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 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 2020-2021 is $6,730,159. 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: 34 Part-time: 56 Section 1.05 Responsibility The following organization exercises control over the policies and procedures of the Library District: Board of Trustees of the Warren-Newport Public Library District, which usually meets monthly on the third Tuesday of each month at 7:00 p.m. in the McCullough Board Room at the Library. The members of the Board of Trustees are Jo Beckwith, President; George Kotsinis, Policy 4030 Illinois Freedom of Information Act Page 1 of 3 Vice President; Bonnie Sutton, Secretary; Andrea Farr Capizzi, Treasurer; Katherine Arnold; Jennifer Cheng; and Anne Linsdau-Hoeppner. 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 Dee Brennan. WNPLD is required to report and be answerable for its operations to the Illinois State Library, Springfield, Illinois. Secretary of State Jesse White 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: 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. 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: . Monthly Financial Statements . Annual Receipts and Disbursements Reports . Budget and Appropriation Ordinances . Levy Ordinances . Operating Budgets . Annual Audits . Minutes of the Board of Library Trustees Policy 4030 Illinois Freedom of Information Act Page 2 of 7 . 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. Policy 4030 Illinois Freedom of Information Act Page 3 of 3 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 Policy 4030 Illinois Freedom of Information Act Exhibit A Page 1 of 1 WARREN-NEWPORT PUBLIC LIBRARY DISTRICT ORGANIZATIONAL CHART Policy 4030 Illinois Freedom of Information Act Exhibit B Page 1 of 1