guide to the Massachusetts Public Records Law”, municipalities with a population of over 20,000 shall not assess a fee for the first two hours of time spent searching for, compiling, segregating, redacting and reproducing a requested record.

The printing cost ensures the preservation of the redactions, as those printed documents would be scanned and can be e-mailed as a scanned and protected electronic file (or mailed as a printed file).

Please let me know if you have further questions.

Jeremy Warnick
Director of Communications
Cambridge Police Department

From: Cambridge Police Department

Per a response on July 29th, the total fee estimate remains $387.25 due to the reasons outlined below.

Please let me know if you have further questions.
Sincerely,

Jeremy Warnick
Director of Communications
Cambridge Police Department

Files

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