8/14/2019 Dear Maren DeWeese.pdf

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Dear Maren DeWeese,

I wanted to get back with you as soon as possible regarding your latest email request. I apologize for the lengthy replyhowever, what you have requested is not in accordance with City Policy and Florida Statutes and I want to be sure you

fully understand why. Due to the scope and volume of your Public Records Request as stated and based on ourpreliminary search, your records request will involve the extensive use of City information technology resources and

extensive clerical and/or supervisory personnel to process. When extensive use charges are applicable, I am required bylaw to provide to the requester a Cost Estimate for the reasonable charges the City will incur to process the request. Thefirst Cost Estimate, dated 10/16/2013, was itemized in accordance with both City Policy and Florida Statute 119.07(4)(d).

On 10/30/2013, you were emailed a second, more detailed Cost Estimate that was not required by law however, in aneffort to provide you with further clarification if you wished to narrow or refine your original request, I was more than

happy to supply this additional information.

As stated in the Cost Estimate, this is only an estimate which we base on the average time it takes to retrieve, review andredact the requested records. The actual cost may differ based on the exact number of total hours required to review andredact the files. City Policy specifies that before any work can begin, we must receive half of the total Cost Estimate as a

deposit. Once we receive your deposit payment, we will process the request. Once the request is completed, if the actualcosts incurred are less than the deposit received, the overpayment will be refunded to you. If the actual total costs incurred

are more than the deposit received, you will be billed for the difference and your requested records will be immediatelyreleased to you upon receipt of final payment. We are not required to itemize in detail, the individual reviewers names,date of review and start/stop times. You have been provided a breakdown of the number of emails per account, the labor

cost for review/redaction, the number of phone records and the labor cost for review/redaction of those phone records.The City Public Records Policy and payment procedures have been reviewed and approved by Barbara Petersen of the

First Amendment Foundation and the Special Counsel for Open Government, Attorney General's Office to ensure that weare complying in good faith with the Public Records Act of the State of Florida.

I am unclear as to what further clarification you require regarding the phone records portion of your request as I haveprovided all relevant information in accordance with City Policy and Florida Statutes. If you are requesting a revision to

your original request by asking the City to only process the email portion of your request, I am not required to hold thephone records collected in our preliminary search. You must make a separate Public Records request for that information

Pursuant to the Public Records Act and City Policy, I am required to comply with your original request as stated, or yourrevised, narrowed request.

I hope that this clears up any confusion or misunderstanding regarding your Public Records request and the subsequentCost Estimates you have received for this request.

As previously stated, if you wish to proceed with your original Public Records Request, we must receive your depositpayment in the amount specified on your Cost Estimate. If you wish to revise or narrow your request, you must specify

which portion(s) of the original Public Records Request you want us to process and I will then send you a revised CostEstimate based on your specific, revised request. Please reply by close of business on Friday, November 15 so that wemay expedite your Public Records request.

Sincerely,

Jane G. BallardPublic Records CoordinatorCity of Pensacola222 W. Main StreetPensacola, FL 32502(850) 435-1804publicrecords@cityofpensacola.com

mailto:publicrecords@cityofpensacola.commailto:publicrecords@cityofpensacola.commailto:publicrecords@cityofpensacola.com