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Example Letter to Superintendent of Elections
facsimile transmittal sheet
Ö Urgent For Review Please Comment Please Reply Please Recycle notes/Comments: Dear Ms. Anne Phillips: Please read and respond to the
following Open Records Request within 3 days of request. <Name> <address> <Phone> January 26, 2004 Ms. Anne Phillips Election Supervisor Hall County Post Office Drawer 1435 Gainesville, GA 30501 RE: Open Records Request for 2004 Elections (Letter #1) Dear Ms. Anne Phillips: This is a public record
request for the following information regarding the November 2nd 2004 General
Election: 1)
Pursuant
to Georgia “Rules of State Election Board” 183-1-2-.02(5)(a)3: 2)
Pursuant
to Georgia “Rules of State Election Board” 183-1-2-.02(5)(a)5: 3)
Pursuant
to Georgia “Rules of State Election Board” 183-1-2-.02(5)(a)5: 4)
Pursuant
to Georgia “Rules of State Election Board” 21-2-500(a) and 183-1-12-.02(6)(a): As you know, the Georgia
Open Records Act states that reasonable charges may be assessed "for search,
retrieval, and other direct administrative costs for complying with a request
under this Code section. The hourly charge shall not exceed the salary of the
lowest paid full-time employee who, in the discretion of the custodian of the
records, has the necessary skill and training to perform the request;
provided, however, that no charge shall be made for the first quarter
hour." [O.C.G.A. § 50-18-71(d)] I am prepared to pay
reasonable search and retrieval fees if necessary. As you know, advance payment
is not required under the Act. [O.C.G.A. § 50-18-71(g)] Instead, once
documents are requested, charges for all costs incurred by your agency can be
collected in the same manner as taxes due. [O.C.G.A. § 50-18-71(g)] In order to make such a
fee request, however, your agency must first notify me of the estimated cost
of the copying, search, retrieval and other authorized fees before they are
incurred. [O.C.G.A. 50-18-71.2] Also, O.C.G.A. §
50-18-71(g) states records maintained by computer shall be made available
where practicable by electronic means. If my request is denied
in whole or in part, I ask that your agency justify all deletions by
reference to specific exemptions of the Georgia Open Records Act. I will also expect you to release all
segregable portions of otherwise exempt material. Also, know that the Open Records Act sets fines up to $100 for
any government employee who fails to provide a requested public document
within three (3) business days, unless there are out-of-the-ordinary
extenuating circumstances. Therefore, I will expect your agency to produce
the requested information within the three-day limit or give written reasons
why not, and the specific date the records will be available. Thank you for your
assistance. Should your have any questions, please do not hesitate to contact
me via phone <faxnum> fax or via email at <email> Sincerely, <name> <address> |