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Doyle Public Library The Illinois Freedom of Information Act

 

I.   A brief description of our public body is as follows:

Our purpose is to provide materials and services for the recreational, social, informational, and educational needs of the community.

Funding sources are property taxes, state and federal grants, fines, charges, and donations.

Tax levies are:

1.   FY 2017 Corporate purposes (for general operating expenditures): $45,564

2.   IMRF (provides for employee’s retirement and related expenses): $0

3.   Social Security (provides for employee’s FICA costs and related expenses): $0

4.   Audit (for annual audit and related expenses): $0

5.   Maintenance (for maintaining the building): $0

6.  Tort Liability (for insurance premiums, risk management, attorney’s fees and related expenses, unemployment and worker’s compensation insurance): $0

7.    Working Cash: $0

8.   Debt Service (for bond and interest payments): $0

D.    The office is located at this address: 109 South O’Bannon, Raymond, IL 62560.  The website is www.doylepubliclibrary.org .

E.   We have approximately the following number of persons employed:

                               Part-time         3

F.   The following organization exercises control over our policies and procedures: The Doyle Public Library District Board of Library Trustees, which meets monthly on the 4th Wednesday of each month, 6:30 p.m., at the library.

G.   The following organization operates in an advisory capacity regarding our operation: Illinois State Library and Illinois Heartland Library System.

H.  We are required to report and be answerable for our operations to:

Illinois State Library, Springfield, Illinois.

II. You may request the information and the records available to the public in the following manner:     

  1. Use request form (see attached).
  2. Your request should be directed to: FOIA officer.
  3. You must indicate whether you have a “commercial purpose” in your request.
  4. You must specify the records requested to be disclosed for inspection or to be copied. If you desire that any records be certified, you must specify which ones.
  5. To reimburse us our actual costs for reproducing and certifying (if requested) the records, you will be charged the following fees:

            There is a $1.00 charge for each certification of records.

            There is a $.10 per page charge for copied records;

The actual copying cost of color copies and other sized copies will be charged.

  1. If the records are kept in electronic format, you may request a specific format and if feasible, they will be so provided, but if not, they will be provided either in the electronic format in which they are kept (and you would be required to pay the actual cost of the medium only, i.e. disc, diskette, tape, etc.) or in paper as you select.
  2. 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.
  3. Records may be inspected or copied. If inspected, an employee must be present throughout the inspection.
  4. Records will be available during regular working hours of Doyle Public Library.

 

III.       Certain types of information maintained by us are exempt from inspection and copying. However, the following types or categories of records are maintained under our control:

A.        Monthly Financial Statements

B.         Annual Receipts and Disbursements Reports

C.         Budget and Appropriation Ordinances

D.         Levy Ordinances

E.         Operating Budgets

F.         Annual Audits

G.         Minutes of the Board of Library Trustees

H.        Library Policies, including Materials Selection

I.          Adopted Ordinances and Resolutions of the Board

J.          Annual Reports to the Illinois State Library


Doyle Public Library

Freedom of Information Request Form

(Please copy and paste the following information into a word processing page, and deliver to the library.  Forms are also available on paper at the library)

 

Requestor’s Name (or business name, if applicable)      Date of Request                        Phone number

__________________________________________        _____________                        _____________

 

Street Address                                                              Certification requested:

_____________________________________                    Yes                             No

City                 State                Zip

____________________________________

 

Description of Records Requested:

                                                                                                                                                                                                                                                                                                                                                                                                                                               

 

Is the reason for this request a “commercial purpose” as defined in the Act?   ___ Yes            ___ No

 

 

Library Response (Requestor does not fill in below this line)

 

A         (  )       The documents requested are enclosed.

P          (  )       You may inspect the records at    __________________                         

P                      on the date of _______________.

R          (  )       The documents will be made available upon payment of copying costs of

O                     $ ________________ .

V       

E          (  )       For “commercial requests” only: the estimated time of when the documents

D                     will be available is _______________, at the prepaid costs stated above.

 

 

            (  )       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.

D         (  )       The materials requested are exempt under Section 7                  of the

E                      Freedom of Information Act for the following reasons:          

N                                                                                                                                            

I                                                                                                                                              

E                      Individual(s) that determined request to be denied and title: _________________

D                                                                                                                     ______                        ..

(  )       Request delayed, for the following reasons (in accordance with 3(e) of the FOIA):  ____________.  You will be notified by the date of                               as to the action taken on your request.

 

NOTE: This form cannot be MANDATORY under FOIA, but it is preferred.  Failure to use it may result in the request not being properly or promptly processed. 

 

FOIA Officer                                                               Date

_________________________________________          _______________________

NOTES:

“Commercial purpose” is defined in the Act as “the use of any part of a public record or records, or information derived from public records, in any form for sale, resale, or solicitation or advertisement for sales or services.”  However, there are exceptions for news media, non-profits, scientific and academic organizations for disseminate news, articles or opinions of public interest, or research or education.

In the event a “commercial interest” is involved, additional questions can be asked of the requestor by the public body FOIA officer in order to determine the classification, then the public body has up to 21 days to respond and either deny the request based on exemptions or undue burden; or estimate the time and cost of the copying for prepayment; or provide the documents requested.