(A) The Deputy Village Clerk is hereby designated as the Village’s Freedom of Information Officer. The Village President, with the advice and consent of the Village Board and the Village Clerk, may designate additional Freedom of Information Officers. The Freedom of Information Officer(s) shall receive all requests submitted pursuant to the Act, shall ensure that the Village responds to all such requests in a timely manner, and shall issue all Village responses under the Act. The Freedom of Information Officer(s) shall report directly to the Village Clerk.
(B) The Freedom of Information Officer(s) shall develop a list of documents or categories of records that the Village will immediately disclose upon request.
(C) Upon receiving a written request for a Public Record, the Freedom of Information Officer(s) shall:
(1) Note the date the written request was received by the Village;
(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 the written request, including all documents submitted with the request, until the request has been complied with or denied; and
(4) Create a file for the retention of the original written request, a copy of the response, a record of written communications with the requester, and a copy of other communications.
(D) The Freedom of Information Officer(s) shall, on or before July 1, 2010, or within 30 days of assuming their position, whichever is later, successfully complete an electronic training curriculum to be developed by the Public Access Counselor of the Office of the Attorney General and thereafter successfully complete an annual training program. In the event that said training is for any reason not available on or before July 1, 2010, the Freedom of Information Officer(s) shall complete such training as soon as practicable after it becomes available.
(E) The Freedom of Information Officer(s) shall be responsible for displaying and making available, both at the Village Hall and on the village’s website, the following information:
(1) A brief description of the Village, which will include a short summary of its purpose, a block diagram giving its functional subdivisions, the total amount of its operating budget, the number and location of its separate offices, the approximate number of full- and part-time employees, and the identification and membership of all subsidiary boards, commissions, committees or councils;
(2) A brief description of the methods whereby the public may request information and public records, a directory designating the Freedom of Information Officer(s), the addresses where requests for Public Records should be directed, and any fees assessed under this Ordinance; and
(3) A list of all types or categories of public records under the village’s control, which is reasonably detailed and describes the manner in which public records stored electronically may be obtained.
(Ord. 2009-O-064, passed 12-1-09; Am. Ord. 2011-O-047, passed 10-18-11)