Dear Ms. Bryant,
Thank you very much for your detailed response and for taking the time to
look more closely at Open Records Request PRR-726-2025. I appreciate the
additional context regarding the volume of potentially responsive records
and the explanation for the updated estimate.
I understand that the City has identified approximately 3,775 potentially
responsive emails, and that the earlier estimate did not fully capture the
time needed to review and redact those materials. Thank you for clarifying
the revised estimate of thirty (30) hours at the applicable hourly rate.
Before moving forward, I was hoping you might be able to help me with a few
clarifying questions so that I can better understand the scope and, if
possible, work with you to keep the process as efficient as I can:
1.
*Search parameters*
If available, could you please share the general search terms,
custodians, and date ranges that were used to identify the potentially
responsive emails? This would help me determine whether narrowing the
request might meaningfully reduce the volume.
2.
*Opportunities to refine scope*
If certain custodians, date ranges, or categories of records account for
a large portion of the identified emails, I would be very open to
discussing reasonable refinements that could reduce review time and
associated costs while still capturing the most relevant records.
3.
*Production approach*
To the extent records are reviewed primarily for redactions rather than
full exemptions, please let me know whether production could occur on a
rolling basis as review is completed.
4.
*Deposit application*
I would also appreciate confirmation that the $500 deposit will be
applied toward the final invoiced amount, and that any unused portion would
be credited or refunded as appropriate.
I truly appreciate your help throughout this process. I am happy to pay
lawful, properly estimated costs under the Georgia Open Records Act, and my
goal is simply to ensure the request is clearly scoped and well understood
before proceeding.
Thank you again for your time and assistance. I look forward to your
guidance on next steps.
Warm regards,
Sarah
On Tue, Jan 6, 2026 at 12:13 PM Sandra Bryant (Brookhaven, GA) <
BrookhavenGA@request.justfoia.com> wrote:
> Dear Sarah Zeeman,
>
> Pursuant to O.C.G.A. § 50-18-71(d), the cost to fulfill Public Records
> Request PRR-726-2025 exceeds $25. Based on the scope of your request, the
> City has identified 3775 potentially responsive emails in addition to other
> documents that require review and redaction prior to release.
>
> The previously provided estimate of two (2) hours did not adequately
> account for the total time required to complete this request. Accordingly,
> the updated estimate is thirty (30) hours, totaling $810, calculated at $27
> per hour (less the first 15 minutes, which are provided at no charge).
>
> A deposit of $500 is required to proceed with fulfillment of your request.
> An invoice for the required deposit has been made available to you in the
> portal.
>
> Please note that the final cost may vary depending on the actual time
> required to complete the review and redaction of the responsive records.
>
> Redactions will be made pursuant to the provisions below per Georgia Open
> Records Act.
>
> - O.C.G.A. 50-18-72(a)(20) (A) Records that reveal an individual’s
> social security number, mother’s birth name, credit card information, bank
> account information, insurance or medical information in all records,
> telephone number, personal e-mail address or cellular telephone number, etc.
> - O.C.G.A. 50-18-72(a) (21) – Records concerning public employees that
> reveal the public employee’s home address, home telephone number, etc.
> - O.C.G.A. 50-18-72(a) (2) Medical or veterinary records and similar
> files, etc.
> - O.C.G.A. 50-18-72(a)(7) – Records consisting of confidential
> evaluations submitted to, or examinations prepared by a governmental agency
> and prepared in connection with the appointment or hiring of a public
> officer or employee, etc.
> - O.C.G.A. 50-18-72(a) (43) – Records containing tax matters or tax
> information, etc.
> - O.C.G.A. 50-18-72(a) (41) (42) – Records containing communications
> subject to the attorney-client privilege, etc. and confidential attorney
> work product, etc.
>
> Thank you for your interest in the City of Brookhaven.
> Sincerely,
> Sandra Bryant
> City Clerk
> Office of the City Clerk
> *City of Brookhaven*
> 4362 Peachtree Rd.
> Brookhaven, GA 30319
>
>