VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS • MuckRock

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Communications

From: Anna Rannsaka

01/27/2023

Subject: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

Mail

VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

Via email: publicrecordsrequest@vansd.org

To whom it may concern,

Upon information and belief, the VANCOUVER PUBLIC SCHOOLS DISTRICT is in violation of RCW 40.14.026(5) for the years 2020 and 2021.

RCW 40.14.026(5)

“To improve best practices for dissemination of public records, each agency with actual staff and legal costs associated with fulfilling public records requests of at least one hundred thousand dollars during the prior fiscal year must… report to the joint legislative audit and review committee by July 1st of each subsequent year the following metrics, measured over the preceding year:

RCW 40.14.026(5)(l)

(l) The estimated costs incurred by the agency in fulfilling records requests, including costs for staff compensation and legal review, and a measure of the average cost per request;

RCW 40.14.026(5)(o)

(o) The costs incurred by the agency with managing and retaining records, including staff compensation and purchases of equipment, hardware, software, and services to manage and retain public records or otherwise assist in the fulfillment of public records requests;

PUBLIC RECORDS REQUEST RCW 42.56

I request the following identifiable public records to be produced in the following order of production, newest to oldest by year:

1. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2022.

Responsive public records should include but are not limited to:

Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs – including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection

2. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2021.

Responsive public records should include but are not limited to:

3. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2020.

Responsive public records should include but are not limited to:

4. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2019.

Responsive public records should include but are not limited to:

RECORDS INSTALLMENTS

If production of responsive records will be completed in multiple installments, please begin by producing records in the numerical order requested by subject matter and year. The most recent public records should be produced first.

PRODUCTION AND DELIVERY OF ELECTRONIC RECORDS

The use of 3rd party “portals” (Such as GOVQA or NEXTREQUEST) for communication and production of records in response to a public records request is optional for the requestor in the State of Washington. Respectfully we decline to use any 3rd party "portal" system, specifically GOVQA and NEXTREQUEST. Please provide all records electronically via direct email attachment, or via no password, no registration internet cloud-based download link.

Please do not direct or invite us to use, register for, or communicate with your agency via any 3rd party portal including but not limited to FOIAOnline, GovQA, NextRequest, FOIAExpress, JustFOIA FOIADirect, WebForm, or any other commercial 3rd party records portal service.
RCW 42.56.080 - Identifiable records—Facilities for copying—Availability of public records.

"...Agencies shall honor requests received in person during an agency's normal office hours, or by mail or email, for identifiable public records unless exempted by provisions of this chapter. No official format is required for making a records request; however, agencies may recommend that requestors submit requests using an agency provided form or web page."
This public records request is being made via email. This public records request will be honored and fulfilled by your agency via email as requested or relief will be sought per statute.

NATIVE ELECTRONIC FORMAT

Please provide all identified public records in their NATIVE electronic format. Unless the records exist IN PAPER FORM ONLY, DO NOT instead create new records by printing native stored electronic files, then scanning and re-printing these newly scanned prints only to reproduce them in again in electronic production.

FEES

In the event that there are fees, please inform us of the total charges in advance of fulfilling the request in strict compliance with all provisions of the Washington State Public Records Act.

EXEMPTION LOGS

Please ensure all redactions or exemptions claimed by your agency in the production of responsive records are accompanied by a complete and detailed exemption log noting the valid legal reason for each exemption at each redaction location in the record produced, as well as the specific number of pages if any that your agency redacts or withholds in their entirety. Each redaction should be noted by footnote or by a clear reference to the specific justification for that redaction, and only the minimal exempt portion of any record may be withheld.

COMMERCIAL PURPOSE DECLARATION

The Washington State Public Records Act prohibits the disclosure of “lists of individuals” for a commercial purpose (RCW 42.56.070(8)). I declare this public records request is not being made for any commercial purpose whatsoever. Also, this public records request is not being made for a "list of individuals." This declaration satisfies all requirements of RCW 42.56 regarding prohibitions on lists and commercial purposes. No additional commercial purpose declaration will be completed for this public records request.
The requested documents will be made available to the general public.

Thank you in advance for your anticipated cooperation in this matter. We look forward to receiving your response to this request within 5 business days, as the statute requires.

WAC 44-14-03001 - "Public record" defined.

