11/30/2020 update: Still no agenda posted.
Subject: University of Oregon Office of Public Records 2021-PRR-133
Date: November 17, 2020 at 1:32:31 PM PST
Dear Mr. Harbaugh:
The University of Oregon, Office of Public Records has received your public records request for “Copies of emails and attachments sent from the Board Secretary’s office to the Trustees giving updates on UO and on Board business, from Jan 1 2019 to the present. Specifically… general emails sent to the entire board or to an entire committee(s), not emails to or from individual trustees”, made 10/20/2020.
On 11/12/2020, the office received your email agreeing to exclude logistical emails (i.e. scheduling) or simple forwards of UO announcements. Please be aware that, even with these restrictions, the volume of responsive records is still quite high. The Board Secretary’s office sends email to the Board every two to three weeks, with multiple attachments. The Board is also provided with any communication from the public, as well as any audits that have been completed. While the office expects the majority of the records to be non-exempt, the materials will need to be reviewed for personal privacy (192.355(2)), security measures (192.345(23)), or other such exemptions.
The university has received your request for a fee waiver for these records. The decision to waive or reduce fees is discretionary with the public body. After considering your request, the office does not consider that the totality of the circumstances you presented meets the standard for a fee waiver.
Given the above, the office estimates the actual cost of responding to your request to be $348.52. Upon receipt of a check made payable to the University of Oregon in that amount, the office will proceed to locate, copy, and provide the records you have requested that are not exempt from disclosure. Your check may be sent to the attention of Office of Public Records, 6207 University of Oregon, Eugene, OR 97403-6207. Please note that if the cost of preparing the documents for you is less than the estimate, we will refund the difference. If the cost of preparing the records for you exceeds the estimate, however, you may be charged for the difference. Following is an outline of how costs are determined. The office charges a copy fee of 25 cents per page. The office also charges for the actual cost of making public records available. The charge includes, but is not limited to, staff costs for locating, gathering, summarizing, compiling, reviewing, tailoring or redacting the public records to respond to a request. The charge may also include the cost of time spent by an attorney in reviewing the public records, redacting material from the public records, or segregating the public records into exempt and nonexempt records. The cost of time for each employee is calculated by multiplying the employee’s hourly wage calculation (including benefits expenses) by the hours or portions thereof necessary to locate, gather, summarize, compile, tailor, review, redact, segregate, certify or attend the inspection of the public records requested. Thank you for contacting us with your request.