Custodian of Records Working Group - Immediate Disclosure Request

August 23, 2019

This email is in response to your Public Records Request sent Thursday, August 22, 2019. This response is to the Immediate Disclosure Request portions only at this time.

1. IMMEDIATE DISCLOSURE REQUEST: all agendas (draft or final) of meetings of the Group. Attached is an agenda for the February 27, 2018 Custodian of Records Working Group meeting.

2. IMMEDIATE DISCLOSURE REQUEST: all minutes (draft or final) of meetings of the Group. Attached are meeting notes from the February 27, 2018 Custodian of Records Group meeting.

3. IMMEDIATE DISCLOSURE REQUEST: all listings of the membership/roster of the Group: Attached is an excel document showing the list of custodian of records.

5. IMMEDIATE DISCLOSURE REQUEST: all records showing any budget allocations or other financial support given to the Group: no responsive documents.

7. IMMEDIATE DISCLOSURE REQUEST: all records related to the attempt to lobby the Sunshine Ordinance Task Force to change their rules or procedures, including but not limited to the letter discussed at the SOTF Aug 7 meeting. Including a copy of the letter and all drafts or other versions of this letter: Attached is a draft letter to SOTF dated February 28, 2018.

I will be following up on your public information request by the end of next week.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]

August 28, 2019

This email is in response to your Public Records Request sent Thursday, August 22, 2019.

4. regular request: all supporting documentation used at meetings of the Group: no responsive documents

6. regular request: all records that would demonstrate the public monies being used to support the activities of the Group (including showing the time spent by public employees performing Group work, for example calendar/schedule items showing when the meetings took place and who attended). Ms. Blackman said [in the Aug 7 SOTF audio record] that the signers spent "quite a lot of time" was spent writing this letter. Provide all records showing what public employee work time was spent writing this letter: no responsive documents.

8. regular request: all correspondence between your Compliance Officer and/or Custodian of Records and/or Public Records Manager and the Group as an entity: see responsive emails attached.

9. regular request: all correspondence between your Compliance Officer and/or Custodian of Records and/or Public Records Manager and any of { David Steinberg, Sue Blackman, Hank Heckel, Caroline Celaya, Marianne Mazzucco-Thompson } since Jan. 1, 2019: see responsive emails to item number 8 attached.

10. regular request: Ms. Celaya stated [in the Aug 7 SOTF audio record] that certain best practices have been generated. Provide all policies/best practices written by the Group: no responsive documents.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]

Attached are two email strings which included the email from me to which you are referring. These were sent to you in response to your previous records request.
Please let me know if you need further assistance.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]

I am forwarding to you the email you requested.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]

From: requests@muckrock.com [mailto:requests@muckrock.com]
Sent: Wednesday, September 18, 2019 3:03 PM
To: Blackman, Sue (LIB) <Sue.Blackman@sfpl.org>
Subject: RE: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request

This message is from outside the City email system. Do not open links or attachments from untrusted sources.

San Francisco Public Library
PRA Office
100 Larkin Street
San Francisco, CA 94102-4733

September 18, 2019

This is a follow up to a previous request:

I'm sorry but forwarding an email alters the record - I would like the .eml file with all non-exempt metadata of that email, no different than you gave for the other emails.

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the disclosed records) may be automatically and instantly available to the general public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). Once you send them to us, there's no going back. **

Filed via MuckRock.com
E-mail (Preferred): requests@muckrock.com
Upload documents directly: https://www.muckrock.com/
Is this email coming to the wrong contact? Something else wrong? Use the above link to let us know.

For mailed responses, please address (see note):
MuckRock News
DEPT MR 79195
411A Highland Ave
Somerville, MA 02144-2516

PLEASE NOTE: This request is not filed by a MuckRock staff member, but is being sent through MuckRock by the above in order to better track, share, and manage public records requests. Also note that improperly addressed (i.e., with the requester's name rather than "MuckRock News" and the department number) requests might be returned as undeliverable.

