DSHS_2009 May 7_Response From Assistant Commissioner Michael Maples to Mr. Johnson's May 4th Complaint

8/14/2019 DSHS_2009 May 7_Response From Assistant Commissioner Michael Maples to Mr. Johnson's May 4th Complaint

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TEXAS DEPARTMENT OF STATE HEALTH SERVICES

DAVID L. LAKEY, M.D.COMMISSIONER

P.O. Box 149347Austin, Texas 787 14-9347l-888.963-7 I I ITTY: l-800-735-2989www.dshs.state.tx.us

May 7,2009

Dear Mr. Johnson,Pursuant to your open records request dated April 28 and April 29 (which appears to be the samerequest) asking for information from the Mental Health and Substance Abuse Services Division,please be assured that we are processing each request as thoroughly as possible.Since it has come to my attention that we made an error in relation to your request datedApril2l, 2009 (which you withdrew and reissued on April 28,2ffi9) for information regardingthe Local Survey Results at the Secondary Schooi Level, I have escalated the processing of yoursubsequent requests to our Information Services Director, Mimi Martinez McKay. Pleaseconsider her as your point of contact for these and all future requests for open records from thisdivision. she can be reached at [email protected].,u_s or 512-206-5804.Enclosed please find an estimate of charges associated with the above-referenced requests.Please note the deadlines associated with responding to the charges. Withdrawal of your requestmay occur if a deadline is not met.If you wish to modify your request, please do so in writing.If sending money to DSHS, please use the following return address (and enclose a copy of thebilling form):

Cash Receipts Branch, MC 2003Department of State Health ServicesAttn: Mimi Martinez McKavP.O. Box 149347Austin, TX78714-9347If you provide only a written response regarding the charges, but do not send money, please usethe following return address to send your reply (and enclose a copy of the billing form):

An Equal Employment Opportunity Employer and Provider


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Name of the AddresseeDATEPage2

Mental Health and Substance Abuse services Division, MC 20g3Department of State Health ServicesAtrn: Mimi Martinez McKayP.O. Box t49347Austin, TX7g7t4-9347You must return a copy of the billing form with your response or payment so that notification ofa resPonse or payment is sent to the corect DSHS program by mailroom or cash receipts officepersonnel.If you have questions estimate/statement of charges, please contact Ms. McKay.Sincerely,

Michael D. Maples,Assistant CommissionerMental Health and Substance Abuse DivisionDepartment of State Health ServicesAnachment A: Open Records Request Status ReportAttachment B: Estimate of charges for April 2g and 29, zoag requesrs

An Equal Employment Opportunity Employer and provider


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This nrmorandum must be used for requcsts for public inlormalion totaling moro ihan $40. AtlNch bilting form showing itemized chargcs.W *} rExnsbe X 'ffffi{*n*Name of Requestor: Crlig JohnSon+Date Mailed; E-Mailed;Faxed:

The departmen t ac knowledges rec"i pG?!il."q uest [or:

! Your records are now availableJemittance must be stbrnitted to DSHS in fuf .before rhe records will be released ro you,We will hold the records for I l0 business days from date listed above D-.

business days from dare listed above.Additional informstion:X For your reference, the information you are seeking may be found: I on Internet atfi free ofcharge or at a lower cost through a reviewof the documents,

Mailing Instructions:You may deliver your written response andyour deposit or remittance to:

Please contact Mimi McKav at DSHS, phone 512-2M-5804

Please select the appropriate mailing address.You may Iggil your written nespons or payment to the address indicated in the attached cover letter. Please include a copy ofthis statement and the attached billing form. Make all checks payable to the Department of State Health Services.

You may fax your written response to fax number: (Area code:) 512 (Number:) 206-4589P|easemailanyremittancesordepositsdueunderseparatecovertotheadd."sswiih a copy of this statement and the attached billing form. Make all checks payable to the Department of State HealinServices.You may E-mail your written response ro this E-mail address: _lvli mi.McKay @dshs.srate.rx. usP|easeinc|udetherequestor'sname,adescriptionoftheinformationbeingsoughi"ffi"acharges. Mail any remittsnces or deposits due under separate cover with a copy of this statement and the attached billing

