ADOPTED - MAY 12, 1998

Agenda Item No. 17

Introduced by the Administrative Services/Personnel and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

RESOLUTION AUTHORIZING AMENDMENT #3 TO RESOLUTION 90-250

SETTING VARIOUS FEES FOR COUNTY SERVICES

RESOLUTION #98-109

WHEREAS, the Ingham County Board of Commissioners established fees for services with the adoption of Resolution 90-250; and

WHEREAS, subsequent review has revealed that the copy cost factor used to determine the charge for Freedom of Information requests has changed.

THEREFORE BE IT RESOLVED that the first and second amendments be repealed and that the following fees for services at the rates established below be adopted as the third amendment to Resolution 90-250:

Location of Service Service Rate

Countywide FOIA Requests See Attachment A-1

Attachments A-1

and A-2

Documents not 50 cents/page for first requested under 10 pages. 20 cents/page

FOIA - Attachment thereafter

A-3

ADMINISTRATIVE SERVICES/PERSONNEL: Yeas: McDonald, Grebner, Hunting, Pratt, Juall Nays: None Absent: None Approved 5/5/98

FINANCE: Yeas: Goulet, Keefe, McDonald, Grebner, Czarnecki, Bernero, Schafer

Nays: None Absent: None Approved 5/6/98

ADOPTED - MAY 12, 1998

Agenda Item No. 17

Attachment

Attachment A-1

DETERMINATION OF COSTS FOR

REQUESTS MADE UNDER THE FOIA STATUTE

A. These are requests for non-certified copies of County records and documents for which costs have not been established by State statute, by order of the Court, or by the County Board of Commissioners, and which are made under the Freedom of Information Act (FOIA). The cost for complying with each request will be calculated as follows:

1) The cost of documented time spent in research, retrieval, and copying the first page of the requested information shall be calculated by multiplying the hourly rate of the lowest paid employee capable of furnishing the information times the actual number of minutes spent performing these tasks.

2) For multiple page documents which must be assembled, collated, or stapled, the cost shall be calculated by multiplying the hourly rate of the lowest paid employee capable of furnishing the information times the actual amount of time required to perform these tasks.

3) The copy cost of each page shall be calculated by multiplying the number of pages by the per page copy cost of utilizing the most representative copying machine in use in the County.

4) The cost of postage and mailing expenses shall be calculated by adding the actual cost of postage and envelope cost plus the cost of the time required to prepare the document for mailing. The cost of the time required shall be calculated by multiplying the hourly rate of the lowest paid employee capable of furnishing the information times the actual number of minutes required to prepare the document for mailing.

B. The employee's hourly rate and the costs of copying machine and envelopes will be determined by the Controller based on actual costs. The County Official or Department Head actually responsible for providing the information shall determine the lowest paid employee capable of furnishing the information. The employee performing the actual service will be responsible for determining the actual number of minutes spent responding to each request.

C. The attached form (Attachment A-2) is hereby adopted for use by all County departments in calculating costs associated with responding to the requests.

ADOPTED - MAY 12, 1998

Agenda Item No. 17

Attachment

Attachment A-2

FREEDOM OF INFORMATION PHOTOCOPYING REQUEST

Date Requested: _____________________________________________

Information Requested by: _____________________________________________

_____________________________________________

Information Provided by: _____________________________________________

Date Provided: _____________________________________________

CALCULATION OF COST

Research/Retrieval/Copying Cost: $_______ (hourly rate of

employee divided by 60) x _____ minutes (time spent

in the research, retrieval and copying of requested information)

$ __________

Each Page: _____ (# of pages) x $_____*copy cost $ __________

Actual Postage @ $______ + $_____**/envelope or other

material + $______ (hourly rate of employee divided by 60)

x ______ minutes (actual number of minutes required to

prepare the document for mailing) $ __________

TOTAL $ __________

NOTE:

The cost for time is calculated upon the hourly rate of the lowest paid employee capable of furnishing the information, as per the Freedom of Information Statute. Hourly rate may be obtained by contacting the County Controller.

*$.05 copy cost is 1998 rate. This rate may be adjusted in the future by the County Controller.

**$.02 envelope cost is 1998 rate. This rate may be adjusted in the future by the County Controller.

ADOPTED - MAY 12, 1998

Agenda Item No. 17

Attachment

Attachment A-3

DETERMINATION OF COSTS:

REQUESTS ELIGIBLE UNDER THE FOIA STATUTE

BUT NOT MADE UNDER THE FOIA STATUTE

A) Requests for non-certified copies of County records and documents for which costs have not been established by State statute, by order of the Court, or by the County Board of Commissioners, which are eligible for provision under FOIA, but are not requested under FOIA. Cost for meeting each individual request are as follows:

50 cents/page for the first 10 pages. 20 cents/page thereafter.