Emails - Records - Writing - Documents - Washington School Personnel Association and Snoqualmie Valley School District 2016-2020

PRA Washington filed this request with the Snoqualmie Valley School District of Snoqualmie, WA.
Est. Completion None
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 Snoqualmie Valley School District 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 Snoqualmie Valley School District 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:

To the staff member at MuckRock News (Dept. MR 87271) who sent us a request for records,

The Snoqualmie Valley School District acknowledges receipt of your records request which the district received by fax the afternoon of February 3, 2020. As such, our initial response is within the five working days allowed by law to respond.

As part of our school district's practice, we ask that you please fill out the attached form, sign and return it to my attention please. Please include your phone on this to help facilitate clarifying questions or updates on our progress, if needed. This can be returned by scan/email, fax or postal mail, whichever is convenient for you. This form will accompany the fax you sent originally.

Per your fax, you requested:
1) "an electronic copy of all email communication between any employee of the Snoqualmie Valley School District and any member of the Washington School Personnel Association for the years 2014-2020."
2) "an electronic copy of all emails in the possession of the Snoqualmie Valley School District to or from any user of the internet domain WSPA.NET for the years 2016-2020."
3) "an electronic copy of all RECORDS and WRITING, documents, agreements, meetings, papers, scheduling, etc. reference the Washington School Personnel Association for the years 2014-2020."

Given the extremely broad scope of your request, spanning many years, we will have to work on it in a phased approach over time.

Before we can provide a timing estimate for the entire request, however, we need additional clarification on #1 of the request. Specifically, please clarify this part of your request and provide additional parameters or guidance to help us focus our search efforts on specifically what you are seeking. As it's currently written, it is so broad that it has the potential to generate hundreds of thousands of email communications between our Human Resources staff (who may be members of the professional association WSPA) and all staff members who have ever emailed our HR team with a question or concern, spanning six years. The prospect of that process and the magnitude of emails it will likely generate, could take of years to complete - thus I want to be very clear on what you are asking for.

We will wait to proceed with any effort around part 1, until we receive this clarification from you. If we have not heard back from you by February 28, we will assume you are no longer interested and will discontinue that portion of the request.

In the meantime, we will begin working on records you outlined in #2 and #3 of your request.

In considering an estimate of time we'll need to complete this request, we must take into consideration that we are a fairly small district, with limited staff/resources available to work on filling requests. Please note too that our district works to fulfill requests in the order they are received, when possible, and there are some other requests in front of yours that we're working to complete over the next three months.
In addition to time needed to gather relevant records, we must factor time to carefully review every email from the search, manually make any redactions required by law, and log any redactions or omissions needed prior to disclosure.

Our estimate, therefore, is to provide materials related to request #3 (above) by March 24, 2020, and email communication related to request #2 above by April 22, 2020. If these times need to be adjusted earlier or later, I will be in touch.

If you have any questions, please feel free to call or email me.

Please confirm that you have received this communication - and please complete the attached form.

Sincerely,
Carolyn Malcolm
Public Information Officer
Snoqualmie Valley School District
malcolmc@svsd410.org<mailto:malcolmc@svsd410.org>, ph 425-831-8423
SVSD Website: www.svsd410.org<http://www.svsd410.org>
Fax: 425-831-8040

From: PRA Washington

Dear Ms. Malcolm,

Thank you for your message.

Regarding your question in item #1: I was unaware any employees of the Snoqualmie Valley School District were also members of the Washington School Personnel Association. To assist in clarification of this request, please provide the full names of each Snoqualmie Valley School District employee identified as a member of the Washington School Personnel Association for the years 2016-2020.

Please feel free to contact me if you have any questions.

Thank you.

From: Snoqualmie Valley School District

Hello.

I do not have those names confirmed, but estimate it could be around 6-10 folks, between our current HR team and retired individuals over the years you mention, who have likely been members of WSPA. I understand that this is a professional association which provides HR training and professional development to help them stay up-to-date on laws and best practices related to public school employment.

