Fwd_ Metro South - Evidence of Previous Production of City Planning and Zoning RecordsFrom:Steven J. Alexander
To:Brimo, Christopher
Subject:Fwd: Metro South - Evidence of Previous Production of City Planning and Zoning Records
Date:Wednesday, February 13, 2013 3:13:01 PM
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Steven
Begin forwarded message:
From: "Pepe, Thomas F." <TPepe@southmiamifl.gov >
Date: February 13, 2013, 2:53:00 PMESTTo: "Steven J. Alexander" <SAlexander@southmiamifl.gov >
Subject: FW: Metro South - Evidence of Previous ProductionofCityPlanningandZoningRecords
FYI see my email to City's defense counsel below and Mr. Reynold's
response.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch . 119.
From: Lyman H. Reynolds, Jr. [lreynolds@RRBPA.COM]
Sent: Wednesday, February 13, 2013 1:47 PM
To: Pepe, Thomas F.; Andrea Amigo
Subject: RE: Metro South - Evidence of Previous Production of City Planning and Zoning
Records
Mr Pepe; We will do so. Lyman
Lyman H. Reynolds, Jr.
Partner
470 Columbia Drive • Suite C101
West Palm Beach , FL 33409
Direct: (561) 253-2260
Tel: (561) 253-2260 Fax: (561) 688-2343
lreynolds@rrbpa.com / www.rrbpa.com
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From: Pepe, Thomas F. [mailto:TPepe@southmiamifl.gov ]
Sent: Wednesday, February 13, 2013 1:36 PM
To: Andrea Amigo; Lyman H. Reynolds, Jr.
Subject: Metro South - Evidence of Previous Production of City Planning and Zoning
Records
Please see the attached documents and the email from Mr. Brimo below
documenting the previous production of documents that were
apparently never picked up by Mr. Green's office. Would you please
document the record as to the City response to Metro South's public
records request and ask if there are any other Planning and Zoning
records that have not been produced and that meet the criteria in the 1st
and 2nd request for production in the federal case.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch. 119.
From: Brimo, Christopher
Sent: Wednesday, February 13, 2013 12:34 PM
To: Steven J. Alexander
Cc: Pepe, Thomas F.
Subject: RE: Metro South - Commissioner E-mail Search
Mr. Alexander:
Per your request please review the following.
Ms. Stacy Linton and two of her associates with James K. Green Esq., met with me on
Tuesday October 2, 2012, to review Planning & Zoning Department files that were
requested in Metro South public records request letter (including the items listed in
your email). All the files were made available for their review, of which they tagged
copies they wanted reproduced. My department produced copies of all documents
that were requested on that day. Please refer to the attached list of files. Requested
materials were delivered to the City Clerk on October 4, 2012 with the reproduction
costs. The Clerks office would contact Mr. Green for document pickup.
There was also request by Ms. Linton for copies of video from two Planning Board
hearings, unrelated to the Metro South development. Copies of these two DVD's were
mailed directly to Ms. Linton with copies also going to the City's defense team and
City Attorney. I sent an email to Mr. Pepe on October 3, 2012 advising of the
additional request.
The City Clerk's office provided me today with a copy of a fax transmission from
October 17, 2012 to James K. Green, P.A. advising that the Planning & Zoning
materials requested by his associates were available for pickup. I have attached the
documents provided by the City Clerk.
Please advise if you require additional information. Thank you.
Chris
Christopher Brimo, AICP
Planning Director
City of South Miami
6130 Sunset Drive South Miami, FL 33143
Tel: (305) 663-6326/6327
The City of South Miami is a public entity, subject to Chapter 119 of the Florida Statutes concerning public
records. E-mail messages and their attachments are covered under such laws and thus subject to disclosure.
All e-mail sent to and received at this address, is captured by our servers and kept as a public record .
From: Steven J. Alexander
Sent: Wednesday, February 13, 2013 9:25 AM
To: Brimo, Christopher; Menendez, Maria M.
Subject: FW: Metro South - Commissioner E-mail Search
Can either of you give e an update on the status of the request
enumerated below?
1. All records relating to an "OrdinanceamendingSection20-8.9 of the Land Development CodetitledSpecialExceptionswithintheTODDdistrict, inordertoincludeadditionalcriteriafordefininglargescaledevelopments; providing conditionsforreviewandapproval; providing for theexpirationandextensionofapprovals. 3/5 (City Manager-
Planning & Zoning)."
2. All correspondence regarding an "OrdinanceamendingSection20-8.9 of the Land DevelopmentCodetitledSpecialExceptionswithintheTODDdistrict,
in order to include additional criteria fordefininglargescaledevelopments; providing conditionsforreviewandapproval; providing for theexpirationandextensionofapprovals. 3/5 (City Manager-
Planning & Zoning)."