DEPARTMENT OF STATE HEALTH SERVICESPUBLIC RECORDS CHARGESBILLING FORM MEMORANDUM

Type of Public Information Rbquested Information on Texas School Survey on Drug and Alcohol Use(1e88-1?e4).You must respond in writing within 10 business days from the date listed above, expressing your willingness to pay the arnounindicated; explaining how to narrow the scope of your reque$t; or stating lhar you filed a complainr with the Open Records Division oOffice of the Attorney General alleging that you have been overcharged. If a deposit is required, you must pay the deposit rn accordawith the instructions below. Your written statement must include the method by which we should correspond with you regarding request: U.S.mail,facsimile(fax),orE-mail. Itisyourchoicewhattypeofaddresstoprovide,howeveraU,s.mailingaddressisrequesrbecause most records, due to volume, must be mailed. You must provide the complete address or fax number for whatever modcommunication you choose. If the department does not receive your written response to this stafement within l0 business days fthe date listed above, your requst will be considered withdrawn.For estimated statements: The estimated amount is listed on the attached form. Charges may exceed the first estimate by up to 20%. lcharges exceed the first estimate by over 207o, an updated estimate wilt be provided.tr A deposit in the amount of $266.85 is required within l0 business days from above date before your requestcan beprocessed. If deposit is not paid within l0 business days from the above *date,

rhis is because E your cuffenr request $ii:":111TJ;;3*to"i5;Tili:;l;,ious unpaid reque$rs exceeding $r00.X DSHS will bill you for rhe final amounr.

For final billing statements:Copies of previous billing statements are attached.

(Name of contact person atDSHS)(Location) See address information in attached cover letter.


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ffi.1,'ii.1ft|,-**.,DSHS Program MHSA

DEPARTMENT OF STATE HEALTH SERVICESPUBLIC RECORDS CHARGESBILLING FORMBudget No.FI0000Description of Information Information on Texas School Surve on DruName of Roquestor:

Agency/Company: JohnsonAddress l0l2 Staffordshire DriveCarrollton, Texas 75A07Telephone No.

Standard Paper CopiesNonstandard Copies -Diskette-Magnetic Tape-Data Cartridge-Tape Cartridge-Rewritable CD (CD-RW)-Non-rewritable CP (CD-R)-VHS Videocassetde-Digital Video Disc (DV.p)-JAZ Drive-Audiocassette-Oversize Paper-Specialty Paper'Other Electronic MediaProgramming Personnel Charge

3lE pes @ $.10/ea. $ 31.80@ $1.00/ea. $(actual cost)(actual cmt)(actual cost)@ $1.00 lea.@ $1.00/ea.@ $2.50/ea.@ $3.001ea.(actual cost)@ $1.00/ea.

Fund No. 000[ Activity Code 001and Alcohol Use (1988-1994

Personnel ChargesOverhead ChargesMicrofiche and Microfilm ChargeRemote Document Retrieval ChargeComputer Resource Charges .Mainframe.Mid-size

-Client/Server-PC or LANPostage/Shipping ChargesPhotographsMaps

Miscellaneous SuppliesFax Charges:Other Charges: (actual cost)TOTAL CHARGES: Description:

Mimi McKay

(Charges may exceed first "st@stimate is not sent.)

-@$ '50/ea.:. (actual cost)(actual cost)lSrhrs @ $15.00/hn

-@$28.50/hr.(20Vo oIToJal Personnel Charge)(actual cost)

(actual cost)@ $10.00/CPU min.

-@$LSO/CPU min.

@ $2.20/clock hr.

-@$l.0Olclock hr.(actual cost)(actual cost)(actual cost)(actual cost)(long distance actual cost, if known)

$n---T--r--T-T-T----

$$T2To.od-$ s4.00

$s$-T--$.-$-$-$-

Signature of DSHS Agenr:Print Agent's Name:Note: selcs rq !i nor appricabre on pubric rec-ords. when paymenr is rcquired inadvance of providtng the pubric inforrmlion, fairurt of the reqqesror to pay the costs oflhc copies within l0 business days of notirrcarlon of the estirmted .osrr, o. . rongerperiod of tinre if grauted by the program, wilt be considered " witharawai of "rrr"

$3ss.80

-

Less Deposit $I.I'INAL AMOUNT DUE $Please follow instructions for the return addressin the attached cover letter.Select the appropriate return address.