For most public records, the act uses a three-part test to determine if a record is a "public record." The document must be: A "writing," containing information "relating to the conduct of government" or the performance of any governmental or proprietary function, "prepared, owned, used, or retained" by an agency.
(1) Writing. A "public record" can be any writing "regardless of physical form or characteristics." RCW 42.56.010(3). "Writing" is defined very broadly as: "… 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." RCW 42.56.010(4). An email, text, social media posting and database are therefore also "writings."
(2) Relating to the conduct of government. To be a "public record," a document must relate to the "conduct of government or the performance of any governmental or proprietary function." RCW 42.56.010(3).1 Almost all records held by an agency relate to the conduct of government.
(3) "Prepared, owned, used, or retained." A "public record" is a record "prepared, owned, used, or retained" by an agency. RCW 42.56.010(3).
A record can be "used" by an agency even if the agency does not actually possess the record. If an agency uses a record in its decision-making process it is a "public record."4 For example, if an agency considered technical specifications of a public works project and returned the specifications to the contractor in another state, the specifications would be a "public record" because the agency "used" the document in its decision-making process.5 The agency could be required to obtain the public record, unless doing so would be impossible. An agency cannot send its only copy of a public record to a third party for the sole purpose of avoiding disclosure.
Sometimes agency employees or officials may work on agency business from home computers or on other personal devices, or from nonagency accounts (such as a nonagency email account), creating and storing agency records on those devices or in those accounts. When the records are prepared, owned, used or retained within the scope of the employee's or official's employment, those records (including emails, texts and other records) were "used" by the agency and relate to the "conduct of government" so they are "public records."7 RCW 42.56.010(3). Agencies should instruct employees and officials that all public records, regardless of where they were created, should eventually be stored on agency computers. Agencies should ask employees and officials to keep agency-related documents with any retention requirements on home computers or personal devices in separate folders temporarily, until they are provided to the agency. An agency could also require an employee or official to routinely blind carbon copy ("bcc") work emails in a personal account back to an agency email account. If the agency receives a request for records that are located solely on employees' or officials' home computers or personal devices, or in personal accounts, the agency should direct the individual to search for and provide any responsive documents to the agency, and the agency should process the request as it would if the records were on the agency's computers or in agency-owned devices or accounts. The agency employee or official may be required by the agency to sign an affidavit describing the nature and extent of his or her search for and production of responsive public records located on a home computer or personal device, or in a nonagency account, and a description of personal records not provided with sufficient facts to show the records are not public records.

From: Vancouver Public Schools District

02/07/2023

Subject: Public Records Request :: R000341-020723

Dear requests@muckrock.com:
Your request has been received and is being processed. Your request was received in this office on 2/7/2023 and given the reference number R000341-020723 for tracking purposes. If your request was received when the District office is closed, the review of your request will begin on the next business day.
Requested Documents: request the following identifiable public records to be produced in the following order of production, newest to oldest by year:
1. Please provide all "Public Records" (as defined by WAC 44-1403001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2022.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection

2. 2. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2021.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection

3. 3. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2020.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection

4. 4. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2019.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection
You will receive a notice within five (5) business days providing you an estimate of when you will receive your requested documents.
You can monitor the progress of your request at the link below and you'll receive an email when your request has been completed.

Vancouver Public Schools

To monitor the progress or update this request please log into the Public Records Portal (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyqI9boWJ7U3amWkUezAzhOaC2myw5-2B7ainEl3mZ-2BXRbk-3DFQdR_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwrknZC8cc3nRpAS43xD995nSMy0gt5aF1mDZmOBOgI0mITTEmjaFDkxk7S23PN1YSE0BEvFh7CwrcRZXSF6a2h9Eg0WpJF1w6PnMss6HTmJ0u7e91Yf-2Fj2LtEV3jFXi4bfJ9ifIHRjrkYyIsvGOYP-2FqsTDDuHgu67M3axrZ61arL4-3D)

From: Vancouver Public Schools District

02/07/2023

Subject: [VPS Public Records] Welcome to the VPS Public Records Portal!

Dear requests@muckrock.com ,

Thank you for registering with the VPS Public Records Portal.

Your Login ID is: requests@muckrock.com

If you did not submit your request through the public portal but are receiving this e-mail, an account has been created for you where you can track and monitor the status of your request, and receive any documents in response to your request.

If you have never used this system or cannot remember your password you may request a temporary password here: Request Temporary Password (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyZpbEIfKGZGKfW32pD6L49FqhQ9p-2Ba5xVzKB1-2FYVmcQ0-3DbvRM_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwrwTLE5NLf6X1s0VpySuKf-2F9Nf8Q2PvLc-2BW1mQDqFEQdAQOnXcaKWd2eKLyhzhwtR1rVzFlpGSVRGfr14Xq-2BJrqsooQKnITjRAtskWcwFASYirdRX4VboGTZfSUBR7PyE19cpogC3A6EnUNFgLZ7kqVtAKzOUjB0cYT84na6Z-2FFjc-3D)

Please login to My Records Center to update your account information, track the status of your request and receive requested records when they become available. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4Yy4PI8-2FRCDMjAF11ou1AKZJnV5z7hfqQDCBdRDktKr0UU-3DnlDp_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwrwTLE5NLf6X1s0VpySuKf-2F4KChk9yf8yV-2B4PYLd5uhPEyH4TvSmnUkEDUymfI6118FiBEwQwE7upHp0bR-2FP49vdTrfJYeiVd-2FbwfXARyXPYzmZ5xYMxRNn6cylQkk1IvtP-2B5h12U0vmvz5614XCr6fhxVQWRvXPmtJAXNQ9arHHk-3D)
This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.

From: Anna Rannsaka

02/07/2023

Subject: RE: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

Mail

2-7-23

Via Email to: publicrecordsrequest@vansd.org

Hello,

I requested no use of the commercial 3rd party GOVQA "portal" yet you ignored this aspect of my request and created an unauthorized "portal account" I specifically did not request. Please do not send any further communication to me from this GOV QA portal. No responsive documents will be received via your commercial 3rd party service, this this case GOVQA.

