TEXAS DEPARTMENT OF STATE HEALTH SERVICES

P.O. Box 149347

Austin, Texas 787 14-9347
l-888.963-7 I I I
DAVID L. LAKEY, M.D. TTY: l-800-735-2989
COMMISSIONER www.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 same
request) 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 dated
April2l, 2009 (which you withdrew and reissued on April 28,2ffi9) for information regarding
the Local Survey Results at the Secondary Schooi Level, I have escalated the processing of your
subsequent requests to our Information Services Director, Mimi Martinez McKay. Please
consider her as your point of contact for these and all future requests for open records from this
division. she can be reached at mimi.mckav@dshs-state.tx.,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 request
may 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 the
billing form):

Cash Receipts Branch, MC 2003

Department of State Health Services
Attn: Mimi Martinez McKav
P.O. Box 149347
Austin, TX78714-9347

If you provide only a written response regarding the charges, but do not send money, please use
the following return address to send your reply (and enclose a copy of the billing form):

An Equal Employment Opportunity Employer and Provider

 Name of the Addressee
DATE
Page2

Mental Health and Substance Abuse services Division, MC 20g3

Department of State Health Services
Atrn: Mimi Martinez McKay
P.O. Box t49347
Austin, TX7g7t4-9347

You must return a copy of the billing form with your response or payment so that
notification of
a resPonse or payment is sent to the corect DSHS program by mailroom
or cash receipts office
personnel.

If you have questions estimate/statement of charges, please contact Ms. McKay.

Sincerely,

Michael D. Maples,
Assistant Commissioner
Mental Health and Substance Abuse Division
Department of State Health Services

Anachment A: Open Records Request Status Report

Attachment B: Estimate of charges for April 2g and 29, zoag requesrs

An Equal Employment Opportunity Employer and provider

This nrmorandum must be used for requcsts for public inlormalion totaling moro ihan $40. AtlNch bilting form showing itemized chargcs.

W
*} rExns DEPARTMENT OF STATE HEALTH SERVICES
PUBLIC RECORDS CHARGES
be X 'ffffi{*n* BILLING FORM MEMORANDUM
Name of Requestor: Crlig JohnSon
+Date Mailed; E-Mailed;
Faxed:
The departmen t ac knowledges rec"i pG?!il."q uest [or:

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 arnount s
indicated; explaining how to narrow the scope of your reque$t; or stating lhar you filed a complainr with the Open Records Division of th
Office of the Attorney General alleging that you have been overcharged. If a deposit is required, you must pay the deposit rn accordanc
with the instructions below. Your written statement must include the method by which we should correspond with you regarding yot
request: U.S.mail,facsimile(fax),orE-mail. Itisyourchoicewhattypeofaddresstoprovide,howeveraU,s.mailingaddressisrequesre
because most records, due to volume, must be mailed. You must provide the complete address or fax number for whatever mode <
communication you choose. If the department does not receive your written response to this stafement within l0 business days fror
the date listed above, your requ€st 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%. lf
charges exceed thefirst 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 be
processed. 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.
Copies of previous billing statements are attached.
X DSHS will bill you for rhe final amounr.

For final billing statements:

! 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 at
fi free ofcharge or at a lower cost through a review
of the documents, Please contact Mimi McKav at DSHS, phone 512-2M-5804

Mailing Instructions:

You may deliver your written response and (Name of contact person at
your deposit or remittance to: DSHS) See address information in attached cover letter.
(Location) 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 of
this 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:) 206-4589
P|easemailanyremittancesordepositsdueunderseparatecovertotheadd."ss
wiih a copy of this statement and the attached billing form. Make all checks payable to the Department of State Healin
Services.

You may E-mail your written response ro this E-mail address: _lvli mi.McKay @dshs.srate.rx. us
P|easeinc|udetherequestor'sname,adescriptionoftheinformationbeingsoughi"ffi"a
charges. Mail any remittsnces or deposits due under separate cover with a copy of this statement and the attached billing
 DEPARTMENT OF STATE HEALTH SERVICES
PUBLIC RECORDS CHARGES
ffi.1,'ii.1ft|,-**., BILLING FORM

DSHS Program MHSA Budget No. Fund No. 000[ Activity Code 001
FI0000
Description of Information Information on Texas School Surve on Dru and Alcohol Use (1988-1994
Name of Roquestor: Johnson For DSHS Use Only:
Agency/Company:
Method of Paymenr:
Address l0l2 Staffordshire Drive I Cash
Carrollton, Texas 75A07 ! Check
Telephone No.

