Dear Sarah Zeeman,
The City Clerk’s Office has received your open records request regarding Open Records Request – Communications and Records Involving Gaddy Surveying & Design, Inc. and Todd Shoemaker Pursuant to the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq., I hereby request access to and copies of all public records in the possession, custody, or control of the City of Brookhaven relating to the properties 2740 Grove Street NE, Brookhaven, GA 30319 and 2746 Grove Street NE, Brookhaven, GA 30319, as well as any related boundary, plat, survey, zoning, right-of-way, or permitting matters. Requested Records Include, but Are Not Limited To, the Following: 1. Communications with Gaddy Surveying & Design, Inc. All communications (including emails, attachments, letters, text messages, memoranda, notes, and internal correspondence) between the City of Brookhaven and: Gaddy Surveying & Design, Inc. Frank Gaddy, frank@gaddysurveydesign.com Virgil F. Gaddy, Jr., al@gaddysurveydesign.com Any employee, agent, or representative of Gaddy Surveying & Design, Inc. This includes communications involving any City department, employee, contractor, consultant, or official. 2. Communications with Todd Shoemaker All communications (including emails, attachments, letters, text messages, memoranda, notes, and internal correspondence) between the City of Brookhaven and: Todd Shoemaker, todd@toddshoemaker.com Any expeditor, consultant, contractor, or third party acting on behalf of, in coordination with, or referenced in connection with Todd Shoemaker relating to permitting, zoning, survey review, plat reconfiguration, or submissions involving the above-referenced properties. 3. Surveys, Plats, and Submissions All records reflecting: Surveys, plats, re-plats, boundary surveys, or topographic surveys prepared by or attributed to Gaddy Surveying & Design, Inc. Any drafts, revisions, versions, or resubmissions of such surveys or plats Dates of receipt, review, acceptance, rejection, or reliance by the City Metadata showing creation dates, modification dates, and submission dates (if available) 4. City Reliance, Acceptance, or Use Any records reflecting the City of Brookhaven’s reliance upon, acceptance of, review of, or use of any survey, plat, or boundary documentation prepared by Gaddy Surveying & Design, Inc., including but not limited to: Internal review comments or notes Planning, zoning, engineering, or public works evaluations Emails or memoranda discussing the surveys Communications with legal counsel referencing the surveys or plats 5. Permitting, Zoning, and Expeditor Records All records relating to: Permit applications Zoning or planning reviews Engineering or public works reviews Expeditor submissions, correspondence, or status updates in which Gaddy Surveying & Design, Inc. or Todd Shoemaker were involved, referenced, or copied. 5A. V Number and Administrative Tracking Records Any records relating to or referencing any “V number,” variance number, waiver number, administrative review number, or similar internal case or tracking identifier associated with the above-referenced properties, surveys, plats, or boundary line matters, including but not limited to: - The V number itself (if assigned) - Internal intake forms or applications - Staff notes, comments, or review memoranda - Communications with expeditors, including Todd Shoemaker - Communications with City legal counsel - Records reflecting approval, denial, or conditional handling of such matters 6. Legal and Attorney Communications (Non-Privileged) All non-privileged communications between the City of Brookhaven and any legal counsel referencing: Gaddy Surveying & Design, Inc. Todd Shoemaker Surveys, plats, boundary line issues, or related approvals for the referenced properties If any records are withheld under a claim of privilege or exemption, please identify the specific statutory exemption relied upon, pursuant to O.C.G.A. § 50-18-71, and describe the nature of the records withheld. Fees If any copying, administrative, or retrieval fees are anticipated, please provide an itemized written estimate prior to incurring such costs, as required by O.C.G.A. § 50-18-71(c). Response Time As required by the Georgia Open Records Act, please provide access to the requested records within three (3) business days, or provide a written explanation of the time needed to produce the records. Thank you for your prompt attention to this request. Sincerely, Sarah Zeeman for the request PRR-726-2025.
Pursuant to O.C.G.A Code Section 50-18-71 (b) (1)(A), this is a formal response to your request within three business days.
Pursuant to O.C.G.A. Code Section 50-18-71 (d), the cost of your request exceeds $25, based on your request PRR-726-2025, we have determined that a fee will need to be charged to complete this request. The estimate to complete this request is 2 hours (at $27 per hour, minus 15 free minutes). Please approve the estimate, and keep in mind