"PRODUCTION AND DELIVERY OF ELECTRONIC RECORDS

From: Vancouver Public Schools District

02/14/2023

Subject: [Records Center] Public Records Request :: R000341-020723

--- Please respond above this line ---

RE: Public Records Request of February 07, 2023, Reference # R000341-020723 Dear requests@muckrock.com, Vancouver Public Schools received a public records request from you on February 07, 2023. You requested: request the following identifiable public records to be produced in the following order of production, newest to oldest by year: Please provide all "Public Records" (as defined by WAC 44-1403001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2022.
1.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection RESPONSE TO NO. 1: There are no documents responsive to this request. Please see the attached JLARC Reporting Requirements.Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2021.

2.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection RESPONSE TO NO. 2: There are no documents responsive to this request. Please see the attached JLARC Reporting Requirements.
3. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2020.

Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection RESPONSE TO NO. 3: There are no documents responsive to this request. Please see the attached JLARC Reporting Requirements.
Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2019.

4.
Responsive public records should include but are not limited to:
Supplies and services external services (e.g., printing services, large format printing)
Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
Software licensing, and other professional services
Agency staff costs
Legal costs - including all litigation
Legal settlements related to public records requests litigation of any kind
Costs of staff time associated with invoicing and collection RESPONSE TO NO. 4: There are no documents responsive to this request. Please see the attached JLARC Reporting Requirements.
Public Records Request - R000341-020723 (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyGRdzgEpFG9b-2Bw7eEOtGzStLUvZd1Dre6CbaDWNRnvaq39C5TjXjK-2FjjFqbhyUXIRJ9aT_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwr3yRAcuDbYOclk6GNhlTX5bNYBRhE9LS7B2X0FbjLf7X7-2BcCGatvrPTBbNjynXQPiPcyNK-2FQVotNz2RPe-2B-2B9fVLiCifloPmtpaddfLUcQS8sevvkOm-2BQKcj0ph0BHtR7rZOD28MS42FSxgtNRe-2Bb6a12oY9O0sd87MG6WNvUkBXM-3D) In response to this request, no records were withheld in their entirety or redacted based on a statutory exemption (RCW 42.56 Washington State Public Records Act). With the submission of this information, we believe we have fully complied with your request and we will close the file. The District desires to provide you with the fullest assistance possible. If you believe this response does not fully comply with your public records request, please reply to this email. Sincerely, Jen Anderson
Paralegal
To monitor the progress or update this request please log into the Public Records Portal (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyGRdzgEpFG9b-2Bw7eEOtGzStLUvZd1Dre6CbaDWNRnvaq39C5TjXjK-2FjjFqbhyUXIRS-m9_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwr3yRAcuDbYOclk6GNhlTX5VnMMvy5BOHTYxgtP1hQFd86DL6a0CiUcCTEXAJ4cPuzh88-2BqnenPbJgj1tppkHI2N1edRyhuwl2ztr8blwLlrQstHNhqW7DacoWYoeykK1q-2FLOjwahEzIqUMdszxU7zxCkgvFMn8nGbd0giYQ7sihM-3D)

From: Vancouver Public Schools District

02/14/2023

Subject: Fwd: Message from "SUPER-Ricoh"

To Whom it May Concern:

Please see the attached correspondence and attachment in response to your
public records request to Vancouver School District.

Sincerely,
Jen Anderson | Vancouver Public Schools
Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
General Counsel
PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
Telephone: 360‐313‐1280
jen.anderson@vansd.org
‐‐CONFIDENTIALITY NOTICE‐‐
THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
COMPUTER.

---------- Forwarded message ---------
From: <copier@vansd.org>
Date: Tue, Feb 14, 2023 at 10:27 AM
Subject: Message from "SUPER-Ricoh"
To: Jen Anderson <jen.anderson@vansd.org>

This E-mail was sent from "SUPER-Ricoh" (MP 7503).

Scan Date: 02.14.2023 10:27:03 (-0800)
Queries to: copier@vansd.org

20230214102703981
- View
- Embed
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<iframe src="https://www.muckrock.com/foi/file/1067968/embed/" width="100%" height="600px"></iframe>

From: Vancouver Public Schools District

02/14/2023

Subject: Response to Public Records Request to Vancouver School District

Jen Anderson | Vancouver Public Schools
Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
General Counsel
PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
Telephone: 360‐313‐1280
jen.anderson@vansd.org
‐‐CONFIDENTIALITY NOTICE‐‐
THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
COMPUTER.

---------- Forwarded message ---------
From: Jen Anderson <27717@vansd.org>
Date: Tue, Feb 14, 2023 at 10:29 AM
Subject: Fwd: Message from "SUPER-Ricoh"
To: <requests@muckrock.com>

To Whom it May Concern:

Please see the attached correspondence and attachment in response to your
public records request to Vancouver School District.

---------- Forwarded message ---------
From: <copier@vansd.org>
Date: Tue, Feb 14, 2023 at 10:27 AM
Subject: Message from "SUPER-Ricoh"
To: Jen Anderson <jen.anderson@vansd.org>

This E-mail was sent from "SUPER-Ricoh" (MP 7503).