Standard Paper Copies 3lE pes

Nonstandard Copies
@ $.10/ea. $ 31.80
-Diskette @ $1.00/ea. $
-Magnetic Tape (actual cost)
-Data Cartridge
-Tape Cartridge
(actual cmt)
(actual cost) n---
T--
$

-Rewritable CD (CD-RW)
-Non-rewritable CP (CD-R)
-VHS Videocassetde
@ $1.00 lea.
@ $1.00/ea.
@ $2.50/ea.
r--
-Digital Video Disc (DV.p)
-JAZ Drive
@ $3.001ea.
(actual cost)
T-
T-
-Audiocassette
-Oversize Paper
@ $1.00/ea.
$ '50/ea.
T--
-Specialty Paper (actual cost) :. $
'Other Electronic Media (actual cost)
-@ $
Personnel Charges
Programming Personnel Charge
lSrhrs @ $15.00/hn T2To.od-
$28.50/hr.
Overhead Charges (20Vo oIToJal Personnel Charge)
--$
s4.00
Microfiche and Microfilm Charge (actual cost)
Remote Document Retrieval Charge -@
(actual cost)
Computer Resource Charges
.Mainframe @ $10.00/CPU min. $
.Mid-size
$LSO/CPU min. s
-Client/Server @ $2.20/clock hr. $-
Postage/Shipping Charges
-PC or LAN
-@
(actual
$l.0Olclock hr.
cost)
T--
$.-
Photographs (actual
-@ cost)
Maps
Miscellaneous Supplies
(actual cost) $-
Fax Charges:
(actual
(long distance actual
cost) $-
Other Charges: (actual cost) Description:
cost, if known) $-
TOTAL CHARGES: (Charges may exceed first
estimate is not sent.) "st@
$3ss.80
Deposit
Less $
I.I'INAL AMOUNT DUE $
Signature of DSHS Agenr:
Print Agent's Name: Mimi McKay
Please follow instructions for the return address
Note: selcs rq nor appricabre on pubric rec-ords. when paymenr is rcquired in
!i
advance of providtng the pubric inforrmlion, fairurt of the reqqesror to pay the costs of in the attached cover letter.
lhc copies within l0 business days of notirrcarlon of the estirmted .osrr, o. . ronger
period of tinre if grauted by the program, wilt be considered witharawai of "rrr" -
Select the appropriate return address.
"
Attachment A

C. Johnson: Open Records Request Status Report

6 May 2009

Request #1, April ZlrZ0Ag

I need to obtain thefollowing information items (l -
3)from rhe part I Local survey
Results at the secontlary school ltvel protluceclfor
the Texas school survey on Drug and Alcohor dse, coverig
,ii t"tr*
list of school districts Jbr
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 by
Grade - 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
 -- Rowtcl Rock ISD, Williamson County
-- Georgetown ISD, Williamson County

Status: The boxes that werc believed to contain the responsive information were
located 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 local
school district Texas School Surveys of Substance Use and DSHS can confirm
these boxes contain documents responsive to this request.

An estimate of the costs associated for staff to retrieve/produce copies of

these documents is included here (see Attachment B). Upon review of these
charges, please let us know if you wish for us to proceed with this request

Request #2, April 21

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

Request #3, April 28

I also need to obtain the following information items (l - 3) from the Part I Local Survey
Results at the Secondary School Level producedfor the below list of school districtsfor
the 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 - All
Students"

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

-- 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 April

2ltt.

April29-
Please proviele the local survey datafor the school districts that participated in the
statewide Texas School Survey of Substance Use for years Ig88-1994.

Status: This appears to be a restatement of the requests received on April 21 and

April2Sth.

Request #4, Apnil30

I need to obtain all documentation authorizing and conftrming the dispasal of the
requested 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 the
retention period expiredfor the requested survey data,

Status: This information is available at

http://www. dshs.state.tx.us/records/schedules.shtm.

The documentation that I am requesting should show the name of the person who
authorized the disposal of the survey data (including their fficial staff position and
department), the date that authorization took place, the disposal date and location where
the documents were disposed.