3. All legal opinions or legal memorandaregardingan "Ordinance amending Section 20-8.9 of theLandDevelopmentCodetitledSpecialExceptionswithintheTODDdistrict, in order to includeadditionalcriteriafordefininglargescaledevelopments;
providing conditions for review and approval;
providing for the expiration and extensionofapprovals. 3/5 (City Manager-Planning & Zoning)."
4. All records relating to the rezoningrequestsubmittedbyMetroSouthSeniorApartmentsLimitedPartnershipforthe6,700 square foot rearportionofthesitethatcomprises6101SunsetDrive, Folio#
09-4025-011-0100.
5. All correspondence regarding therezoningrequestsubmittedbyMetroSouthSeniorApartmentsLimitedPartnershipforthe6,700 square footrearportionofthesitethatcomprises6101SunsetDrive, Folio #09-4025-011-0100.
6. All legal opinions or legal memoranda regarding
the rezoning request submitted by Metro SouthSeniorApartmentsLimitedPartnershipforthe6,700squarefootrearportionofthesitethatcomprises6101SunsetDrive, Folio #09-4025-011-0100.
7. Please provide all calendars and visitors' logsforPhilipK. Stoddard, Valerie Newman, Walter A.
Harris, Bob Welsh, Jr., Josh Liebman, HectorMirabile, Thomas Pepe, Christopher Brimo, LuigiVitalini, Dean Whitman, Claudia Hauri, Jorge Cruz,
Sally B. Philips, James Dundorf, YvonneBeckmanand/or their staffs between January 1, 2011andpresentkeptanywhere.
8. Please provide a current zoning map oftheCity.
9. Any and all records relating to orreferencingtheUnitedStatesCensusortheDepartmentofHousingandUrbanDevelopmentsinceJanuary1, 2008.
10. If any of the records requested above havebeendestroyed, please provide any and all recordsauthorizingthedestructionthereof.
Thanks
From: Pepe, Thomas F.
Sent: Tuesday, February 12, 2013 6:51 PM
To: jameskgreen@bellsouth.net ; 'Boulris, Amy'
Cc: aamigo@rrbpa.com ; lreynolds@rrbpa.com; Steven J. Alexander
Subject: RE: Metro South - Commissioner E-mail Search
Thank you for your response. We are proceeding diligently to review
the more than 21,000 emails and associated documents produced for our
review to filter out the privileged documents. I believe that we have
released approximately 12,000 of those documents to date and they
have been transferred to the shared folder on Relativity to which your
team has access.
I will forward your email to the new City Manager to check on the
production of the items that are not emails.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch. 119.
From: James K. Green [campeon@bellsouth.net]
Sent: Tuesday, February 12, 2013 6:39 PM
To: Pepe, Thomas F.; jameskgreen@bellsouth.net ; 'Boulris, Amy'
Cc: aamigo@rrbpa.com ; lreynolds@rrbpa.com
Subject: RE: Metro South - Commissioner E-mail Search
Dear Mr. Pepe:
This is response to your email dates February 1, 2013asking:
I noticed that your "First Request for Production"
appears to request the same e-mails thatwererequestedinyou[r] public record request. MayIpresumethatourcurrentprocessofproducingthoseemailswillbetantamounttoaformalresponsetothe1strequestforproduction? Would this alsobetrueofourresponsetotheotheritemsthathavepreviouslybeenproducedinresponsetoyourpublicrecordrequest?”
As to your first question, we still haven’t received all(
or most) emails responsive to our public requestdatedAugust22, 2012, especially emails on privateaccountswheremostcommissionershavenotconsentedtotherequestedsearches. That said, footnote one of theFirstRequestforProductionaddressescompliancewiththatrequestbycommissionerswhoconsentedtoexecutionoftheagreedtermsearchbyCredenceontheirpersonalcomputerspriortoservingtheFirstRequestforProduction. Further, the First Request for ProductionissubmittedundertheFederalRulesofCivilProcedurewhichimposesacontinuingdutytosupplement. Thatnoted, there will be no requirement that theCityduplicateinitsResponsetoourFirstRequestforProductionthatwhichhasbeenproducedinresponsetoourpublicrecordsrequest.
As to your second question, you mention “other itemsthathavepreviouslybeenproducedinresponsetoyourpublicrecordrequest.” I am not sure what you mean by “otheritems.” The public records request has been pendingformorethanfivemonths, and all we've received isminutesofmeetingsandcitymanagerreportswithsomeattachments, and some of the emails from the City’sserver.