Scan Date: 02.14.2023 10:27:03 (-0800)
Queries to: copier@vansd.org

20230214102703981
- View
- Embed
- Download
<iframe src="https://www.muckrock.com/foi/file/1067969/embed/" width="100%" height="600px"></iframe>

From: Anna Rannsaka

02/24/2023

Subject: RE: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

2-24-23

Via Email to jen.anderson@vansd.org

Hello,

Received and reviewed your 2-14-23 records installment.

Have all records been produced? If not, when can we expect another installment?

If all records have been produced, is this request now closed? Thank you.

From: Vancouver Public Schools District

02/28/2023

Subject: Re: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

Please refer back to my February 14, 2023 correspondence to you and that
will answer your questions.
Sincerely,
Jen Anderson | Vancouver Public Schools
Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
General Counsel
PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
Telephone: 360‐313‐1280
jen.anderson@vansd.org
‐‐CONFIDENTIALITY NOTICE‐‐
THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
COMPUTER.

From: Anna Rannsaka

03/18/2023

Subject: RE: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

3-18-23

Via Email to jen.anderson@vansd.org

Hello,

Received and reviewed your 2-28-23 communication.

Have all records been produced? If not, when can we expect another installment?

If all records have been produced, is this request now closed?

Need a definitive response please.

You keep sending things from a network enabled copier. Good luck with y our lawsuit.

Thank you.

2-24-23

Via Email to jen.anderson@vansd.org

Hello,

Received and reviewed your 2-14-23 records installment.

Have all records been produced? If not, when can we expect another installment?

If all records have been produced, is this request now closed? Thank you.

From: Anna Rannsaka

03/18/2023

Subject: RE: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

3-18-23

Via Email to jen.anderson@vansd.org

And... here is what we got from the 14th... you tell me what I am supposed to understand.

Have all records been produced? If not, when can we expect another installment?

If all records have been produced, is this request now closed? Thank you.

From: Vancouver Public Schools District

02/14/2023
Subject: Response to Public Records Request to Vancouver School District

Email
Jen Anderson | Vancouver Public Schools
Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
General Counsel
PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
Telephone: 360‐313‐1280
jen.anderson@vansd.org
‐‐CONFIDENTIALITY NOTICE‐‐
THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
COMPUTER.

---------- Forwarded message ---------
From: Jen Anderson <27717@vansd.org>
Date: Tue, Feb 14, 2023 at 10:29 AM
Subject: Fwd: Message from "SUPER-Ricoh"
To: <requests@muckrock.com>

To Whom it May Concern:

Please see the attached correspondence and attachment in response to your
public records request to Vancouver School District.

---------- Forwarded message ---------
From: <copier@vansd.org>
Date: Tue, Feb 14, 2023 at 10:27 AM
Subject: Message from "SUPER-Ricoh"
To: Jen Anderson <jen.anderson@vansd.org>

This E-mail was sent from "SUPER-Ricoh" (MP 7503).

Scan Date: 02.14.2023 10:27:03 (-0800)
Queries to: copier@vansd.org

From: Vancouver Public Schools District

03/21/2023

Subject: Re: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

To Whom it May Concern:

As communicated in the District's February 14, 2023 correspondence to you,
the District does not track costs or time in responding to public records
requests. The District does not track costs for additional supplies and
services necessary to respond to public records requests. The District
does not meet the minimum $100,000.00 threshold for JLARC reporting. There
are no documents responsive to your request and the District considers the
request closed.

From: Vancouver Public Schools District

03/21/2023

Subject: Re: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

To Whom it May Concern:

From: Vancouver Public Schools District

04/13/2023

Subject: Fwd: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests Including Litigation (2019-2022) Missing JLARC REPORTS

To Whom it May Concern:

The District is reopening your request below to provide you with the
recently located attached documents. While you did not specifically
request these identifiable documents, we are providing them to you out of
initiative and desire to provide you with the greatest assistance
possible. The file is now closed."

---------- Forwarded message ---------
From: Jen Anderson <27717@vansd.org>
Date: Tue, Mar 21, 2023 at 10:20 AM
Subject: Re: Washington Public Records Act Request: VANCOUVER PUBLIC
SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests
Including Litigation (2019-2022) Missing JLARC REPORTS
To: <requests@muckrock.com>

To Whom it May Concern:

On Sat, Mar 18, 2023 at 6:44 PM <requests@muckrock.com>
wrote:

>
> Vancouver Public Schools District
> Washington Public Records Act Office
> PO Box 8937
> Vancouver, WA 98668-8937
>
> March 18, 2023
>
> This is a follow up to a previous request:
>
> 3-18-23
>
> Via Email to jen.anderson@vansd.org
>
> Hello,
>
> Received and reviewed your 2-28-23 communication.
>
> Have all records been produced? If not, when can we expect another
> installment?
>
> If all records have been produced, is this request now closed?
>
> Need a definitive response please.
>
> You keep sending things from a network enabled copier. Good luck with y
> our lawsuit.
>
> Thank you.
>
> 2-24-23
>
> Via Email to jen.anderson@vansd.org
>
> Hello,
>
> Received and reviewed your 2-14-23 records installment.
>
> Have all records been produced? If not, when can we expect another
> installment?
>
> If all records have been produced, is this request now closed? Thank you.
>
> View request history, upload responsive documents, and report problems
> here:
>
> https://www.muckrock.com/
>
> If prompted for a passcode, please enter:
> ••••••••
>
> Filed via MuckRock.com
> E-mail (Preferred): requests@muckrock.com
>
> PLEASE NOTE OUR NEW ADDRESS
> For mailed responses, please address (see note):
> MuckRock News
> DEPT MR 139654
> 263 Huntington Ave
> Boston, MA 02115
>
> 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 Feb. 28, 2023:
> Subject: Re: Washington Public Records Act Request: VANCOUVER PUBLIC
> SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests
> Including Litigation (2019-2022) Missing JLARC REPORTS
> Please refer back to my February 14, 2023 correspondence to you and that
> will answer your questions.
> Sincerely,
> Jen Anderson | Vancouver Public Schools
> Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
> General Counsel
> PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
> Telephone: 360‐313‐1280
> jen.anderson@vansd.org
> ‐‐CONFIDENTIALITY NOTICE‐‐
> THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
> TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
> ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
> THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
> OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
> RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
> TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
> COMPUTER.
>
> ---
>
> On Feb. 24, 2023:
> Subject: RE: Washington Public Records Act Request: VANCOUVER PUBLIC
> SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records Requests
> Including Litigation (2019-2022) Missing JLARC REPORTS
> 2-24-23
>
> Via Email to jen.anderson@vansd.org
>
> Hello,
>
> Received and reviewed your 2-14-23 records installment.
>
> Have all records been produced? If not, when can we expect another
> installment?
>
> If all records have been produced, is this request now closed? Thank you.
> ---
>
> On Feb. 14, 2023:
> Subject: Response to Public Records Request to Vancouver School District
> Jen Anderson | Vancouver Public Schools
> Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
> General Counsel
> PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
> Telephone: 360‐313‐1280
> jen.anderson@vansd.org
> ‐‐CONFIDENTIALITY NOTICE‐‐
> THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
> TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
> ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
> THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
> OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
> RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
> TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
> COMPUTER.
>
> ---------- Forwarded message ---------
> From: Jen Anderson <27717@vansd.org>
> Date: Tue, Feb 14, 2023 at 10:29 AM
> Subject: Fwd: Message from "SUPER-Ricoh"
> To: <requests@muckrock.com>
>
> To Whom it May Concern:
>
> Please see the attached correspondence and attachment in response to your
> public records request to Vancouver School District.
>
> Sincerely,
> Jen Anderson | Vancouver Public Schools
> Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
> General Counsel
> PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
> Telephone: 360‐313‐1280
> jen.anderson@vansd.org
> ‐‐CONFIDENTIALITY NOTICE‐‐
> THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
> TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
> ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
> THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
> OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
> RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
> TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
> COMPUTER.
>
> ---------- Forwarded message ---------
> From: <copier@vansd.org>
> Date: Tue, Feb 14, 2023 at 10:27 AM
> Subject: Message from "SUPER-Ricoh"
> To: Jen Anderson <jen.anderson@vansd.org>
>
> This E-mail was sent from "SUPER-Ricoh" (MP 7503).
>
> Scan Date: 02.14.2023 10:27:03 (-0800)
> Queries to: copier@vansd.org
>
> ---
>
> On Feb. 14, 2023:
> Subject: Fwd: Message from "SUPER-Ricoh"
> To Whom it May Concern:
>
> Please see the attached correspondence and attachment in response to your
> public records request to Vancouver School District.
>
> Sincerely,
> Jen Anderson | Vancouver Public Schools
> Paralegal to Marilee Scarbrough, General Counsel and Taylor Richman, Asst.
> General Counsel
> PO Box 8937 ‐ 2901 Falk Road | Vancouver, WA 98668‐8937
> Telephone: 360‐313‐1280
> jen.anderson@vansd.org
> ‐‐CONFIDENTIALITY NOTICE‐‐
> THIS MESSAGE AND/OR THE DOCUMENT(S) ACCOMPANYING THIS ELECTRONIC
> TRANSMISSION MAY CONTAIN PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED
> ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF YOU ARE NOT
> THE INTENDED RECIPIENT, BE AWARE THAT ANY DISCLOSURE, COPYING, DISTRIBUTION
> OR USE OF THE CONTENTS OF THIS TRANSMISSION IS PROHIBITED. IF YOU HAVE
> RECEIVED THIS COMMUNICATION IN ERROR, PLEASE NOTIFY THE SENDER BY
> TELEPHONE, MAIL OR ELECTRONIC MAIL, AND DELETE THE MATERIAL FROM ANY
> COMPUTER.
>
> ---------- Forwarded message ---------
> From: <copier@vansd.org>
> Date: Tue, Feb 14, 2023 at 10:27 AM
> Subject: Message from "SUPER-Ricoh"
> To: Jen Anderson <jen.anderson@vansd.org>
>
> This E-mail was sent from "SUPER-Ricoh" (MP 7503).
>
> Scan Date: 02.14.2023 10:27:03 (-0800)
> Queries to: copier@vansd.org
>
> ---
>
> On Feb. 14, 2023:
> Subject: [Records Center] Public Records Request :: R000341-020723
> --- Please respond above this line ---
>
> RE: Public Records Request of February 07, 2023, Reference #
> R000341-020723 Dear requests@muckrock.com, Vancouver
> Public Schools received a public records request from you on February 07,
> 2023. You requested: request the following identifiable public records to
> be produced in the following order of production, newest to oldest by year:
> Please provide all "Public Records" (as defined by WAC 44-1403001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2022.
> 1.
> Responsive public records should include but are not limited to:
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs - including all litigation
> Legal settlements related to public records requests litigation of any
> kind
> Costs of staff time associated with invoicing and collection RESPONSE TO
> NO. 1: There are no documents responsive to this request. Please see the
> attached JLARC Reporting Requirements.Please provide all "Public Records"