---

On Sept. 18, 2019:
Subject: RE: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request
I am forwarding to you the email you requested.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]
---

On Sept. 18, 2019:
Subject: RE: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request
No. Those are emails from Heckel and Strawn sent, whose body happens to includes its earlier replies.
The actual email sent by you would have distinct metadata and is a separate record.

Please provide all original email records for all requests where you have not provided them previously. When someone forwards or replies to an email, the earlier email is not preserved exactly.

Thanks,
Anonymous

---

On Sept. 18, 2019:
Subject: RE: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request
Attached are two email strings which included the email from me to which you are referring. These were sent to you in response to your previous records request.
Please let me know if you need further assistance.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]
---

On Sept. 18, 2019:
Subject: RE: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request
Ms. Blackman,

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the disclosed records) may be automatically and instantly available to the general public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). Once you send them to us, there's no going back. **

I have a public record from another department (https://sanfrancisco.nextrequest.com/documents/1669381/ ) suggesting you sent the following message (excerpt) on Aug 9, 2019:

"""Some of the remarks by some of the Task Force members were appalling. They were more concerned about the freedom of speech of the complainants than the safety or any concern at all for the respondents. One Task Force Member even questioned why “Custodians of Records” would have the right to even write such a letter. I was extremely discouraged. My thoughts are if they do not agree to some language regarding the decorum and safety of the meetings that we should send this to the Ethics Commission for their thoughts. Hope to see you soon.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library"""

It would appear this email from you is not in the responsive records you sent me, or at least I cannot find it - but it is responsive to requests 8 and 9. Is there a reason this would be withheld, or did I miss a record?

Thanks,
Anonymous

---

On Aug. 28, 2019:
Subject: RE: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request
August 28, 2019

This email is in response to your Public Records Request sent Thursday, August 22, 2019.

4. regular request: all supporting documentation used at meetings of the Group: no responsive documents

6. regular request: all records that would demonstrate the public monies being used to support the activities of the Group (including showing the time spent by public employees performing Group work, for example calendar/schedule items showing when the meetings took place and who attended). Ms. Blackman said [in the Aug 7 SOTF audio record] that the signers spent "quite a lot of time" was spent writing this letter. Provide all records showing what public employee work time was spent writing this letter: no responsive documents.

8. regular request: all correspondence between your Compliance Officer and/or Custodian of Records and/or Public Records Manager and the Group as an entity: see responsive emails attached.

9. regular request: all correspondence between your Compliance Officer and/or Custodian of Records and/or Public Records Manager and any of { David Steinberg, Sue Blackman, Hank Heckel, Caroline Celaya, Marianne Mazzucco-Thompson } since Jan. 1, 2019: see responsive emails to item number 8 attached.

10. regular request: Ms. Celaya stated [in the Aug 7 SOTF audio record] that certain best practices have been generated. Provide all policies/best practices written by the Group: no responsive documents.

Sue Blackman
Library Commission Secretary/
Custodian of Records
San Francisco Public Library
100 Larkin Street
San Francisco, CA 94102
415.557.4233

[Library of the Year]
---

On Aug. 22, 2019:
Subject: California Public Records Act Request: Custodian of Records Working Group - Immediate Disclosure Request
Dear San Francisco Public Library ,

This is a new Immediate Disclosure Request under the San Francisco Sunshine Ordinance, made before start of business August 22, 2019.

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the disclosed records) may be automatically and instantly available to the general public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). Once you send them to us, there's no going back. **

The audio record of the August 7 SOTF meeting appears to reference a "Custodian of Records Working Group" (aka "Custodian Working Group", called the "Group" below) of public employees attempting to, among other things, lobby (in a colloquial sense), via a letter, the SOTF to impose certain suggestions or restrictions on the behavior of the public. Perhaps my impression is incorrect; I would like to know more.