For DSHS Use Only:Method of Paymenr:I Cash! Check


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Attachment AC. Johnson: Open Records Request Status Report6 May 2009

Request #1, April ZlrZ0AgI need to obtain thefollowing information items (l - 3)from rhe part I Local surveyResults at the secontlary school ltvel protluceclfor ,ii t"tr* list of school districtsJbrthe Texas school survey on Drug and Alcohor dse, coverig yror, Iggg through Igg4.I ) Table 5, "ln the past 30 days, have you smoked cigarettes?,,.

2) Ta.ble Bl ontb "prevarency and Recency of use of serectetl substances byGrade - All Students,,3) Frequency Tables eI through eIL"-- EI Paso ISD, El paso County-- Ysleta ISD, EI paso Coutty-- Garland ISD, Dallas Counn-- Grand prairie ISD, Dallasbourry-- Irving ISD, Dallas County-- Fort Worth ISD, Tarrant CounN-- Arlington ISD, Tarrant Countv-- Grapevine-Colleyville ISD, Tirrant CounN-- McAllen ISD, Hidalgo County-- Plano ISD, Coilin County-- Allen ISD, Collin County-- Inke Dallas ISD, Denton County-- Ector County ISD, Ector County-- Midland ISD, Midland County-- Lubbock ISD, Lubbock Counry-- San Angelo ISD, Tom Green County-- Waco ISD, McLennan County-- Austin ISD, Travis County


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-- Rowtcl Rock ISD, Williamson County-- Georgetown ISD, Williamson CountyStatus: The boxes that werc believed to contain the responsive information werelocated in an off-site warehouse and arangements made to bring these to DSHS.They have been examined by DSHS staff with knowledge of Texas A&M's localschool district Texas School Surveys of Substance Use and DSHS can confirmthese boxes contain documents responsive to this request.An estimate of the costs associated for staff to retrieve/produce copies ofthese documents is included here (see Attachment B). Upon review of thesecharges, please let us know if you wish for us to proceed with this request

Request #2, April 21I need to obtain the Methodology Report and Validity Analysis for each statewide TexasSchool Survey of Substance Use, covering years of 1988-1995.Status: Please let us know if DSHS needs to take further action on this request atthis time.

Request #3, April 28I also need to obtain the following information items (l - 3) from the Part I Local SurveyResults at the Secondary School Level producedfor the below list of school districtsforthe Texas School Survey on Drug and Alcohol [Jse, covering years 1988 through 1994.I ) Table 5, "ln the past 30 days, have you smoked cigarettes?".2) Table BI 8"b, "Prevalency and Recency of tJse of Selected Substances by Grade - AllStudents"3) Frequency Tables QI through QI|.-- El Paso ISD, El Paso County-- Ysleta ISD, El Paso County-- Garlanrl ISD, Dallas County-- Grand Prairie ISD, Dallas County-- Irving ISD, Dallas County-- Fort Worth ISD, Tarrant County-- Arlington ISD, Tarrant County-- Grapevine-Colleyville ISD, Tarrant County-- McAllen ISD, Hidalgo County


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-- Plano ISD, Collin County-- Allen ISD, Collin County-- Lakc Dallas ISD, Denton County-- Ector County ISD, Ector County-- Midland ISD, Midland County-- Lubbock ISD, Lubbock County-- San Angelo ISD, Tom Green County-- Waco ISD, Mcl*nnan County-- Austirz ISD, Travis County-- Round Rock ISD, Williamson County-- Georgetown ISD, Williamson County

Status: This appears to be requesting the same information as requested on April2ltt.April29-Please proviele the local survey datafor the school districts that participated in thestatewide Texas School Survey of Substance Use for years Ig88-1994.

Status: This appears to be a restatement of the requests received on April 21 andApril2Sth.Request #4, Apnil30I need to obtain all documentation authorizing and conftrming the dispasal of therequested survey data.

Status: The requested survey data has not been disposed.I also need to obtain a copy of the Records Retention Schedule showing when theretention period expiredfor the requested survey data,

Status: This information is available athttp://www. dshs.state.tx.us/records/schedules.shtm.The documentation that I am requesting should show the name of the person whoauthorized the disposal of the survey data (including their fficial staff position anddepartment), the date that authorization took place, the disposal date and location wherethe documents were disposed.