> (as defined by WAC 44-14-03001) available detailing costs incurred by your
> agency in fulfilling records requests, including staff compensation, legal
> review, and any public records related litigation costs for the year 2021.
>
> 2.
> Responsive public records should include but are not limited to:
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs - including all litigation
> Legal settlements related to public records requests litigation of any
> kind
> Costs of staff time associated with invoicing and collection RESPONSE TO
> NO. 2: There are no documents responsive to this request. Please see the
> attached JLARC Reporting Requirements.
> 3. Please provide all "Public Records" (as defined by WAC 44-14-03001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2020.
>
> Responsive public records should include but are not limited to:
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs - including all litigation
> Legal settlements related to public records requests litigation of any
> kind
> Costs of staff time associated with invoicing and collection RESPONSE TO
> NO. 3: There are no documents responsive to this request. Please see the
> attached JLARC Reporting Requirements.
> Please provide all "Public Records" (as defined by WAC 44-14-03001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2019.
>
> 4.
> Responsive public records should include but are not limited to:
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs - including all litigation
> Legal settlements related to public records requests litigation of any
> kind
> Costs of staff time associated with invoicing and collection RESPONSE TO
> NO. 4: There are no documents responsive to this request. Please see the
> attached JLARC Reporting Requirements.
> Public Records Request - R000341-020723 (
> https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyGRdzgEpFG9b-2Bw7eEOtGzStLUvZd1Dre6CbaDWNRnvaq39C5TjXjK-2FjjFqbhyUXIRJ9aT_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwr3yRAcuDbYOclk6GNhlTX5bNYBRhE9LS7B2X0FbjLf7X7-2BcCGatvrPTBbNjynXQPiPcyNK-2FQVotNz2RPe-2B-2B9fVLiCifloPmtpaddfLUcQS8sevvkOm-2BQKcj0ph0BHtR7rZOD28MS42FSxgtNRe-2Bb6a12oY9O0sd87MG6WNvUkBXM-3D)
> In response to this request, no records were withheld in their entirety or
> redacted based on a statutory exemption (RCW 42.56 Washington State Public
> Records Act). With the submission of this information, we believe we have
> fully complied with your request and we will close the file. The District
> desires to provide you with the fullest assistance possible. If you
> believe this response does not fully comply with your public records
> request, please reply to this email. Sincerely, Jen Anderson
> Paralegal
> To monitor the progress or update this request please log into the Public
> Records Portal (
> https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyGRdzgEpFG9b-2Bw7eEOtGzStLUvZd1Dre6CbaDWNRnvaq39C5TjXjK-2FjjFqbhyUXIRS-m9_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwr3yRAcuDbYOclk6GNhlTX5VnMMvy5BOHTYxgtP1hQFd86DL6a0CiUcCTEXAJ4cPuzh88-2BqnenPbJgj1tppkHI2N1edRyhuwl2ztr8blwLlrQstHNhqW7DacoWYoeykK1q-2FLOjwahEzIqUMdszxU7zxCkgvFMn8nGbd0giYQ7sihM-3D
> )
>
> ---
>
> On Jan. 27, 2023:
> Subject: Washington Public Records Act Request: VANCOUVER PUBLIC SCHOOLS
> DISTRICT – Agency Costs Fulfilling Public Records Requests Including
> Litigation (2019-2022) Missing JLARC REPORTS
> VANCOUVER PUBLIC SCHOOLS DISTRICT – Agency Costs Fulfilling Public Records
> Requests Including Litigation (2019-2022) Missing JLARC REPORTS
>
> Via email: publicrecordsrequest@vansd.org
>
> To whom it may concern,
>
> Upon information and belief, the VANCOUVER PUBLIC SCHOOLS DISTRICT is in
> violation of RCW 40.14.026(5) for the years 2020 and 2021.
>
> RCW 40.14.026(5)
>
> “To improve best practices for dissemination of public records, each
> agency with actual staff and legal costs associated with fulfilling public
> records requests of at least one hundred thousand dollars during the prior
> fiscal year must… report to the joint legislative audit and review
> committee by July 1st of each subsequent year the following metrics,
> measured over the preceding year:
>
> RCW 40.14.026(5)(l)
>
> (l) The estimated costs incurred by the agency in fulfilling records
> requests, including costs for staff compensation and legal review, and a
> measure of the average cost per request;
>
> RCW 40.14.026(5)(o)
>
> (o) The costs incurred by the agency with managing and retaining records,
> including staff compensation and purchases of equipment, hardware,
> software, and services to manage and retain public records or otherwise
> assist in the fulfillment of public records requests;
>
> PUBLIC RECORDS REQUEST RCW 42.56
>
> I request the following identifiable public records to be produced in the
> following order of production, newest to oldest by year:
>
> 1. Please provide all "Public Records" (as defined by WAC 44-14-03001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2022.
>
> Responsive public records should include but are not limited to:
>
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs – including all litigation
> Legal settlements related to public records requests litigation of any kind
> Costs of staff time associated with invoicing and collection
>
> 2. Please provide all "Public Records" (as defined by WAC 44-14-03001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2021.
>
> Responsive public records should include but are not limited to:
>
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs – including all litigation
> Legal settlements related to public records requests litigation of any kind
> Costs of staff time associated with invoicing and collection
>
> 3. Please provide all "Public Records" (as defined by WAC 44-14-03001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2020.
>
> Responsive public records should include but are not limited to:
>
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs – including all litigation
> Legal settlements related to public records requests litigation of any kind
> Costs of staff time associated with invoicing and collection
>
> 4. Please provide all "Public Records" (as defined by WAC 44-14-03001)
> available detailing costs incurred by your agency in fulfilling records
> requests, including staff compensation, legal review, and any public
> records related litigation costs for the year 2019.
>
> Responsive public records should include but are not limited to:
>
> Supplies and services external services (e.g., printing services, large
> format printing)
> Mailing costs, supplies (CDs, DVDs, USB sticks, etc.)
> Software licensing, and other professional services
> Agency staff costs
> Legal costs – including all litigation
> Legal settlements related to public records requests litigation of any kind
> Costs of staff time associated with invoicing and collection
>
> RECORDS INSTALLMENTS
>
> If production of responsive records will be completed in multiple
> installments, please begin by producing records in the numerical order
> requested by subject matter and year. The most recent public records should
> be produced first.
>
> PRODUCTION AND DELIVERY OF ELECTRONIC RECORDS
>
> The use of 3rd party “portals” (Such as GOVQA or NEXTREQUEST) for
> communication and production of records in response to a public records
> request is optional for the requestor in the State of Washington.
