Fillable Otsego County Freedom of Information Act Request Itemized (County of Otsego)

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Otsego County Freedom of Information Act Request Itemized (County of Otsego)

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Otsego County FOIA Detailed Cost Itemization Form
Page 1
Otsego County
Otsego County Building
225 W. Main, Gaylord, MI 49735
Phone: (989) 731-7520 Fax: (989) 731-7529
Freedom of Information Act Request Itemized Cost Worksheet
Date: ___________ Prepared for Request No.: ____________________________ Date Request Received: __________
The following costs are being charged in compliance with Section 4 of the Michigan Freedom
of Information Act, MCL 15.234, according to the county’s FOIA Policies and Guidelines.
1. Labor Cost for Copying / Duplication
This is the cost of labor directly associated with duplication of publication, including making paper copies,
making digital copies, or transferring digital public records to be given to the requestor on non-paper physical
media or through the Internet or other electronic means as stipulated by the requestor.
This shall not be more than the hourly wage of the county’s lowest-paid employee capable of necessary
duplication or publication in this particular instance, regardless of whether that person is available or who
actually performs the labor.
These costs will be estimated and charged in 15-minute time increments as set by the county board of
commissioners; all partial time increments must be rounded down. If the number of minutes is less than 15,,
there is no charge.
Hourly Wage Charged: $________ Charge per increment: $_________
OR
Hourly Wage with Fringe Benefit Cost: $________ OR
Multiply the hourly wage by the percentage multiplier: ______%
(up to 50% of the hourly wage) and add to the
hourly wage for a total per hour rate. Charge per increment: $_________
Overtime rate charged as stipulated by Requestor (overtime is not used to calculate the fringe benefit cost)
To figure the
number of
increments, take
the number of
minutes:
____, divide by
_____ -minute
increments, and
round down.
Enter below:
Number of
increments
x __________ =
1.
Labor Cost
$_________
Freedom of Information Act Request Detailed Cost Itemization
County: Keep original and
provide copies of both sides
of each sheet, along with
Public Summary, to requestor
at no charge.
Detailed Cost Itemization
Otsego County FOIA Detailed Cost Itemization Form
Page 2
2. Labor Cost to Locate:
This is the cost of labor directly associated with the necessary searching for, locating, and examining public
records in conjunction with receiving and fulfilling a granted written request. This fee is being charged
because failure to do so will result in unreasonably high costs to the county that are excessive and
beyond the normal or usual amount for those services compared to the county’s usual FOIA requests,
because of the nature of the request in this particular instance, specifically:________________
_________________________________________________________________________________________
_________________________________________________________________________________________
The county will not charge more than the hourly wage of its lowest-paid employee capable of searching for,
locating, and examining the public records in this particular instance, regardless of whether that person is
available or who actually performs the labor.
These costs will be estimated and charged in 15-minute time increments; all partial time increments must be
rounded down. If the number of minutes is less than 15, there is no charge.
Hourly Wage Charged: $________ Charge per increment: $_________
OR
Hourly Wage with Fringe Benefit Cost: $________ OR
Multiply the hourly wage by the percentage multiplier: ______%
(up to 50% of the hourly wage) and add to the
hourly wage for a total per hour rate. Charge per increment: $_________
Overtime rate charged as stipulated by Requestor (overtime is not used to calculate the fringe benefit cost)
To figure the
number of
increments, take
the number of
minutes:
____, divide by
_____ -minute
increments, and
round down.
Enter below:
Number of
increments
x __________ =
2.
Labor Cost
$_________
3a. Employee Labor Cost for Separating Exempt from Non-Exempt (Redacting):
(Fill this out if using a county employee. If contracted, use No. 3b instead).
The county will not charge for labor directly associated with redaction if it knows or has reason to know that it
previously redacted the record in question and still has the redacted version in its possession.
This fee is being charged because failure to do so will result in unreasonably high costs to the county
that are excessive and beyond the normal or usual amount for those services compared to the county’s
usual FOIA requests, because of the nature of the request in this particular instance,
specifically:_______________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
This is the cost of labor of a county employee, including necessary review, directly associated with separating
and deleting exempt from nonexempt information. This shall not be more than the hourly wage of the county’s
lowest-paid employee capable of separating and deleting exempt from nonexempt information in this particular
instance, regardless of whether that person is available or who actually performs the labor.
These costs will be estimated and charged in 15-minute time increments; all partial time increments must be
rounded down. If the number of minutes is less than 15, there is no charge.