I don't think we received all (or any) of the following:
1. All records relating to an "OrdinanceamendingSection20-8.9 of the Land Development CodetitledSpecialExceptionswithintheTODDdistrict, inordertoincludeadditionalcriteriafordefininglargescaledevelopments; providing conditionsforreviewandapproval; providing for theexpirationandextensionofapprovals. 3/5 (City Manager-
Planning & Zoning)."
2. All correspondence regarding an "OrdinanceamendingSection20-8.9 of the Land DevelopmentCodetitledSpecialExceptionswithintheTODDdistrict,
in order to include additional criteria fordefininglargescaledevelopments; providing conditionsforreviewandapproval; providing for theexpirationandextensionofapprovals. 3/5 (City Manager-
Planning & Zoning)."
3. All legal opinions or legal memorandaregardingan "Ordinance amending Section 20-8.9 of theLandDevelopmentCodetitledSpecialExceptionswithintheTODDdistrict, in order to includeadditionalcriteriafordefininglargescaledevelopments;
providing conditions for review and approval;
providing for the expiration and extensionofapprovals. 3/5 (City Manager-Planning & Zoning)."
4. All records relating to the rezoningrequestsubmittedbyMetroSouthSeniorApartmentsLimitedPartnershipforthe6,700 square foot rearportionofthesitethatcomprises6101SunsetDrive, Folio#
09-4025-011-0100.
5. All correspondence regarding therezoningrequestsubmittedbyMetroSouthSeniorApartmentsLimitedPartnershipforthe6,700 square footrearportionofthesitethatcomprises6101SunsetDrive, Folio #09-4025-011-0100.
6. All legal opinions or legal memorandaregardingtherezoningrequestsubmittedbyMetroSouthSeniorApartmentsLimitedPartnershipforthe6,700squarefootrearportionofthesitethatcomprises6101SunsetDrive, Folio #09-4025-011-0100.
7. Please provide all calendars and visitors' logsforPhilipK. Stoddard, Valerie Newman, Walter A.
Harris, Bob Welsh, Jr., Josh Liebman, HectorMirabile, Thomas Pepe, Christopher Brimo, LuigiVitalini, Dean Whitman, Claudia Hauri, Jorge Cruz,
Sally B. Philips, James Dundorf, YvonneBeckmanand/or their staffs between January 1, 2011andpresentkeptanywhere.
8. Please provide a current zoning map oftheCity.
9. Any and all records relating to orreferencingtheUnitedStatesCensusortheDepartmentof
Housing and Urban Development since January 1, 2008.
10. If any of the records requested above havebeendestroyed, please provide any and all recordsauthorizingthedestructionthereof.
James K. Green, Esq.
JAMES K. GREEN, P.A.
Suite 1650, Esperantè222LakeviewAve.
West Palm Beach, FL33401Telephone: 561-659-2029Facsimile: 561-655-1357Email: jkg@jameskgreenlaw.comjameskgreenlaw.com
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From: Pepe, Thomas F. [mailto:TPepe@southmiamifl.gov ]
Sent: Friday, February 01, 2013 4:49 PM
To: jameskgreen@bellsouth.net ; 'Boulris, Amy'
Cc: aamigo@rrbpa.com ; lreynolds@rrbpa.com
Subject: RE: Metro South - Commissioner E-mail Search
Dear Mr. Green:
I noticed that your "First Request for Production" appears to request the
same e-mails that were requested in you public record request. May I
presume that our current process of producing those emails will be
tantamount to a formal response to the 1st request for production?
Would this also be true of our response to the other items that have
previously been produced in response to your public record request?
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch. 119.
From: James K. Green [campeon@bellsouth.net]
Sent: Friday, February 01, 2013 3:28 PM
To: Pepe, Thomas F.; 'Boulris, Amy'
Cc: jameskgreen@bellsouth.net
Subject: RE: Metro South - Commissioner E-mail Search
Mr. Pepe,
Attached please find the requests for production.
James K. Green, Esq.
JAMES K. GREEN, P.A.
Suite 1650, Esperantè222LakeviewAve.
West Palm Beach, FL33401Telephone: (561) 659-2029www.jameskgreenlaw.com
From: Pepe, Thomas F. [mailto:TPepe@southmiamifl.gov ]
Sent: Friday, February 01, 2013 3:26 PM
To: Boulris, Amy
Cc: jameskgreen@bellsouth.net
Subject: RE: Metro South - Commissioner E-mail Search
Dear Ms. Boulris:
Commissioners Harris and Welsh have agreed to have Credence do
the search of their private email addresses under the confidentiality
agreement. I cannot advise you of the scheduled inspection date of
the commissioners' emails or the retrieval, review and production of
any responsive emails stored on their devices until Credence has the
emails. Neither you nor Credence have provided me with the
procedure that needs to be followed to accomplish this task. Please
let me know what Commissioners Harris and Welsh need to do.
