Other (indicate in message) Submitted: January 11, 2021 | Updated: January 22, 2021

[See Editor’s Note](January 2021) Request for “Records Regarding NCSU’s Budget Shortfall Recoup Options Considered”

Start Date / End Date: 02/01/20 to 12/31/20

Entity: Other

Original Subject: Request for Records Regarding NCSU's Budget Shortfall Recoup Options Considered

Original Message:
“Dear NC State University Records Officer,
I am requesting copies of communications that pertain to the options considered to cover NC State University’s COVID-19-related budget shortfalls in the university’s “auxiliary units”. The records requested include, but are not limited to, emails, memos, meeting notes/minutes, video and/or audio from recorded Zoom meetings (or that from virtual meetings held over any other teleconferencing software). Readable documents like emails and meeting notes are preferred to be in pdf format, and recordings of teleconference meetings are preferred to be in mp3 or mp4 format for audio or video, respectively. I understand that some segments of these meetings were closed-session and request the recordings and notes from the open segments of those meetings.

The most relevant individuals include Chancellor Randy Woodson; staff members of the Chancellor's office (e.g., Paula Gentius and Lisa Pierson); and all members of the Chancellor's Cabinet, but of particular importance are Provost Warwick Arden and Vice Chancellor Charles Maimone.

I am also specifically requesting meeting minutes and recordings from the University Council meetings that were scheduled to have occurred on Monday, March 9, 2020; Monday, August 10, 2020; Monday, October 12, 2020; and, assuming this records request takes more than 2 weeks to fulfill, the meeting notes and recording of the meeting scheduled to occur on Monday, January 11, 2021.

If you deny any or all of this request, please cite each specific exemption you feel justifies the refusal to release the information and notify me of the appeal procedures available to me under the law.

Thank you for considering my request.”

Editor’s Note: Sunshine Request makes no claim as to the veracity of any statements or information contained in any of the requests, or public records, we receive.

Editor’s Note 01/11/21: The above submission has been revised for clarity and scope. As originally written, it was unclear what specific information the sender hopes to receive, or to which specific parties the relevant records pertain. The request we send to NCSU will read as follows:

“Hello NC State University Records Officer,

I’d like to make a three-part public records request for the following information:

[Part 1 of 3]

Please provide copies of all emails and memos sent between Chancellor Randy Woodson, Staff members of the Chancellor’s office (e.g., Paula Gentius and Lisa Pierson), all members of the Chancellor’s Cabinet, Provost Warwick Arden, and Vice Chancellor Charles Maimone, during the specific time period of 02/01/20 – 12/31/20 which pertain to the options considered to cover NC State University’s COVID-19 related budget shortfalls in the university’s “auxiliary units”. 

If possible, I’d prefer that machine readable documents like emails are received in pdf format.
————–

[Part 2 of 3] 

Please provide copies of all meeting notes/minutes, video and/or audio from recorded Zoom meetings (or from virtual meetings held over any other teleconferencing software), during the specific time period of 02/01/20 – 12/31/20 which pertain to the options considered to cover NC State University’s COVID-19 related budget shortfalls in the university’s “auxiliary units”. 

The most relevant individuals in this search should ideally include Chancellor Randy Woodson, Staff members of the Chancellor’s office (e.g., Paula Gentius and Lisa Pierson), all members of the Chancellor’s Cabinet, Provost Warwick Arden, and Vice Chancellor Charles Maimone.

If possible, I’d prefer that machine readable documents like meeting notes are received in pdf format, and that recordings of teleconference meetings are in mp3 or mp4 format for audio or video, respectively. I understand that some segments of these meetings were closed-session and I’d like to request the recordings and notes from the open segments of those meetings. 

Additionally – if any/all parts of the request are already satisfied by documents which are publicly available online, please feel free to provide a direct link to that information online instead.
————–
[Part 3 of 3]

Please provide all meeting minutes and recordings from the University Council meetings that were scheduled to have occurred on Monday, March 9, 2020; Monday, August 10, 2020; Monday, October 12, 2020; and, the meeting notes and recording of the meeting scheduled to occur on Monday, January 11, 2021.
————–

Note: If you deny any or all parts of this three-part request, please cite each specific exemption you feel justifies the refusal to release the information under NC public records law, and notify me of the appeal procedures available to me under the law.

Thank you for your assistance!”
————–

** Editor’s Note to NSCU: We know from previous experience with other records requests that, due to the scope of the request, it is possible NCSU could propose a cost of fees in order to process the request. However, it is also our understanding that 4 hours may be provided at no cost, until we will be notified of any additional potential costs. Please clarify if we have misunderstood. 

– If that is accurate, please send any responsive documents that are retrieved from the search within the 4 hours. At that time, we will indicate to the requester on our site should they wish to pursue the request further they can reach out to your office directly, or, they may submit a new / narrowed request to our site. Specifically, this is because we cannot commit to pay any fees / associated costs related to any of the requests on our site. We will note any info you provide on our site, for the requester’s future knowledge.

– If it is not possible to process the request without incurring fees, however, please let us know the potential cost, and we will ask that you please cease processing the request at that time. We will mark the request as “completed” on our site.”


Sunshine Request will not fulfill the following types of requests:

☀️ Requests that are incomplete, non-specific, or vague.