· Again in an effort to clarify what you are seeking in item #1 --- Are you wanting communication between WSPA “employees” (those who work directly for that association) and our staff? If that is your intent of #1, those would be searchable parameters similar to #2. Please confirm.

· On item #3, please clarify if you are wanting training and conference materials from WSPA professional development sessions?

Certainly, if electronic copies exist that do not require redactions, we would send those records electronically per your request.

Please note too that for any records that are only available in hard copy (spiral-bound training manuals, for example), there may be a copy charge of $0.15 per page that applies. Copy charges may also apply for email communication that require redactions, as our practice is to print, carefully review each email, and manually redact information that is exempt from disclosure. If you want materials shipped, we would need payment in advance for copies and shipping charges. You also have the option to review materials in person, before choosing what you want copies of. As copies of records are compiled, I will notify you of the charges that apply.

FYI, I will be out of the office February 13-14 at a conference, and our District is closed next week February 17-21 for Mid-winter Break. If you have additional questions or it’s easier to discuss any of these points by phone, please provide your phone number, and I will get back to you the week of February 24.

Sincerely,
Carolyn Malcolm
Public Information Officer
Snoqualmie Valley School District
malcolmc@svsd410.org<mailto:malcolmc@svsd410.org>, 425-831-8423
SVSD Website: www.svsd410.org<http://www.svsd410.org>

From: PRA Washington

Good Morning,

On Item 1: Yes, the request is for communications between WSPA “employees” (those who work directly for that association) and District staff. However if District staff are "representing" WSPA goals and/or facilitating WSPA/District relationships, training, donations, dues, etc. that would also be covered in the request. The topic is WSPA and WSPA's relationship with the District and District employees - nothing more.

Say for instance two District employees were members of the WSPA currently and are discussing via email District related work that has nothing to do with the WSPA, or personal discussions about where to go to lunch - those communications are not being requested.

Items #1- #2 redundancy - the requests may seem redundant, they are not intended to be. For instance various WSPA officers are partners in local law firms. Should that WSPA officer communicate with district staff from his/her employer's law firm domain instead of the WSPA.net domain Item #2 would not necessarily produce that responsive record. This is the reasons for Items #1 and #2.

On item #3, please clarify if you are wanting training and conference materials from WSPA professional development sessions?

Absolutely. Yes. All WSPA related professional documents - handouts - training - contracts - payments - etc. Yes.

All questions are welcome. Thank you.

From: PRA Washington

Hello,

Please provide an estimate on this 02-03-2020 public records request. Thank you.

From: PRA Washington

Hello,

Pursuant to WAC 44-14-04004 please provide an update on public records act request dated 02-03-2020.

As of today’s date 06-24-2020 no records responsive to this 02-03-2020 public records request have been produced by the district and the district has not responded to any email regarding the status of this request since 02-12-2020.

What is the status of this PRA request?

Thank you.

From: Snoqualmie Valley School District

To: The requestor at requests@muckrock.com<mailto:requests@muckrock.com>

Hello. This message is in response to your public records request submitted on February 3.

Due to the coronavirus outbreak, our school district closed on March 13 and has remained closed as mandated by the Governor’s “Stay Home” order, which has been extended repeatedly, into June. (As you may recall, the first confirmed cases of COVID-19 and related deaths in the U.S. were in Washington State, and our region has remained a high risk area.) As part of the Governor’s Proclamation 20-28, he waived some of timing requirements around the PRA and OPMA and it is my understanding those provisions continue to be extended as the stay home order continued into June. I appreciate your understanding and patience during these extraordinary circumstances that made searching for records and processing requests a challenge in an in-person setting.

As a one-person communications department, there have been many other demands requiring my attention while working from home: keeping all staff and families well-informed on Public Health about mandates, partnering remotely with other community agencies to help support needs of essential workers and our most vulnerable families, ongoing communication around transitioning to remote learning support, as well as the usual needs around concluding the school year and graduations, all of which culminated last week. (June 19 was our district’s last day of school.)

This week, as our county is moving into Phase 2 of reopening, select staff are allowed to work limited hours from our district office, while we stagger schedules to continue social distancing. With this transition, please know that completing your request will be a priority for me this week and next.