Hourly Wage Charged: $________ Charge per increment: $_________
OR
Hourly Wage with Fringe Benefit Cost: $________ OR
Multiply the hourly wage by the percentage multiplier: ____%
(up to 50% of the hourly wage) and add to the
hourly wage for a total per hour rate. Charge per increment: $_________
Overtime rate charged as stipulated by Requestor (overtime is not used to calculate the fringe benefit cost)
To figure the
number of
increments, take
the number of
minutes:
____, divide by
_____ -minute
increments, and
round down.
Enter below:
Number of
increments
x __________ =
3a.
Labor Cost
$_________
Otsego County FOIA Detailed Cost Itemization Form
Page 3
3b. Contracted Labor Cost for Separating Exempt from Non-Exempt (Redacting):
(Fill this out if using a contractor, such as the attorney. If using in-house employee, use No. 3a instead.)
The county will not charge for labor directly associated with redaction if it knows or has reason to know that it
previously redacted the record in question and still has the redacted version in its possession.
This fee is being charged because failure to do so will result in unreasonably high costs to the county
that are excessive and beyond the normal or usual amount for those services compared to the county’s
usual FOIA requests, because of the nature of the request in this particular instance,
specifically:_______________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
As this county does not employ a person capable of separating exempt from non-exempt information in this
particular instance, as determined by the FOIA Coordinator, this is the cost of labor of a contractor (i.e.: outside
attorney), including necessary review, directly associated with separating and deleting exempt information from
nonexempt information. This shall not exceed an amount equal to 6 times the state minimum hourly wage rate
of $8.15.
Name of contracted person or firm: __________________________________________________
These costs will be estimated and charged in 15-minute time increments; all partial time increments must be
rounded down. If the number of minutes is less than 15, there is no charge.
Hourly Cost Charged: $________ Charge per increment: $_________
To figure the
number of
increments, take
the number of
minutes:
____, divide by
_____ -minute
increments, and
round down to:
____
increments.
Enter below:
Number of
increments
x __________ =
3b.
Labor Cost
$_________
4. Copying / Duplication Cost:
Copying costs may be charged if a copy of a public record is requested, or for the necessary copying of a record
for inspection (for example, to allow for blacking out of exempt information, to protect old or delicate original
records, or because the original record is a digital file or database not available for public inspection).
No more than the actual cost of a sheet of paper, up to maximum 10 cents per sheet for:
Letter (8 ½ x 11-inch, single and double-sided): _____ cents per sheet
Legal (8 ½ x 14-inch, single and double-sided): _____ cents per sheet
No more than the actual cost of a sheet of paper for other paper sizes:
Other paper sizes (single and double-sided): ______ cents / dollars per sheet
Actual and most reasonably economical cost of non-paper physical digital media:
Circle applicable: Disc / Tape / Drive / Other Digital Medium Cost per Item: ___________
The cost of paper copies must be calculated as a total cost per sheet of paper. The fee cannot exceed 10
cents per sheet of paper for copies of public records made on 8-1/2- by 11-inch paper or 8-1/2- by 14-inch
paper. A county must utilize the most economical means available for making copies of public records,
including using double-sided printing, if cost saving and available.
Number of
Sheets:
x __________ =
x __________ =
x __________ =
No. of Items:
x __________ =
Costs:
$_________
$_________
$_________
$_________
4. Total
Copy Cost
$_________
Otsego County FOIA Detailed Cost Itemization Form
Page 4
5. Mailing Cost:
The county will charge the actual cost of mailing, if any, for sending records in a reasonably economical and
justifiable manner. Delivery confirmation is not required.
The county may charge for the least expensive form of postal delivery confirmation.
The county cannot charge more for expedited shipping or insurance unless specifically requested by
the requestor.*
Actual Cost of Envelope or Packaging: $__________
Actual Cost of Postage: $___________ per stamp
$___________ per pound
$_________ per package
Actual Cost (least expensive) Postal Delivery Confirmation: $_________
*Expedited Shipping or Insurance as Requested: $________
* Requestor has requested expedited shipping or insurance
Number of
Envelopes or
Packages:
x __________ =
x __________ =
x __________ =
x __________ =
x __________ =
x __________ =
Costs:
$_________
$_________
$_________
$_________
$_________
$_________
5. Total
Mailing Cost
$_________
6a. Copying/Duplicating Cost for Records Already on County’s Website:
If the public body has included the website address for a record in its written response to the requestor, and the
requestor thereafter stipulates that the public record be provided to him or her in a paper format or non-paper
physical digital media, the county will provide the public records in the specified format and may charge copying
costs to provide those copies.
