A. Establishment: The deputy clerk shall be the freedom of information officer as required in section 3.5 of the freedom of information act 1 on and after January 1, 2010. In the absence or vacancy of the deputy clerk, the city administrator shall be the freedom of information officer. In the temporary absence of both the deputy clerk and the city administrator, the city administrator shall designate an employee of the city to act as the freedom of information officer.
B. Designees: The deputy clerk may designate an individual or individuals to receive requests under the freedom of information act. Such designation is subject to the approval of the city administrator.
C. Duties Of Freedom Of Information Officer: Except in instances when records are furnished immediately, the freedom of information officer, or his/her designee, shall receive requests submitted to the city under the freedom of information act, ensure that the city responds to requests in a timely fashion, and issue responses under the freedom of information act. The freedom of information officer shall develop a list of documents or categories of records that the city shall immediately disclose upon request. Upon receiving a request for a public record, the freedom of information officer shall:
1. Note the date the city receives the written request;
2. Compute the day on which the period for response will expire and make a notation of that date on the written request;
3. Maintain an electronic or paper copy of a written request, including all documents submitted with the request until the request has been complied with or denied;
4. Create a file for the retention of the original request, a copy of the response, a record of written communications with the requester, and a copy of other communications.
D. Denials And Exemptions: In issuing responses, the freedom of information officer shall consult with the city attorney, city administrator and other appropriate city employees to determine whether items are exempt from disclosure or whether exempt matter should be redacted as part of a response to a freedom of information request. In all instances where the freedom of information act allows the "public body" to deny or redact information which is exempt from disclosure, the freedom of information officer shall have the authority to make such determinations upon his or her consultation with the city attorney and city administrator as set forth above.
E. Training: The deputy clerk and the city administrator shall comply with the training requirements set forth in the freedom of information act.
F. FOIA Fees: The freedom of information officer shall charge the following fees for copying documents:
First 50 pages | No charge |
Letter/legal, black and white copies for each page after the first 50 pages | $0.15 per page |
Certified copies | $1.00 per document in addition to copy charges |
Large format, audiotapes, digital copies or color copies | Actual cost to the city, excluding any personnel costs |
The freedom of information officer may waive or reduce the above fees upon a finding by the freedom of information officer that the request is in the public interest as set forth in section 6 of the freedom of information act. (Ord. 0-09-28, 11-30-2009)
Notes
| 1 | 1. 5 ILCS 140/3.5. |