Please send me a copy of the request for production of public
records stored on the Commissioners' personal devices that you
filed in the federal case.
Please also send me a copy of the subpoenas to non-consenting
Commissioners.
I had previously requested a confirmation on the search terms for
transmission to the commission members and board members so
that they can comply with your public records request, but you
failed to provide it to me. As I previously explained to you, the
original spread sheet is too confusing because it contains duplicate
search terms and irrelevant information. I sent you a revised spread
sheet for your approval but never got a satisfactory response.
Please confirm that the revised and simplified search term spread
sheet is satisfactory so that I can have the members of the city
commission and the planning board comply with the public records
request.
Since you are not having the entire database "imaged" for our
redaction of privileged documents, I cannot guarantee the time
frame previously agreed upon. If the entire database is not imaged,
it will take longer to review the documents since there will be an
additional step to image each document before reviewing it. You
can either save money or time; it depends on what is more
important to you.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch. 119.
From: Boulris, Amy [ABoulris@gunster.com ]
Sent: Friday, February 01, 2013 7:58 AM
To: Pepe, Thomas F.
Cc: jameskgreen@bellsouth.net
Subject: Re: Metro South - Commissioner E-mail Search
Thanks for this confirmation, Mr. Pepe.
By copy to Mr. Green, this will confirm that, as a result of their compliance with
public records laws, subpoenas will not be directed at this time to
Commissioners Harris and Welsh. That said, please advise us of the scheduled
inspection date, so that we are comfortable retrieval, review and production of
any responsive emails stored on their devices will be produced timely.
Regarding your review prior to production, we contemplated that any search
results would be subject to the same treatment as public records stored on the
City's main database, allowing you to review and redact where appropriate prior
to production.
Yesterday a request for production directed to ESI public records stored on
Commissioners' personal devices was filed in the federal case. A motion to
shorten time for that production will be filed shortly as well as subpoenas to non-
consenting Commissioners. We trust you have counseled Commissioners about
preservation of records and generally about the consequences of spoliation
whether intentional or inadvertent).
We are putting the stipulated terms into filable form and will send over for your
execution (though it will not be filed unless necessary to enforcement).
Meanwhile, we understand that the de-duplicated database was successfully
uploaded by Credence and that you were able to have additional training with
that actual data. We also understand that Credence was able to clarify that the
entire database does not need to be "imaged" in order for you to redact partially
privileged documents, since that can be done on a document-by-document basis
within Credence (this is why I could not approve the thousands of dollars of
additional expense for imaging the whole database). We look forward to a
release of non-privileged emails by the end of business today.
Sincerely,
Amy Brigham Boulris | Shareholder
2 South Biscayne Boulevard, Suite #3400
Miami, FL 33131-1897
P (305) 376-6062
gunster.com | aboulris@gunster.com
From: <Pepe>, "TPepe@southmiamifl.gov " <TPepe@southmiamifl.gov >
Date: Thursday, January 31, 2013 11:02 AM
To: Amy Boulris <aboulris@gunster.com>
Cc: "Harris, Walter" <WHarris@southmiamifl.gov >, "Welsh, Bob"
BWelsh@southmiamifl.gov>
Subject: RE: Metro South - Commissioner E-mail Search
Commissioner Harris and Welsh have agreed to have Credence do the
search of their private email addresses under the confidentiality
agreement. However, only their emails that are related to city business
would be discoverable as a public record and, therefore, they would
need to come into my office and redact all the private emails.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch. 119.
From: Boulris, Amy [ABoulris@gunster.com ]
Sent: Thursday, January 31, 2013 10:36 AM
To: Pepe, Thomas F.
Subject: FW: Metro South - Commissioner E-mail Search
Mr. Pepe,
I received no response to the email below yesterday. We will assume that no
commissioners have consented to the term search by Credence and will govern
ourselves accordingly. If you did attempt to reply and if this is incorrect, please
contact me immediately.
Amy Brigham Boulris | Shareholder
2 South Biscayne Boulevard, Suite #3400
Miami, FL 33131-1897
P (305) 376-6062
gunster.com | aboulris@gunster.com
From: <Boulris>, Amy Boulris <aboulris@gunster.com>
Date: Wednesday, January 30, 2013 1:46 PM
To: "TPepe@southmiamifl.gov " <TPepe@southmiamifl.gov >
Cc: 'Ryan Gleason' <RGleason@credencecorp.com >
Subject: RE: Metro South - Commissioner E-mail Search
Mr. Pepe,
I have been away from my office several days in connection with a trial in Jacksonville,
and am just now seeing your email below. Metro has not stipulated to what is
proposed there.