> Respectfully we decline to use any 3rd party "portal" system, specifically
> GOVQA and NEXTREQUEST. Please provide all records electronically via direct
> email attachment, or via no password, no registration internet cloud-based
> download link.
>
> Please do not direct or invite us to use, register for, or communicate
> with your agency via any 3rd party portal including but not limited to
> FOIAOnline, GovQA, NextRequest, FOIAExpress, JustFOIA FOIADirect, WebForm,
> or any other commercial 3rd party records portal service.
> RCW 42.56.080 - Identifiable records—Facilities for copying—Availability
> of public records.
>
> "...Agencies shall honor requests received in person during an agency's
> normal office hours, or by mail or email, for identifiable public records
> unless exempted by provisions of this chapter. No official format is
> required for making a records request; however, agencies may recommend that
> requestors submit requests using an agency provided form or web page."
> This public records request is being made via email. This public records
> request will be honored and fulfilled by your agency via email as requested
> or relief will be sought per statute.
>
> NATIVE ELECTRONIC FORMAT
>
> Please provide all identified public records in their NATIVE electronic
> format. Unless the records exist IN PAPER FORM ONLY, DO NOT instead create
> new records by printing native stored electronic files, then scanning and
> re-printing these newly scanned prints only to reproduce them in again in
> electronic production.
>
> FEES
>
> In the event that there are fees, please inform us of the total charges in
> advance of fulfilling the request in strict compliance with all provisions
> of the Washington State Public Records Act.
>
> EXEMPTION LOGS
>
> Please ensure all redactions or exemptions claimed by your agency in the
> production of responsive records are accompanied by a complete and detailed
> exemption log noting the valid legal reason for each exemption at each
> redaction location in the record produced, as well as the specific number
> of pages if any that your agency redacts or withholds in their entirety.
> Each redaction should be noted by footnote or by a clear reference to the
> specific justification for that redaction, and only the minimal exempt
> portion of any record may be withheld.
>
> COMMERCIAL PURPOSE DECLARATION
>
> The Washington State Public Records Act prohibits the disclosure of “lists
> of individuals” for a commercial purpose (RCW 42.56.070(8)). I declare this
> public records request is not being made for any commercial purpose
> whatsoever. Also, this public records request is not being made for a "list
> of individuals." This declaration satisfies all requirements of RCW 42.56
> regarding prohibitions on lists and commercial purposes. No additional
> commercial purpose declaration will be completed for this public records
> request.
> The requested documents will be made available to the general public.
>
> Thank you in advance for your anticipated cooperation in this matter. We
> look forward to receiving your response to this request within 5 business
> days, as the statute requires.
>
> WAC 44-14-03001 - "Public record" defined.
>
> For most public records, the act uses a three-part test to determine if a
> record is a "public record." The document must be: A "writing," containing
> information "relating to the conduct of government" or the performance of
> any governmental or proprietary function, "prepared, owned, used, or
> retained" by an agency.
> (1) Writing. A "public record" can be any writing "regardless of physical
> form or characteristics." RCW 42.56.010(3). "Writing" is defined very
> broadly as: "… 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." RCW 42.56.010(4). An
> email, text, social media posting and database are therefore also
> "writings."
> (2) Relating to the conduct of government. To be a "public record," a
> document must relate to the "conduct of government or the performance of
> any governmental or proprietary function." RCW 42.56.010(3).1 Almost all
> records held by an agency relate to the conduct of government.
> (3) "Prepared, owned, used, or retained." A "public record" is a record
> "prepared, owned, used, or retained" by an agency. RCW 42.56.010(3).
> A record can be "used" by an agency even if the agency does not actually
> possess the record. If an agency uses a record in its decision-making
> process it is a "public record."4 For example, if an agency considered
> technical specifications of a public works project and returned the
> specifications to the contractor in another state, the specifications would
> be a "public record" because the agency "used" the document in its
> decision-making process.5 The agency could be required to obtain the public
> record, unless doing so would be impossible. An agency cannot send its only
> copy of a public record to a third party for the sole purpose of avoiding
> disclosure.
> Sometimes agency employees or officials may work on agency business from
> home computers or on other personal devices, or from nonagency accounts
> (such as a nonagency email account), creating and storing agency records on
> those devices or in those accounts. When the records are prepared, owned,
> used or retained within the scope of the employee's or official's
> employment, those records (including emails, texts and other records) were
> "used" by the agency and relate to the "conduct of government" so they are
> "public records."7 RCW 42.56.010(3). Agencies should instruct employees and
> officials that all public records, regardless of where they were created,
> should eventually be stored on agency computers. Agencies should ask
> employees and officials to keep agency-related documents with any retention
> requirements on home computers or personal devices in separate folders
> temporarily, until they are provided to the agency. An agency could also
> require an employee or official to routinely blind carbon copy ("bcc") work
> emails in a personal account back to an agency email account. If the agency
> receives a request for records that are located solely on employees' or
> officials' home computers or personal devices, or in personal accounts, the
> agency should direct the individual to search for and provide any
> responsive documents to the agency, and the agency should process the
> request as it would if the records were on the agency's computers or in
> agency-owned devices or accounts. The agency employee or official may be
> required by the agency to sign an affidavit describing the nature and
> extent of his or her search for and production of responsive public records
> located on a home computer or personal device, or in a nonagency account,
> and a description of personal records not provided with sufficient facts to
> show the records are not public records.
>
> View request history, upload responsive documents, and report problems
> here:
>
> https://www.muckrock.com/
>
> If prompted for a passcode, please enter:
> ••••••••
>
> Filed via MuckRock.com
> E-mail (Preferred): requests@muckrock.com
>
> PLEASE NOTE OUR NEW ADDRESS
> For mailed responses, please address (see note):
> MuckRock News
> DEPT MR 139654
> 263 Huntington Ave
> Boston, MA 02115
>
> 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.
>
>

