ORDINANCE NO. 57 REVISION

ELDORADO MEMORIAL PUBLIC LIBRARY THE ILLINOIS FREEDOM OF INFORMATION ACT

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

A. Our purpose is to provide materials and services for the recreational, social, informational, and educational needs of the community.
B. An organizational chart is attached.
C. The total amount of our operating budget for FY 2016 is: $536,800.00
Funding sources are property and personal property replacement taxes, state and federal grants, fines, charges, and donations. Tax levies are:
1. Corporate purposes (for general operating expenditures)
2. IMRF (provides for employee’s retirement and related expenses)
3. Social Security (provides for employee’s FICA costs and related expenses)
4. Audit (for annual audit and related expenses)
5. Maintenance (for maintaining the building)
6. Tort Liability (for insurance premiums, risk management, attorney’s fees and related expenses, unemployment and worker’s compensation insurance)
7. Working Cash (for internal loans)
8. Debt Service (for bond and interest payments)

D. The office is located at this address: Eldorado Memorial Public Library
1001 Grant Street, PO Box 426, Eldorado, IL 62930-0426

E. We have approximately the following number of persons employed:
1. Full-time 2
2. Part-time 3

F. The following organization exercises control over our policies and procedures: The Eldorado Memorial Public Library Board of Library Trustees, which meets monthly on the second Thursday of each month, 5:00 p.m., at the library.

Its members are: Sheila G. Baird, President; Walter Baker; Jeff Campbell, Vice President; Janet Davis, Susan Justice, Secretary; Robert E. Barker, Treasurer; and Mike Vessell.

G. The following organization operates in an advisory capacity regarding our operation: Shawnee Library System.

H. We are required to report and be answerable for our operations to:
Illinois State Library, Springfield, Illinois. Its members are: State Librarian, Jesse White (Secretary of State);

II. You may request the information and the records available to the public in the following manner:
A. Use request form (see attached).
B. Your request should be directed to the following individual: Felicia Murray, Library Director and Miriam D. Richardson, FOIA officer.
C. You must indicate whether you have a “commercial purpose” in your request.
D. 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.
E. 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 no charge for the first fifty (50) pages of black and white text either letter or legal size;
There is a $.15 per page charge for copied records in excess of 50 pages;
The actual copying cost of color copies and other sized copies will be charged.
F. 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.
G. 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.
H. Records may be inspected or copied. If inspected, an employee must be present throughout the inspection.
I. The place and times where the records will be available are as follows:
Eldorado Memorial Library Mon-Friday, 9:00 a.m. to 8:00 p.m.
Eldorado Memorial Public Library, Administrative Offices

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

ELDORADO MEMORIAL PUBLIC LIBRARY ORGANIZATIONAL CHART/SEVEN MEMBER BOARD

Board of Library Trustees
Vice-President
Secretary
Treasurer
Trustee
Trustee
Trustee

President/Board of Library Trustees

Library Director

Bookkeeper

Asst. Librarian Librarian Librarian Librarian

Library Clerk

Shelvers

ELDORADO MEMORIAL PUBLIC LIBRARY
FREEDOM OF INFORMATION REQUEST

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 ______ .
In the event of a denial, you have the right to seek review by the Public Access
Counselor at (217) 558-0486 or 500 S. Second St., Springfield, IL 62705
Or you have the right to judicial review under section 11 of FOIA.
( ) 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 of Reply