Emails - Records - Writing - Documents - Washington School Personnel Association and Seattle Public Schools 2016-2020

PRA Washington filed this request with the Seattle Public Schools of Seattle, WA.
Est. Completion July 23, 2020
Status
Partially Completed

Communications

From: PRA Washington


To Whom It May Concern:

Pursuant to the Washington Public Records Act, I hereby request the following records:

1. I request an electronic copy of all email communications between any employee of the Seattle Public Schools and any member of the Washington School Personnel Association for the years 2014-2020.

2. I request an electronic copy of all emails in the possession of the Seattle Public Schools to or from any user of the internet domain WSPA.NET for the years 2016-2020.

3. I request an electronic copy of all RECORDS and WRITING, documents, agreements, meetings, papers, scheduling, etc. referencing the Washington School Personnel Association for the years 2014-2020.

The Washington School Personnel Association is a Washington State Non profit corporation located at 6118 PARKSIDE DR, ANACORTES, WA, 98221.

The stated purpose of the Washington School Personnel Association is to promote professional growth in school personnel administration and effective human resources practices and procedures in public, private, and post-secondary education, utilize technology to advance the Association’s purpose and goals, influence legislative action on WSPA-endorsed issues, advance WSPA as an influential association with other organizations, OSPI, legislators, and school personnel, develop and implement a sound short-and long-term fiscal plans that support the Association’s goals.

RCW 42.56.010(4) Definition of “Writing”
(4) "Writing" means handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated.

https://app.leg.wa.gov/rcw/default.aspx?cite=42.56.010

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,

PRA Washington

From: Seattle Public Schools

Hello,

The Public Records Office is in receipt of your request below. Please note that under the Public Records Act, an agency has 5 business days after receipt to reply to a requestor with 1) the records requested, 2) an anticipated date of when the records will be provided, 3) a request for clarification and reasonable time estimate, or 4) a denial of the request (see WAC 44-14-04003(4) for further clarification). You can also access the District’s public records procedure (4040SP) online here<https://www.seattleschools.org/UserFiles/Servers/Server_543/File/District/Departments/School%20Board/Procedures/Series%204000/4040SP.pdf>.

That said, since your request was sent on Saturday, 2/1, our office received your request on Monday, 2/3. We are currently working with staff to locate the records you’ve requested and will respond within the 5-business day timeframe (by Monday, 2/10). At that point, we hope to convey an estimated turnaround time for an installment of these records.

Thanks for your patience,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

From: PRA Washington

Thank you.

From: Seattle Public Schools

Hi there,

The Public Records Office is in receipt of your request below.

For Point 2, our staff ran an initial search for records containing the email extension @wspa.net. This yielded around 553 results (not including email attachments). Please note that per Superintendent Procedure 4040SP<https://www.seattleschools.org/UserFiles/Servers/Server_543/File/District/Departments/School%20Board/Procedures/Series%204000/4040SP.pdf>, the District charges $0.05 for every four electronic file attachments uploaded and sent via email. As a result, this portion of your request will likely cost at least $6.91 (553 records/4 x 0.05). We will convey an exact cost to you once we’ve compiled and reviewed a first installment.

For Point 1, we will need some clarification from you before proceeding. My understanding is that any member of the Washington School Personnel Association would use the email extension @wspa.net. As such, our Point 2 search would include any emails between any SPS employees and WSPA members. We did not apply a date range to that search, so it will pick up all email records within our retention schedule. Can you please confirm whether you are looking for anything beyond the scope of what I’ve just described?

For Point 3, we ran a search for all records containing the term “Washington School Personnel Association.” This returned approximately 3,711 results (not including email attachments). Given the fee schedule described above, this group of records will likely cost at least $46.38 (3,711 records/4 x 0.05).

Please let us know your thoughts on Point 2 at your earliest convenience.

Given our current staff workload, our number of open/pending requests, and the volume/complexity of records requested, we anticipate providing an initial installment of these records to you by Thursday, April 30th, if not sooner.

Thank you,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

From: PRA Washington

Dear Ms. O’Connor,

Thank you. At this time, I believe your Point 2 and Point 3 search results will satisfy my requests #1-3.

Please advise name and address where a check for fees should be sent and in what amount. I understand you may require a deposit prior to a final cost estimate.

Thank you.

From: Seattle Public Schools

Thank you for the follow-up. We’ll proceed accordingly. We won’t need a deposit from you. We’ll be in touch with an exact cost for your first installment along with payment instructions once it’s ready.

Thanks,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

From: Seattle Public Schools

Hi there,

As indicated in our initial response on 2/10, we anticipate having an installment of records ready for you by Thursday, April 30th. Please let me know if you have any further questions.

Thank you,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

From: PRA Washington

Thank you!

From: Seattle Public Schools

Hi there,

Our office has an initial installment of records ready for you today. After review, today’s installment contains a total of 108 records. Per Superintendent Procedure 4040SP<https://www.seattleschools.org/UserFiles/Servers/Server_543/File/District/Departments/School%20Board/Procedures/Series%204000/4040SP.pdf> and the fees described in our initial response, the cost for today’s installment comes out to $1.35 (108 records /4 x 0.05).

Given the current Washington State public health directives, we are unable to conduct in-person business for public records requests at this time. As a result, we will need to receive payment from you via U.S. Mail. Once we receive your payment, we will mail you a CD with these records since they are too large to send over email. We’ll waive any mailing costs since in-person pick-up is not an option. Please confirm a good mailing address for you.

If you are paying by check, please make any checks out to “Office of General Counsel.” Please mail your payment in the form of cash, check, or money order to Lorraine Lee’s attention at:

Seattle Public Schools
Office of General Counsel
2445 3rd Ave S, MS 32-151
PO Box 34165
Seattle, WA 98124

After we receive your payment, we will send you these records via U.S. Mail and will set forth a next installment date at that time. Please note that if we do not receive payment from you after 30 calendar days, we may consider your request abandoned pursuant to WAC 44-14-04005(1) and WAC 44-14-040(12).

Thank you,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

From: PRA Washington

Thank you - The check is in the mail.

From: Seattle Public Schools

Hi there,

Our office received your payment today. Before we mail you a CD, can you please confirm this is your mailing address?

MuckRock News
DEPT MR 87269
411A Highland Ave
Somerville, MA 02144-2516

Thank you,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

From: PRA Washington

Yes, confirmed. Thank you.

MuckRock News
DEPT MR 87269
411A Highland Ave
Somerville, MA 02144-2516

From: Seattle Public Schools

Hi there,

Thanks very much for your follow-up. We’ve mailed your records to the following address:

MuckRock News
DEPT MR 87269
411A Highland Ave
Somerville, MA 02144-2516
Given our existing staff workload, number of open requests, and the volume of records requested, we anticipate providing a next installment of records to you by Thursday, July 23rd, if not sooner.

Thank you,

[A close up of a sign Description automatically generated]
Roxane O’Connor (she/her/hers)
Assistant Legal Counsel | Public Records Officer
Office of Legal Counsel
Phone: (206) 252-0117
Email: radavis@seattleschools.org<mailto:radavis@seattleschools.org>

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