GovQA-21-22
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From: Vancouver Public Schools District

04/13/2023

Subject: [Records Center] Public Records Request :: R000341-020723

--- Please respond above this line ---

To Whom it May Concern: The District is reopening your request below to provide you with the recently located attached documents. While you did not specifically request these identifiable documents, we are providing them to you out of initiative and desire to provide you with the greatest assistance possible. The file is now closed.
Sincerely,
Jen Anderson
Paralegal
To monitor the progress or update this request please log into the Public Records Portal (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HcWgxWdrvQAdbsIqfqLZOvmtm97kK-2FWagiRz8z4RZ4YyGRdzgEpFG9b-2Bw7eEOtGzStLUvZd1Dre6CbaDWNRnvaq39C5TjXjK-2FjjFqbhyUXIReGhS_tY3y5ZcRvSMaBXbrg-2BvwIck83rB7ylRnNdYvTTqOqulqpAVfSmaVpbqXg2fy0wwr-2FBB7wrgDHJfwWlf6k19-2Bu3GnIdqqgmDUyqpv10es3e8jBhCthFSGQjwD-2BSq-2FWBkilkMBDfq0anRFm0oxJYS9xC8QxJ4xIB6TfXgRsnfOnv8hl-2Fp5GCj4bwgpHBUFgedMwBMGt3dcT1M6ix7AzF4gGNvnemDIEoAS0kcwkt-2B9Q24-3D)

From: Anna Rannsaka

04/14/2023

Subject: RE: Washington Public Records Act Request #R000341-020723

4-14-23

Via email to: Marilee.Scarbrough@vansd.org

I really don't understand what pleasure your staff derives from playing games with Public Records requests.

"The District is reopening your request below to provide you with the
recently located attached documents. While you did not specifically
request these identifiable documents, we are providing them to you out of
initiative and desire to provide you with the greatest assistance
possible. The file is now closed."

The invoices for your GOV QA software payments *WERE SPECIFICALLY REQUESTED*

ORIGINAL REQUEST:

"1. Please provide all "Public Records" (as defined by WAC 44-14-03001) available detailing costs incurred by your agency in fulfilling records requests, including staff compensation, legal review, and any public records related litigation costs for the year 2022. Responsive public records should include but are not limited to: Software licensing, and other professional services"

Your agency silently withheld the software gov qa licensing invoices in bad faith until a plethora of other public records act requests were made.

"you did not specifically request these identifiable documents..." Lie much? Give everyone a break.

I would suggest you READ the PRA requests and then provide the requested records.

I understand this request is now CLOSED.

You can expect 15-25 new requests for the same information in the near future.

Files

pages

02/14/2023

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Submitted	Jan. 27, 2023
Due	Feb. 3, 2023
Est. Completion	None