Metro stipulated to have a Credence IT professional search personal devices housing
case-relevant public records (records within the search terms previously utilized to
search the City’s main database). Metro insisted on this because it cannot be sure
that commission members and planning board members know how to accurately run
the searches, harvest search results without corruption, and make copies in usable
format. This needs to be done by IT professionals, just as the term search of the
City’s database was done.
By the end of business today, please advise which commissioners and planning board
members have consented to execution of the agreed term search by Credence, and
the dates upon which the searches have been scheduled to occur. This will allow us
to direct appropriate subpoenas or other forms of discovery to non-consenting public
records custodians in the federal litigation. We request the dates of scheduled
searches for consenting records custodians so we can assess whether harvesting,
review, and production can be done in the stipulated time frame (45 days from your
1/18/13 email). Federal discovery papers are currently being drafted and will be filed
by the end of the week. The City’s response to this email (or any lack thereof) will
inform those filings.
Sincerely,
Amy Brigham Boulris | Shareholder
2 South Biscayne Boulevard, Suite #3400
Miami, FL 33131-1897
P (305) 376-6062
gunster.com | aboulris@gunster.com
From: Pepe, Thomas F. [mailto:TPepe@southmiamifl.gov ]
Sent: Friday, January 25, 2013 12:06 PM
To: Boulris, Amy
Cc: James K. Green; Stoddard, Philip K.
Subject: RE: Metro South - Commissioner E-mail Search
Dear Ms. Boulris:
There has been a lot of confusion regarding the spread sheet. I now
understand that the spread sheet that I previously sent you was created
by IDC to show how it did its initial search and the results of its final
search. It contains irrelevant columns of numbers and the books/sheets
are duplicated. In order to make it simpler I have reduced the spread
sheet to one page and it is attached. Please confirm that the one page is
what the commission members and planning board members are
supposed to be using to search their private e-mail accounts.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION
intended only for the use of the addressee named above. If you are not the intended receiver, you are
hereby notified that any dissemination of this communication is strictly prohibited. If you have
received this e-mail in error, please immediately notify us by telephone, call collect if outside of
your area code and delete this e-mail. We will reimburse you for the cost of your long distance call.
Thank you. Please also note: All e-mails to and from this e-mail site are kept as a public record.
Your e-mail communications, including your e-mail address may be disclosed to the public and
media at any time pursuant to Florida Statutes, ch. 119.
From: Boulris, Amy [ABoulris@gunster.com ]
Sent: Tuesday, January 22, 2013 11:08 AM
To: Pepe, Thomas F.
Cc: James K. Green
Subject: Re: Metro South - Commissioner E-mail Search
Mr. Pepe,
I am doing my civic duty reporting for jury duty today, thus my rather short iPad
response from the jury pool room.
Thank you for relaying Conmissioner Walsh's willingness to cooperate. We will
need to coordinate the search with Credence per the stip terms - please contact
Ryan Gleason with the necessary information to allow Credence access.
The mayor's questions are understandable, however we would need credence to
perform the search ans our team decide relevance. It is also apparent that the
mayor does not know that many of the terms (in fact the ones mentioned on his
question) were used as limiting terms within results for initial search terms, as
you know from our meetings and correspondence about how the city's
mainframe would be searched. The mayor may not have the software or IT
training to execute this search properly. Please recommend the stipulated
approach to him and remind him there is a confidentiality agreement in place
with Credence. We do appreciate his apparent interest in cooperating.
Regards,
Amy
On Jan 22, 2013, at 10:45 AM, "Pepe, Thomas F." <TPepe@southmiamifl.gov>
wrote:
Dear Ms. Boulris:
Commissioner Welsh has agreed to use Credence.
The Mayor has the following questions:
I have begun the task and I can complete it one of two ways:
1. Use each search term, then screen by hand for anything
possibly relevant to their interests.
2. Use each search term and give them a massive dump of
everything. We are talking thousands of messages that have
nothing to do their project.
Method #1 is working, but taking some time.
Method #2 is insane, because words like "stop" and "block"
and "deal" are so generic as to hit half my email database. It
would take forever to screen out the potentially objectionable
or personal stuff that gets into this account.
I prefer method #1 as more efficient for all parties
concerned.
Am I required to use method #2?
Please provide me with an answer to the Mayor's questions.
Very truly yours,
Thomas F. Pepe
City Attorney
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
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