Status: Please see above,

 Request #5 5/f
I would like to obtain all of the actual hord copies of each Texas School Survey of Drug
atttl AIcohoI Use covering years )988 through i,995 that DSHSposse.e.r€s if your agency
has no foreseeable use for them.

Status: The only copy of records cannot be given away even if the records have met
their retention period for these reasons:
a. Retention period of Open Records Requests - the rctention period of
Public rnformation Requests - Not Exempted (aka open Records
Requests - Approved) is AC+l vear (Ac=date requesr fulfilled).
' b. When records have met their retention period state agency staff are
REQUIRED to document the destructlon of state records [legal citation:
13 TAC 96.8
rntp:ttinro.sos.stat
it=&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 Government

Code 441.191
http:/ltlo2.tlc.stale. tx. u s/qtarutes/docs/GV/content/htm/ev.0q4.00.00M4 1.0
0.htmf,441.191.00]

Sec. 441.191. ALIENATION OF STATE RECORDS

PROHIBITED. (a) A state record may not be sold or donared, loaned,
transferred, or otherwise passed out of the custody of the state by a state
agency without the consent of the director and librarian.

Request #6,D,(ay 2
I need. to obtain all of the actual hard copies of eachTexas School Survey of Drug awl
Alcohol Use covering years 1988 through 1995 that DSHS por.ses^eer. pleaie infirm me
what the cost will be, if any, to obtain these documents.

Status: See status for request #5

If there is a cost, I am also interested in viewing the documents on site antl what
arrangements can be made.

Status: There is no cost associated with viewing documents on site. There will
be a cost for copies.
I also need to obtain a list of all local school districts that participated in the Texas
School Survey of Drug and Alcohol lJse during years 1988 throigh 1995, certifietl by the
Texas Commission on Alcohol and Drug Abuse

Status: Attached

Request #l 514
Please note that I also requested Denton ISD secondary school survey results in atldition
to the larger list l provided you

Status: This request has been rolled into Request #1.

 TCADALST.XLS

CUMULATTIVE LtSf OF TH AT P A RT I CIPAT ED'A' D'STR'C T

rE)cAs scHoot suRyEy

Diqlrict Namq otit ro* Egq resg, 1900 l,eel lse? 1993 1994 1s.95 lef
109-901 12
095-901 I 17 ',

221-961 14 I ' s s
014-901 12 E/Si E/S
I 18o-g03, t6 '

Agua Dulce 178-gO1 2 E/S

Alamo Heights or+soi
rzgo-eoo
zo . :

Alba-Golden z ,

'.
Albany 209-901 , 14 l

Aldine 101-SO2 4
184-907 11 E/S E/S , : EiS
125-901 2 EIS E
101-903 4, I ' i
Allamoore irs-so+' p :-
Allen 043-e01 ib'
',6: Els:
I .elsl
'

'S i els: ,E/s

Allen Academy 021-181
7 'i '
242-€s4t 16 1

o22-W1
'037-90118
| ". E/S'
Allo l

' 126-g01, 11' ;

E/s
Alvin o2o-soi'+ elsieis-eisielsi s 'HS
Alvord 24S-901r 11 I ; S .

Amarillo 188-901 :16;s E/S els" 'Els

"
tag-too'
' 140-gof to
Diocese
Amherst 1i ', I

036-901 4 ' E/s E/S - E/S'

hiro 093-90i'6' 'E/S
E/S sS
oo2-90'i" 18 ,, fls , E/S i-'
, ozo-soi 4 -'
Andrews
An$teton E/S
Anna 043-902" 10
I

e1s
" ':
Anson tz1-oot
071-906: 19
. 14'
,
E/s
E/S
Anton 110-901 17
Apple Springs 228-905 6
Aquilla '1oa-gtz'12 E/s
-OO+-SO1,Z -g, Iels
Aransas County e/S, I
1 2'
,

Aransas Pass 205-9ol

Archer Cifr 005-901 gi . i'
ili-il; 11 I , E/s"E/s:ers '

-s' s is,
s
Arllngton 2i6-601' tt : s E/s
Arp 212-gO1 7
Asherton 064-901 20
Aspermont 217-gO1 14 US E/S
Athens 107-901 i '
Ailanta 034-901 :t ,
l

Aubrey o6i-907 't1 's s ESS

E/S -
E/s
Austin 221-561' 13 E/S E/S
Austin DioCese 227-10A 13

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