Below is a list of records we have identified (that exist electronically) pertaining to number 3 of your records request, in which you are seeking “"an electronic copy of all RECORDS and WRITING, documents, agreements, meetings, papers, scheduling, etc. reference the Washington School Personnel Association for the years 2014-2020." I will work to upload the following documents today – through the link you provided – since these records are available electronically, do not require any redactions prior to disclosure, and are too large to send via email.

The documents include:
1 - WSPA Region4 Substitutes Absenteeism
2 - WSPA W-9 2015
3 - Snoqualmie Valley Membership 2019 invoice
4 - S275 Reporting Manual – Sept. 2018
5- Family Paid Medical Leave presentation 11-22-19
6- May 31 19 WSPA Mtg on Paraeducator Certification
7- S275 Credits, Clock Hrs, Experience
8- S275 Clock Hours_ October 2018
9- Region 5 Save the date 2018-19
10- POG Notebook Revised June 2017
11- Brown public records 2019
12- Craig Legal compliance
13- Email for Doc Sharing 10-31-14
14- Instructions for WSPA Folder Project on Google Drive-1
15- Student Data Breach Foodforthought 1-17-14
16- HELP Activity Handbook 2013-14

In addition to the electronic records, we have identified other WSPA documents available in hard copy. Some of the documents are in spiral bound notebooks that will require copying page by page. Because this copying will incur a copy charge of $0.15 per page, I wanted to first ensure these are documents you want, and to provide a cost estimate based on the approximate number of pages.

Here’s a list of resources and an estimate of the number of pages of each:

A. S275 Manual 2018 – (approximately 350 pages)

B. S275 Manual 2019 – (approx. 350)

C. ADA Manual 2013 – (approx. 200)

D. Personnel Operations Guide 2017 – (approx. 1000)

E. S275 Presentation 2017 – (approx. 50)

F. S275 Presentation 2018 – (approx. 30)

G. WSPA Job Fair registrations, invoices, information 2013-2020 (approx. 100 pages)

If you’d like us to make a copy of some or all of these resources, please confirm which ones you want. If you want all, the cost estimate of approximately 2080 pages at $0.15 per page will be approximately $312 (plus postage) assuming you’d want it mailed to you. Please confirm how you’d like us to proceed.

If you want all or some copies of A-G documents, we will need payment in advance for the cost of the copies and shipping. Once the copying has been completed and the package weighed for postal cost, I will notify you of the exact amount. (Now that the “stay home” order has been lifted, we can make the copies on office equipment.) Once you confirm your interest in A-G described above, I’ll send you a time estimate too for completion, of this part of your request.

For the final portion of your request, Parts 1 & 2 in which you requested email searches, please note that our district is not equipped to complete the review/redaction process electronically. So if any redactions are needed this will require a manual process and copying. So far I haven’t found any that require redactions, so I’m hoping I can convert those into pdfs for you. If a copy charge is warranted, I’ll keep you posted on the amount. I estimate sending a batch of emails for your review by next Thursday, July 2.

Thanks again for your patience and understanding of the challenges caused by the pandemic.

Sincerely,
Carolyn Malcolm
Public Information Officer
Snoqualmie Valley School District
malcolmc@svsd410.org<mailto:malcolmc@svsd410.org>, 425-831-8423
SVSD Website: www.svsd410.org<http://www.svsd410.org>

From: Snoqualmie Valley School District

Hello. This message is in response to your public records request submitted on February 3.

Due to the coronavirus outbreak, our school district closed on March 13 and has remained closed as mandated by the Governor’s “Stay Home” order, which has been extended repeatedly, into June. (As you may recall, the first confirmed cases of COVID-19 and related deaths in the U.S. were in Washington State, and our region has remained a high risk area.) As part of the Governor’s Proclamation 20-28, he waived some of timing requirements around the PRA and OPMA and it is my understanding those provisions continue to be extended as the stay home order continued into June. I appreciate your understanding and patience during these extraordinary circumstances that made searching for records and processing requests a challenge in an in-person setting.