☀️ Requests that are only informational questions [rather than a specific request for public records], and requests that are not addressed to government entities.

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Status: Follow up

Activity:

  • January 22, 2021 4:16 pm

    15 hours ago

    from: Sunshine Request <[email protected]>
    to: Frederick Hartman <[email protected]>
    date: Jan 22, 2021, 4:16 PM
    subject: Re: Records Request: (January 2021) Request for “Records Regarding NCSU’s Budget Shortfall Recoup Options Considered”

     

    Good Afternoon North Carolina State University,

     

    I’m following up on this public records request sent on 1/14: (January 2021) Request for “Records Regarding NCSU’s Budget Shortfall Recoup Options Considered”

     

    Please confirm that the request has been received on your end, and if / when it will begin being processed. Please provide a timeline or rough estimate as to when the request will be completed, and I will follow up around the time you specify.

     

    In any case, I’ll plan to follow up again in early February if I have not heard back before then.

     

    Thank you for your assistance!


    Status: Follow up
  • January 14, 2021 1:20 pm

    1 week ago

    from: Sunshine Request <[email protected]>
    to: Frederick Hartman <[email protected]>
    date: Jan 14, 2021, 1:20 PM
    subject: Records Request: (January 2021) Request for “Records Regarding NCSU’s Budget Shortfall Recoup Options Considered”

     

    Good afternoon North Carolina State University,

     

    Happy New Year!

     

    We’ve received a new request through our website Sunshine Request (www.sunshinerequest.com) for information that may be available in your office.

     

    If you are not the appropriate contact, please let us know who to get in touch with instead. If you could please give us a rough estimate of when you think this request will be completed, we will plan on following up at the end of the month if we don’t hear back before then.

     

    Here are the details of the request:

     

    Subject: (January 2021) Request for “Records Regarding NCSU’s Budget Shortfall Recoup Options Considered”

     

    Message:
    “Hello NC State University Records Officer,

     

    I’d like to make a three-part public records request for the following information:

     

    [Part 1 of 3]

     

    Please provide copies of all emails and memos sent between Chancellor Randy Woodson, Staff members of the Chancellor’s office (e.g., Paula Gentius and Lisa Pierson), all members of the Chancellor’s Cabinet, Provost Warwick Arden, and Vice Chancellor Charles Maimone, during the specific time period of 02/01/20 – 12/31/20 which pertain to the options considered to cover NC State University’s COVID-19 related budget shortfalls in the university’s “auxiliary units”.

     

    If possible, I’d prefer that machine readable documents like emails are received in pdf format.
    ————–

     

    [Part 2 of 3]

     

    Please provide copies of all meeting notes/minutes, video and/or audio from recorded Zoom meetings (or from virtual meetings held over any other teleconferencing software), during the specific time period of 02/01/20 – 12/31/20 which pertain to the options considered to cover NC State University’s COVID-19 related budget shortfalls in the university’s “auxiliary units”.

     

    The most relevant individuals in this search should ideally include Chancellor Randy Woodson, Staff members of the Chancellor’s office (e.g., Paula Gentius and Lisa Pierson), all members of the Chancellor’s Cabinet, Provost Warwick Arden, and Vice Chancellor Charles Maimone.

     

    If possible, I’d prefer that machine readable documents like meeting notes are received in pdf format, and that recordings of teleconference meetings are in mp3 or mp4 format for audio or video, respectively. I understand that some segments of these meetings were closed-session and I’d like to request the recordings and notes from the open segments of those meetings.

     

    Additionally – if any/all parts of the request are already satisfied by documents which are publicly available online, please feel free to provide a direct link to that information online instead.
    ————–
    [Part 3 of 3]

     

    Please provide all meeting minutes and recordings from the University Council meetings that were scheduled to have occurred on Monday, March 9, 2020; Monday, August 10, 2020; Monday, October 12, 2020; and, the meeting notes and recording of the meeting scheduled to occur on Monday, January 11, 2021.
    ————–

     

    Note: If you deny any or all parts of this three-part request, please cite each specific exemption you feel justifies the refusal to release the information under NC public records law, and notify me of the appeal procedures available to me under the law.

     

    Thank you for your assistance!”
    ————–

     

    ** Editor’s Note to NSCU: We know from previous experience with other records requests that, due to the scope of the request, it is possible NCSU could propose a cost of fees in order to process the request. However, it is also our understanding that 4 hours may be provided at no cost, until we will be notified of any additional potential costs. Please clarify if we have misunderstood.

     

    – If that is accurate, please send any responsive documents that are retrieved from the search within the 4 hours. At that time, we will indicate to the requester on our site should they wish to pursue the request further they can reach out to your office directly, or, they may submit a new / narrowed request to our site. Specifically, this is because we cannot commit to pay any fees / associated costs related to any of the requests on our site. We will note any info you provide on our site, for the requester’s future knowledge.

     

    – If it is not possible to process the request without incurring fees, however, please let us know the potential cost, and we will ask that you please cease processing the request at that time. We will mark the request as “completed” on our site.”

     

    Sunshine Request makes no claim as to the veracity of any statements or information contained in any of the requests, or public records, we receive.

     

    Thank you!
    Sunshine Request


    Status: Sent to Government
  • January 11, 2021 7:10 pm

    1 week ago

    Submitted to Sunshine Request
    Status: Pending