FOIA Request: Documents related to VOST activations between January 1, 2017 and April 30, 2020

Shawn Breen filed this request with the Charlottesville-UVA-Albemarle County Emergency Communications Center of Charlottesville, VA.
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From: Shawn Breen


To Whom It May Concern:

Pursuant to the Virginia Freedom of Information Act, I hereby request the following records:

Documents possessed or maintained by the Emergency Communications Center related to all VOST activations between January 1, 2017 and April 30, 2020. This should include any spreadsheet files or database files exported into a readable spreadsheet format listing any VOST activations during the specified timeframe if said files exist. Please also include any emails to/from any Executive Director(s) of the ECC containing the words "VOST activation" in the heading or body of the email during the specified timeframe.

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 5 business days, as the statute requires.

Sincerely,

Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Mr. Breen,

Please see attached letter in regards to this request.

Respectfully,

Todd Richardson, ENP
Operations Manager - Day Shift
Charlottesville, UVA, Albemarle County
Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903
434-971-1779
brichardson@albemarle.org

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Mr. Breen:

As stated in the letter I sent dated May 5th, 2020:

At this time I will have to refer to Emergency Ordinance No. 20-E(2), Section 7E, requests for records under the Freedom of Information Act. Any deadline by which a response to a request for records under the Freedom of Information Act is due, and the time for which any such records may be inspected and produced, are extended indefinitely as may be necessary. The records being requested in this FOIA are not under my control and will require the assistance of others within the Emergency Communications Center to assist in fulfilling. The people who would be procuring the documents are currently assigned to the Emergency Operations Center dealing with COVID-19 pandemic and are not readily available to respond to this request.

At this time I cannot say how long it will take to produce the requested documents. I will produce them as soon as I am able to.

Respectfully,

Todd Richardson, ENP
Operations Manager - Day Shift
Charlottesville, UVA, Albemarle County
Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903
434-971-1779
brichardson@albemarle.org

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Mr. Breen:

Sorry for the delay on this request. All the parties I need to procure documents for this request are now back working at the Communications Center and not the EOC. Rough estimate is going to be approximately one and a half hours to allow everyone to gather the documents and emails to send to me, and for me to then go through all to check for any necessary redactions. That estimate would amount to $38.27. Do you wish to proceed?

Respectfully,

Todd Richardson, ENP
Operations Manager - Day Shift
Charlottesville, UVA, Albemarle County
Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903
434-971-1779
brichardson@albemarle.org

From: Shawn Breen

Hi Mr. Richardson.

Yes, I would like to proceed with this request and will remit payment. If the estimated charges rise, could you please let me know before continuing? Appreciate your help.

Thanks very much,
Shawn Breen

From: Shawn Breen


To Whom It May Concern:

Please find enclosed a check for $38.27 to satisfy the fee associated with the attached public records request.

Thank you.

From: Shawn Breen


To Whom It May Concern:

Please find enclosed a check for $38.27 to satisfy the fee associated with the attached public records request.

Thank you.

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Good Morning Mr. Breen:

I finished this request up this morning. It took much less time than estimated as many of the documents retrieved from e-mail had already been redacted. There is an invoice attached as well as the responsive documents that the Emergency Communications Center holds.

Respectfully,

Todd Richardson, ENP
Operations Manager - Day Shift
Charlottesville, UVA, Albemarle County
Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903
434-971-1779
brichardson@albemarle.org

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From: Shawn Breen

Wonderful. Many thanks!

Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Good Morning Mr. Breen:

Our records indicate that we have not received payment for the attached invoice that was e-mailed to you on June 29th. Check should be made out to County of Albemarle and the payment can be mailed to:

Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903

Respectfully,

Todd Richardson, ENP
Operations Manager - Day Shift
Charlottesville, UVA, Albemarle County
Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903
434-971-1779
brichardson@albemarle.org

From: Shawn Breen

Hi,

Sorry to hear that there is a problem with the payment. On 6-26-20 a response stating that a check was submitted. I also have a receipt for my payment of $40.18 (Includes a processing fee) on that same date. I have submitted a help ticket through Muckrock to find out the status of this payment.

Shawn Breen

From: Shawn Breen

Mr. Richardson,

Did you ever receive payment for this request? I followed-up with Muckrock through their automated Help and also talked to someone directly who told me they were looking into this.

Thanks very much,
Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

I don’t believe we have as of yet. I am out of the office for a couple of days and will check to make sure on Friday.

Todd

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From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Mr. Breen:

Since our last e-mail, the Emergency Communications Center has received two checks from MuckRock News in the amount of $38.27. Both were dated August 21st, 2020. This amount doesn't match the total you were invoiced on June 29th. In your e-mail you noted that a response on 6/26/2020 that a check was submitted, however, the invoice in question from us was not sent until 6/29/2020. I am wondering if the check(s) we received was supposed to be payment to another payee and not us. At this point, I am not going to apply either of the checks we received as payment. If possible, I would actually prefer to return both of these checks to you and await payment in the proper amount to avoid any bookkeeping issues. I have attached the original invoice in case you need it.

Respectfully,

Todd Richardson, ENP
Operations Manager - Day Shift
Charlottesville, UVA, Albemarle County
Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903
434-971-1779
brichardson@albemarle.org

From: Shawn Breen

I’m really sorry about that. Seems like a real mess. I will try to sort out my payment to Muckrock with them. How much is the total due again? Looks like $19.91? I can put a check in the mail for you.

Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

You have the correct amount of $19.91. Make the check out to County of Albemarle and send it to:

Emergency Communications Center
2306 Ivy Road
Charlottesville, VA 22903

Is there an address or P.O. Box I can send the two checks we have received to? Or would you prefer I shred them? Not sure how you or MuckRock want to handle those.

Todd

From: Shawn Breen

Will get that out to you this week.

Shawn Breen

From: Beryl Lipton


To Whom It May Concern:

Please find enclosed a check for $19.91 to satisfy the fee associated with the attached public records request.

Thank you.

From: Shawn Breen

Just checking in to make sure that you did finally receive my payment.

Thanks very much,
Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

Yes sir, payment was received. I show you are all paid up with us. Thanks for checking.

Todd

From: Shawn Breen

Thank you so much.

Shawn Breen

From: Shawn Breen

Sorry to bother you again. You had previously advised that you had received two checks from Muckrock, but that neither was for the amount I was quoted. I am actually trying to figure out the dollar amounts of those two checks. You wouldn't happen to have any record of the amounts would you? If not, no worries, but if so, it might be able to help me piece together an issue I am working through with another agency who is looking for payment for outstanding fees.

Thanks again,
Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

The check we received in error was for the amount $38.27.

Todd

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From: Shawn Breen

Thanks very much. Appreciate you checking on that.

Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

One last thing. We have now actually received two checks for your FOIA. One came from your personal checking account and one from MuckRock. We are going to deposit the MuckRock check and shred your personal check. Just wanted to give you a heads up on that.

Todd

From: Shawn Breen

Yeah, I think that is because I was trying to work through this both with you and with them. That works. I do show that on 6/23/20 an estimate of $38.27 was provided, so I think that’s why you originally received a check for that amount. Just glad it’s all worked out now. Thanks again for all your help.

Shawn Breen

From: Charlottesville-UVA-Albemarle County Emergency Communications Center

No worries. Thanks for working to get it squared away.

Todd

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