(A) The Comptroller is designated as the person to whom all initial requests for access to the records of the city are to be referred. The requests are to be made at the offices of the city at City Hall, 145 South Market Street, Paxton, Illinois, between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday. In the event that the Comptroller is not available during the times described above, the Utility Billing Clerk is designated as the person to whom such initial requests are to be made.
(B) Any records which are the subject of a request under the Freedom of Information Act shall be retrieved from such place as they are stored by the Comptroller or by an employee of the city acting under the direction of the Comptroller. In no event shall records be retrieved by the party requesting them or by any person who is not employed by the city.
(C) If copies of records are requested, the fees for such copies, whether certified or not, shall be as determined from time to time by the Comptroller. The Comptroller shall maintain a written schedule of current fees in the Comptroller’s office. The fees so charged shall reflect the actual cost of copying the records and the cost of certifying copies, if certification is requested.
(D) In the event that a request to inspect city records is denied by the Comptroller, the denial may be appealed to the Mayor. Such an appeal must be made within 14 days after the requesting party receives the written notice denying the request; or, in the event that the denial is not by letter, the appeal must be made 14 days after the request is effectively denied. In the absence of the Mayor, appeals from denials of requests for access shall be made to the temporary Mayor or Mayor Pro Tem in the times set forth above.
(E) The Comptroller shall prepare:
(1) A City Information Directory;
(2) A block diagram of the functional subdivisions of the city;
(3) A City Records Directory; and
(4) A Records Catalogue, all of which shall be substantially in the same form as the documents attached to the ordinance set forth in this section and made a part hereof.
(Ord. 84-29, passed 10-8-84; Am. Ord. 12-39, passed 8-13-12)