As a one-person communications department, there have been many other demands requiring my attention while working from home: keeping all staff and families well-informed on Public Health mandates, partnering remotely with other community agencies to help support needs of essential workers and our most vulnerable families, ongoing communication around transitioning to remote learning support, as well as the usual needs around concluding the school year and graduations, all of which culminated last week. (June 19 was our district’s last day of school.)

This week, as our county is allowed to move into Phase 2 of reopening, select staff are allowed to work limited hours from our office, while we stagger schedules to continue social distancing. With this transition, please know that completing your request has been a priority for me this week and next.

Below is a list of records we have identified (that exist electronically) pertaining to number 3 of your records request, in which you are seeking “"an electronic copy of all RECORDS and WRITING, documents, agreements, meetings, papers, scheduling, etc. reference the Washington School Personnel Association for the years 2014-2020." I will work to upload the following documents today – through the link you provided – since these records are available electronically, do not require any redactions prior to disclosure, and are too large to send via email.

The documents include:
1 - WSPA Region4 Substitutes Absenteeism
2 - WSPA W-9 2015
3 - Snoqualmie Valley Membership 2019 invoice
4 - S275 Reporting Manual – Sept. 2018
5- Family Paid Medical Leave presentation 11-22-19
6- May 31 19 WSPA Mtg on Paraeducator Certification
7- S275 Credits, Clock Hrs, Experience
8- S275 Clock Hours_ October 2018
9- Region 5 Save the date 2018-19
10- POG Notebook Revised June 2017
11- Brown public records 2019
12- Craig Legal compliance
13- Email for Doc Sharing 10-31-14
14- Instructions for WSPA Folder Project on Google Drive-1
15- Student Data Breach Foodforthought 1-17-14
16- HELP Activity Handbook 2013-14

In addition to the electronic records, we have identified other WSPA documents available in hard copy. Some of the documents are in spiral bound notebooks that will require copying page by page. Because this copying will incur a copy charge of $0.15 per page, I wanted to first ensure these are documents you want, and to provide a cost estimate based on the approximate number of pages.

Here’s a list of resources and an estimate of the number of pages of each:
A. S275 Manual 2018 – (approximately 350 pages)
B. S275 Manual 2019 – (approx. 350)
C. ADA Manual 2013 – (approx. 200)
D. Personnel Operations Guide 2017 – (approx. 1000)
E. S275 Presentation 2017 – (approx. 50)
F. S275 Presentation 2018 – (approx. 30)
G. WSPA Job Fair registrations, invoices, information 2013-2020 (approx. 100 pages)

If you’d like us to make a copy of some or all of these resources, please confirm which ones you want. If you want all, the cost estimate of approximately 2080 pages at $0.15 per page will be approximately $312 (plus postage) assuming you’d want it mailed to you. Please confirm how you’d like us to proceed.

If you want all or some copies of A-G documents, we will need payment in advance for the cost of the copies and shipping. Once the copying has been completed and the package weighed for postal cost, I will notify you of the exact amount. (Now that the “stay home” order has been lifted somewhat, we can make the copies on office equipment.) Once you confirm your interest in A-G described above, I’ll send you a time estimate too for completion, of this part of your request.

For the final portion of your request, Parts 1 & 2 in which you requested email searches, please note that our district is not equipped to complete the review/redaction process electronically. So if any redactions are needed this will require a manual process and copying. So far I haven’t found any that require redactions however, so I'll try to send the next batch electronically. If a copy charge is warranted, I’ll keep you posted on the amount. I estimate sending a batch of emails for your review by next Thursday, July 2.

Thanks again for your patience and understanding of the challenges caused by the pandemic.

Sincerely,
Carolyn Malcolm
Public Information Officer
Snoqualmie Valley School District
malcolmc@svsd410.org, 425-831-8423
SVSD Website: www.svsd410.org

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From: Snoqualmie Valley School District

Hello. Here are email records pertaining to your request. We will be providing email in batches. This is batch #1. No redactions were necessary in these records.

Carolyn Malcolm
Public Information Officer
Snoqualmie Valley School District

From: PRA Washington

Thank you - email "Batch #1" received with no access or account restrictions or passwords.

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