No more than the actual cost of a sheet of paper, up to maximum 10 cents per sheet for:
Letter (8 ½ x 11-inch, single and double-sided): _____ cents per sheet
Legal (8 ½ x 14-inch, single and double-sided): _____ cents per sheet
No more than the actual cost of a sheet of paper for other paper sizes:
Other paper sizes (single and double-sided): ______ cents / dollars per sheet
Actual and most reasonably economical cost of non-paper physical digital media:
Circle applicable: Disc / Tape / Drive / Other Digital Medium Cost per Item: ___________
Requestor has stipulated that some / all of the requested records that are already available on the
county’s website be provided in a paper or non-paper physical digital medium.
Number of
Sheets:
x __________ =
x __________ =
x __________ =
No. of Items:
x __________ =
Costs:
$_________
$_________
$_________
$_________
6a. Web
Copy Cost
$_________
Otsego County FOIA Detailed Cost Itemization Form
Page 5
6b. Labor Cost for Copying/Duplicating Records Already on County’s Website:
This shall not be more than the hourly wage of the county’s lowest-paid employee capable of necessary
duplication or publication in this particular instance, regardless of whether that person is available or who
actually performs the labor. These costs will be estimated and charged in 15-minute time increments; all
partial time increments must be rounded down. If the number of minutes is less than 15, there is no charge.
Hourly Wage Charged: $________ Charge per increment: $_________
OR
Hourly Wage with Fringe Benefit Cost: $________ OR
Multiply the hourly wage by the percentage multiplier: ______%
and add to the hourly wage for a total per hour rate. Charge per increment: $_________
The county may use a fringe benefit multiplier greater
than the 50% limitation, not to exceed the actual costs of
providing the information in the specified format.
Overtime rate charged as stipulated by Requestor
To figure the
number of
increments, take
the number of
minutes:
____, divide by
_____ -minute
increments, and
round down.
Enter below:
Number of
increments
x __________ =
6b. Web
Labor Cost
$_________
6c. Mailing Cost for Records Already on County’s Website:
Actual Cost of Envelope or Packaging: $__________
Actual Cost of Postage: $___________ per stamp / per pound / per package
Actual Cost (least expensive) Postal Delivery Confirmation: $_________
*Expedited Shipping or Insurance as Requested: $_________
* Requestor has requested expedited shipping or insurance
Number:
x __________ =
x __________ =
x __________ =
x __________ =
Costs:
$_________
$_________
$_________
$_________
6c. Web
Mailing Cost
$_________
Subtotal Fees Before Waivers, Discounts or Deposits: 1. Labor Cost for Copying:
2. Labor Cost to Locate:
3a. Labor Cost to Redact:
3b. Contract Labor Cost to Redact:
4. Copying/Duplication Cost:
5. Mailing Cost:
6a. Copying/Duplication of Records on Website:
6b. Labor Cost for Copying Records on Website:
6c. Mailing Costs for Records on Website:
Subtotal Fees:
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
$_________
Estimated Time Frame to Provide Records:
_________________________ (days or date)
The time frame estimate is nonbinding upon the
county, but the county is providing the estimate
in good faith. Providing an estimated time frame
does not relieve the county from
any of the other requirements of this act.
Cost estimate
Bill
Otsego County FOIA Detailed Cost Itemization Form
Page 6
Waiver: Public Interest
A search for a public record may be conducted or copies of public records may be furnished without charge or at
a reduced charge if the county determines that a waiver or reduction of the fee is in the public interest because
searching for or furnishing copies of the public record can be considered as primarily benefiting the general
public.
All fees are waived OR All fees are reduced by: __________%
Subtotal Fees
After Waiver:
$_________
Discount: Indigence
A public record search must be made and a copy of a public record must be furnished without charge for the
first $20.00 of the fee for each request by an individual who is entitled to information under this act and who:
1) Submits an affidavit stating that the individual is indigent and receiving specific public assistance, OR
2) If not receiving public assistance, stating facts showing inability to pay the cost because of indigence.
If a requestor is ineligible for the discount, the public body shall inform the requestor specifically of the reason
for ineligibility in the public body's written response. An individual is ineligible for this fee reduction if ANY of the
following apply:
(i) The individual has previously received discounted copies of public records from the same public
body twice during that calendar year, OR
(ii) The individual requests the information in conjunction with outside parties who are offering or
providing payment or other remuneration to the individual to make the request. A public body may
require a statement by the requestor in the affidavit that the request is not being made in conjunction
with outside parties in exchange for payment or other remuneration.
