Warren-Newport Public Library District Lake County, Illinois Board of Trustees Policy 4030 Illinois Freedom of Information Act [5 ILCS 140/1] Adopted: June 13, 2006 Reviewed/Revised: September 16, 2008; January 19, 2010; October 16, 2012; July 16, 2013; July 15, 2014; December 15, 2014; June 16, 2015; July 19, 2016; July 18, 2017; September 17, 2018; September 17, 2019; August 18, 2020; August 24, 2021; January 18, 2022; July 19, 2022; July 18, 2023 ARTICLE 1. LIBRARY DESCRIPTION Section 1.01 Purpose The purpose of Warren-Newport Public Library District (WNPLD) is to provide materials and services for the recreational, social, informational, and educational needs of the community. Section 1.02 Budget and Funding The total amount of the WNPLD operating budget for FY 2023-2024 is $9,566,921. Funding sources are property and personal property replacement taxes, state and federal grants, fees, and donations. Tax levies are: • Corporate purposes (for general operating expenditures) • IMRF (for employees’ retirement and related expenses) • Social Security (for employees’ FICA costs and related expenses) • Audit (for annual audit and related expenses) • Building, Sites & Maintenance (for maintaining the building and grounds) • Tort Liability (for insurance premiums, risk management, attorneys’ fees and related expenses, unemployment, and worker’s compensation insurance) • Working Cash (for internal loans [no longer levied]) • Debt Service (for bond and interest payments [abated annually]) Section 1.03 Location The office is located at this address: 224 North O’Plaine Road, Gurnee, Illinois 60031. Section 1.04 Employees The following numbers of persons are employed by WNPLD. An organizational chart is attached. Full-time: 38 Part-time: 47 Section 1.05 Responsibility The Board of Trustees of the Warren-Newport Public Library District exercises control over the policies and procedures of the Library District. The Board usually meets monthly on the first Tuesday of the month for Committee of the Whole and on the third Tuesday of the month for 1. Direct the request to Ryan Livergood, FOIA Officer. 2. Information and records may be requested in person, in writing, or electronically. For convenience, the attached form can be used. 3. Specify the records requested to be disclosed for inspection, to be copied, or to be furnished in electronic format. Specify which, if any, records should be certified. 4. Reimburse WNPLD for the cost of reproducing records in excess of fifty (50) pages and/or for certifying records. There is no charge for the first fifty (50) pages copied in “letter size” or “legal size” black-and-white format. Charges for copies in another size and/or in color are $1.00 per page, which is not more than the Library District’s actual cost for reproducing the records. Charges for certified records are $1.00 per page to reimburse WNPLD for the actual costs for certifying the records. • Monthly Financial Statements • Annual Receipts and Disbursements Reports • Budget and Appropriation Ordinances • Levy Ordinances • Operating Budgets • Annual Audits Regular Board Meetings. Both meetings are held in the Library at 7:00 p.m. The members of the Board of Trustees are George Kotsinis, President; Celeste Flores, Vice President; Jo Beckwith, Secretary; Andrea Farr Capizzi, Treasurer; Katherine Arnold, Wendy Hamilton and Bonnie Sutton. Section 1.06 State Affiliations and Reporting WNPLD is a member of RAILS (Reaching Across Illinois Library System) in Burr Ridge, Illinois, which serves its members in an advisory and support capacity. The Executive Director of RAILS is Monica Harris. WNPLD is required to report and be answerable for its operations to the Illinois State Library, Springfield, Illinois. Secretary of State Alexis Giannoulias is the State Librarian. ARTICLE 2. FREEDOM OF INFORMATION ACT REQUESTS Section 2.01 Requests for Copies Information and records available to the public may be requested in the following manner: Section 2.02 Inspection of Records Records may be inspected rather than copied. An employee must be present throughout the inspection. Records are available at: Warren-Newport Public Library District Business Office, 224 North O’Plaine Road, Gurnee, Illinois, between 9:00 a.m. and 5:00 p.m. Monday through Friday, except holidays. Section 2.03 Response Time The office will respond to a written request within five (5) working days or sooner if possible. An extension of an additional five (5) working days may be necessary to properly respond. Section 2.04 Appeal The decision of the FOIA Officer may be appealed to the Public Access Counselor. Section 2.05 Types of Records The following types or categories of records are maintained under the control of the WNPLD: • Minutes of the Board of Library Trustees • Library Policies, including Materials Selection • Annual Reports to the Illinois State Library Section 2.06 Exemptions Certain types of information maintained by WNPLD are exempt from inspection and copying. [5 ILCS 140/7] ARTICLE 3. REVISION OF FREEDOM OF INFORMATION ACT POLICY Because the information regarding the WNPLD budget, personnel, and Trustees is subject to change, this policy is reviewed annually and revised as appropriate. _________________________________________ Warren-Newport Public Library District Lake County, Illinois FREEDOM OF INFORMATION REQUEST Date of Request: Requester Name: Address: Email: Phone: Description of Records Requested: Library Response (To be completed by FOIA Officer) APPROVED ( ) All requested documents are enclosed. ( ) All requested information was sent via email. ( ) Requested documents will be made available upon payment of copying costs $ ____ . ( ) You may inspect the records at (time) on (date). DENIED ( ) The request creates an undue burden on the public body in accordance with Section 3(g) of the Freedom of Information Act, and we are unable to negotiate a more reasonable request. ( ) The materials requested are exempt under Section 7 of the Freedom of Information Act for the following reasons: ( ) Individual(s) who determined request to be denied: ( ) Request delayed, for the following reasons (in accordance with 3(e) of the FOIA): You will be notified by (date) as to the action taken on your request. FOIA Officer Date WARREN-NEWPORT PUBLIC LIBRARY DISTRICT ORGANIZATIONAL CHART Board of Trustees (7) Executive Director Deputy Director Head of Adult Services & Collection Coordinator Various Staff Assistant Head of Adult Services Head of Youth Services Various Staff Community Engagement Head of Circulation Services Circulation Supervisor Various Staff Shelving Supervisor Various Staff Head of Mobile Services Varoius Staff Assistant Head of Mobile Services Security Supervisor Various Staff Head of Communications Senior Graphic Artist Digital Marketing Specialist Graphic Artist Head of Facilities Facilities Maintenance Technician Head of Information Technology Business Manager Human Resources Manager Human Resources Associate Head of Technical Services & Interlibrary Loan Various Staff Administrative Assistant Administrative Fundraising Assistant/ Volunteer Coordinator