I request under the San Francisco Sunshine Ordinance (Ordinance) and the California Public Records Act (CPRA):

1. IMMEDIATE DISCLOSURE REQUEST: all agendas (draft or final) of meetings of the Group
2. IMMEDIATE DISCLOSURE REQUEST: all minutes (draft or final) of meetings of the Group
3. IMMEDIATE DISCLOSURE REQUEST: all listings of the membership/roster of the Group
4. regular request: all supporting documentation used at meetings of the Group
5. IMMEDIATE DISCLOSURE REQUEST: all records showing any budget allocations or other financial support given to the Group
6. regular request: all records that would demonstrate the public monies being used to support the activities of the Group (including showing the time spent by public employees performing Group work, for example calendar/schedule items showing when the meetings took place and who attended). Ms. Blackman said [in the Aug 7 SOTF audio record] that the signers spent "quite a lot of time" was spent writing this letter. Provide all records showing what public employee work time was spent writing this letter.
7. IMMEDIATE DISCLOSURE REQUEST: all records related to the attempt to lobby the Sunshine Ordinance Task Force to change their rules or procedures, including but not limited to the letter discussed at the SOTF Aug 7 meeting. Including a copy of the letter and all drafts or other versions of this letter.
8. regular request: all correspondence between your Compliance Officer and/or Custodian of Records and/or Public Records Manager and the Group as an entity
9. regular request: all correspondence between your Compliance Officer and/or Custodian of Records and/or Public Records Manager and any of { David Steinberg, Sue Blackman, Hank Heckel, Caroline Celaya, Marianne Mazzucco-Thompson } since Jan. 1, 2019.
10. regular request: Ms. Celaya stated [in the Aug 7 SOTF audio record] that certain best practices have been generated. Provide all policies/best practices written by the Group.

We remind you of your obligations to provide electronic records in any format we request them in, as long as either you hold them in that format, the format is available to you, or the format is easy to generate (Admin Code 67.21(l)). Therefore, calendars exported in the .ics, iCalendar, or vCard formats ("A") and emails exported in the .eml or .msg formats ("B") with all non-exempt headers, metadata, attachments, etc. are our desired formats. Such formats are easily exportable from Google Calendar/Gmail, Microsoft Outlook, Microsoft Exchange or other common calendaring/email systems. However, if you choose to convert electronic calendar items, for example, to PDF or printed format, to easily redact them, you must ensure that you have preserved the full content of the original calendar item record (as specified in requests 1 and 2), which contains many detailed headers beyond the ones generally printed out. If you provide PDFs or printed items with only a few of the headers or lacking attachments/images, and therefore withhold the other headers/attachments without justification, you may be in violation of SF Admin Code 67.21, 67.26, 67.27, Govt Code 6253(a), 6253.9, and/or 6255, and we may challenge your decision. We *do not* waive the requirement of 67.21(l) discussed above, and are merely instructing you to preserve information even if you provide to us the undesirable PDF format.

For word processing documents, either .docx or .pdf formats are fine. For physical items, scanning to PDF format is acceptable.

For this request, we are asking for a City of San Jose v Superior Court (2017) search be performed of the Compliance Officer/Custodian of Records/Public Records Manager and all other members of your department's staff who are a member of or have ever attended the Group, such that each such employee either provide all records responsive to this request present on their personal accounts/devices/property (solely to the extent the record or portion thereof relates to the public's business), or provide a declaration/affidavit that no such records exist. All such affidavits/declarations are also requested as responsive records to this request. Please handle the government account record search as an immediate disclosure search, and the personal search under regular timelines.

Please provide only those copies of records available without any fees. If you determine certain records would require fees, please instead provide the required notice of which of those records are available and non-exempt for inspection in-person if we so choose. Please use email for all responses. I will not use any third-party records management private company's website, and I cannot be required to do so.

I look forward to your immediate disclosure.

Sincerely,
Anonymous

Filed via MuckRock.com
E-mail (Preferred): requests@muckrock.com
Upload documents directly: https://www.muckrock.com/
Is this email coming to the wrong contact? Something else wrong? Use the above link to let us know.

For mailed responses, please address (see note):
MuckRock News
DEPT MR 79195
411A Highland Ave
Somerville, MA 02144-2516

PLEASE NOTE: This request is not filed by a MuckRock staff member, but is being sent through MuckRock by the above in order to better track, share, and manage public records requests. Also note that improperly addressed (i.e., with the requester's name rather than "MuckRock News" and the department number) requests might be returned as undeliverable.
[Image removed by sender.]