Eligible for Indigence Discount
Subtotal Fees
After Discount
(subtract $20):
$_________
Discount: Nonprofit Organization
A public record search must be made and a copy of a public record must be furnished without charge for the
first $20.00 of the fee for each request by a nonprofit organization formally designated by the state to carry out
activities under subtitle C of the federal Developmental Disabilities Assistance and Bill of Rights Act of 2000 and
the federal Protection and Advocacy for Individuals with Mental Illness Act, if the request meets ALL of the
following requirements:
(i) Is made directly on behalf of the organization or its clients.
(ii) Is made for a reason wholly consistent with the mission and provisions of those laws
under section 931 of the Michigan Mental Health Code, 1974 PA 258, MCL 330.1931.
(iii) Is accompanied by documentation of its designation by the state, if requested by the county.
Eligible for Nonprofit Discount
Subtotal Fees
After Discount
(subtract $20):
$_________
Deposit: Good Faith
The county may require a good-faith deposit before providing the public records to the requestor if the entire
fee estimate or charge authorized under this section exceeds $50.00, based on a good-faith calculation of
the total fee. The deposit cannot exceed 1/2 of the total estimated fee. Percent of Deposit: _________%
Date Paid:
____________
Deposit
Amount
Required:
$_________
Otsego County FOIA Detailed Cost Itemization Form
Page 7
Deposit: Increased Deposit Due to Previous FOIA Fees Not Paid In Full
After a county has granted and fulfilled a written request from an individual under this act, if the county has not
been paid in full the total amount of fees for the copies of public records that the county made available to the
individual as a result of that written request, the county may require an increased estimated fee deposit of
up to 100% of the estimated fee before it begins a full public record search for any subsequent written
request from that individual if ALL of the following apply:
(a) The final fee for the prior written request was not more than 105% of the estimated fee.
(b) The public records made available contained the information being sought in the prior written
request and are still in the county's possession.
(c) The public records were made available to the individual, subject to payment, within the best effort
estimated time frame given for the previous request.
(d) Ninety (90) days have passed since the county notified the individual in writing that the public
records were available for pickup or mailing.
(e) The individual is unable to show proof of prior payment to the county.
(f) The county calculates a detailed itemization, as required under MCL 15.234, that is the basis for
the current written request's increased estimated fee deposit.
A county can no longer require an increased estimated fee deposit from an individual if ANY of the following
apply:
(a) The individual is able to show proof of prior payment in full to the county, OR
(b) The county is subsequently paid in full for the applicable prior written request, OR
(c) Three hundred sixty-five (365) days have passed since the individual made the written request for
which full payment was not remitted to the county.
Date Paid:
____________
Percent
Deposit
Required:
_________%
Deposit
Required:
$_________
Late Response Labor Costs Reduction
If the county does not respond to a written request in a timely manner as required under MCL 15.235(2), the
county must do the following:
(a) Reduce the charges for labor costs otherwise permitted by 5% for each day the county exceeds
the time permitted for a response to the request, with a maximum 50% reduction, if EITHER of the
following applies:
(i) The late response was willful and intentional, OR
(ii) The written request included language that conveyed a request for information within the
first 250 words of the body of a letter, facsimile, electronic mail, or electronic mail
attachment, or specifically included the words, characters, or abbreviations for "freedom of
information,” "information,” "FOIA,” "copy", or a recognizable misspelling of such, or
appropriate legal code reference for this act, on the front of an envelope, or in the subject
line of an electronic mail, letter, or facsimile cover page.
Number of
Days Over
Required
Response
Time:
____________
Multiply by 5%
= Total Percent
Reduction:
____________
Total Labor
Costs
$_________
Minus
Reduction
$_________
= Reduced
Total Labor
Costs
$_________
The Public Summary of the county’s FOIA Procedures and Guidelines is available free of charge from:
Website: www.otsegocountymi.gov Email: jburt@otsegocountymi.gov or spremo@otsegocountymi.gov
Phone: (989) 731-7520 Address:225 W. Main, Gaylord, MI 49735
Request Will Be Processed,
But Balance Must Be Paid Before Copies May Be Picked Up, Delivered or Mailed
Date Paid:
____________
Total
Balance
Due:
$_________
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Otsego County Freedom of Information Act Request Itemized (County of Otsego)

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Completed 18 July 2020

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