Status: Please see above,


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Request #5 5/fI would like to obtain all of the actual hord copies of each Texas School Survey of Drugatttl AIcohoI Use covering years )988 through i,995 that DSHSposse.e.rs if your agencyhas no foreseeable use for them.Status: The only copy of records cannot be given away even if the records have mettheir retention period for these reasons:a. Retention period of Open Records Requests - the rctention period ofPublic rnformation Requests - Not Exempted (aka open RecordsRequests - Approved) is AC+l vear (Ac=date requesr fulfilled).' b. When records have met their retention period state agency staff areREQUIRED to document the destructlon of state records [legal citation:13 TAC 96.8rntp:ttinro.sos.statit=&p rlqe&p tloc=&p ploc=&pg=l&p tac=&ti=13&pt=l&ch=6&il=E)l

b) Final disposition of state records must ensure that:(3) the final disposition of records is documented by the stare agency.c. State law prohibits the alienation of state records: [Texas GovernmentCode 441.191http:/ltlo2.tlc.stale. tx. u s/qtarutes/docs/GV/content/htm/ev.0q4.00.00M4 1.00.htmf,441.191.00]

Sec. 441.191. ALIENATION OF STATE RECORDSPROHIBITED. (a) A state record may not be sold or donared, loaned,transferred, or otherwise passed out of the custody of the state by a stateagency without the consent of the director and librarian.Request #6,D,(ay 2I need. to obtain all of the actual hard copies of eachTexas School Survey of Drug awlAlcohol Use covering years 1988 through 1995 that DSHS por.ses^eer. pleaie infirm mewhat the cost will be, if any, to obtain these documents.

Status: See status for request #5If there is a cost, I am also interested in viewing the documents on site antl whatarrangements can be made.

Status: There is no cost associated with viewing documents on site. There willbe a cost for copies.


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I also need to obtain a list of all local school districts that participated in the TexasSchool Survey of Drug and Alcohol lJse during years 1988 throigh 1995, certifietl by theTexas Commission on Alcohol and Drug AbuseStatus: Attached

Request #l 514Please note that I also requested Denton ISD secondary school survey results in atlditionto the larger list l provided youStatus: This request has been rolled into Request #1.


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CUMULATTIVE LtSf OFDiqlrict Namq

THAT PA RT CIPAT ED'A' D'STR'C TrE)cAs scHoot suRyEyotit ro* Egq resg, 1900 l,eel lse? 1993 1994 1s.95 lef109-901 12095-901 I 17 '221-961 14 I ' s s

064-901 20217-gO1 14 US E/S107-901 i034-901 :t ' ,o6i-907 't1 's s E/s221-561' 13 E/S227-10A 13

014-901 12 E/S E/SI 18o-g03, t6 i '178-gO1 2 E/Sor+soi zo . :rzgo-eoo z ,209-901 , 14 '. l101-SO2 4184-907 11 E/S E/S , : EiS125-901 2 EIS E101-903 4, I ' iirs-so+' p :-'043-e01 ib' Els: .elsl els ,E/s021-181 ',6: I 'S i ' : '242-s4t 16 7 i 1o22-W1 18'037-901 . E/S' l' 126-g01, 11' | " ;o2o-soi'+ elsieis-eisielsi s E/s 'HS24S-901r 11 I ; S .188-901 :16;s E/S els" 'Els" tag-too' to' 140-gof 1i ', I036-901 4 ' E/s E/S E/S'093-90i'6' - 'E/S E/S sSoo2-90'i" 18 ,, fls , E/S i - ', ozo-soi 4 -' E/S I043-902" 10 e1s " ':tz1-oot . 14' E/s071-906: 19 , E/S110-901 17228-905 6'1oa-gtz'12 E/s -g, IelsOO+-SO1,Z e/S, I ,205-9ol 1 2 '005-901 gi . i' 'ili-il; 11 I E/s"E/s:ers is, s2i6-601' tt : s , - s ' s E/s212-gO1 7

Agua DulceAlamo HeightsAlba-GoldenAlbanyAldine

AllamooreAllenAllen Academy

AlloAlvinAlvordAmarillo DioceseAmherst

hiroAndrewsAn$tetonAnnaAnsonAntonApple SpringsAquillaAransas CountyAransas PassArcher CifrArllngtonArpAshertonAspermontAthensAilantaAubreyAustinAustin DioCese

lESSE/S - E/S

TCADALST.XLS

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Documents

DSHS_2009 May 7_Response From Assistant Commissioner Michael Maples to Mr. Johnson's May 4th Complaint