WINNETKA-NORTHFIELD PUBLIC LIBRARY DISTRICT

Freedom of Information Act

The Winnetka-Northfield Public Library District will comply with the State of Illinois Freedom of Information Act. (75 ILCS 5/4). The purpose of this policy is to support the intent of the act to provide access to public records, while protecting the legitimate privacy of individuals and maintaining administrative efficiency.

REQUESTS FOR INFORMATION

1. All requests must be in writing addressed to:
   
   
   Library Director
   Winnetka-Northfield Public Library District
   768 Oak Street
   Winnetka, Illinois 60093
   



2. All requests shall include the requestor's full name, address, and telephone number.


3. All requests shall include a brief, but specific description of the records desired.


4. Requests received by mail shall be deemed received only on actual delivery, regardless of postmark.


5. Response


1. The Library Director shall consider the request and respond, on behalf of the Winnetka-Northfield Public Library District, in one of three ways:


1. Approve the request.


2. Approve the request in part and deny the request in part.


3. Deny the request.


2. Upon approval of a request for public records, the Winnetka-Northfield Public Library District may either provide the materials immediately, give notice that the materials shall be made available upon payment of reproduction costs, or give notice of the time and place for inspection of records.



3. A denial of a request for public records shall be made in writing. It shall state the reasons for the denial in accordance with either Section 3 (f) or Section 7 of the Freedom of Information Act and the names and titles of individuals responsible for the decision. It shall also give notice of the requestor's right to appeal to the President of the Board of Trustees.


4. Categorical requests creating an undue burden shall be denied only after extending to the requestor an opportunity to confer in an attempt to reduce the request to manageable proportions in accordance with Section 3 (f) of the Freedom of Information Act.


5. Failure to respond to a written request within 7 working days may be considered by the requestor to be a denial of the request.


6. Timetable for response


1. The Winnetka-Northfield Public Library District shall respond to a written request for public records within 7 working days after the receipt of such request.


2. The Winnetka-Northfield Public Library District may give notice of an extension of time to respond, which shall not exceed seven working days. Such an extension will be allowable only when written notice is provided within the original seven working day time limit and only for the reasons provided in Section 3 (d) of the Freedom of Information Act. Such notice of extension shall state why the extension is necessary.


3. In determining the applicable time periods for (a) the production of records, (b) notices of extension, and (c) notices of denial, the 7 or 14 working day periods shall not include the day the request was initially received.


4. Supplemental, amended or additional requests shall not relate back to the initial time of filing but shall be considered as new requests for the purpose of determining applicable time periods.


5. Notices of extension and notices of denial issued on behalf of the Winnetka - Northfield Public Library District shall be conclusively deemed to have been given if mailed within the applicable time period, regardless of the date of receipt by the party requesting the records.


7. Appeals


1. A requestor whose request has been denied in whole or in part may appeal the denial to the President of the Board of Trustees. The notice of appeal shall be made in writing and sent to:



President, Board of Trustees
Winnetka-Northfield Public Library District
768 Oak Street
Winnetka, Illinois 60093



2. The notice of appeal shall include a copy of the original request, a copy of the denial received by the requestor and a statement of the reasons why the appeal should be granted.


3. The President of the Board of Trustees, or his/her designee, shall respond to an appeal within 7 working days after receiving notice thereof. The President shall either affirm the denial or provide access to the requested public records. Failure to respond within 7 working days may be considered by the requestor to be an affirmation of the denial.

INSPECTION OF PUBLIC RECORDS

1. Appointments may be made to inspect records by contacting the Office of the Director of the Winnetka-Northfield Public Library during normal business hours, 9:00 a.m. - 5:00 p.m. Monday through Friday.


2. No records may be removed from the premises at any time.


3. A Winnetka-Northfield Public Library District employee or trustee shall be present during all inspections.


4. Only Library employees shall be permitted to search Library files, records, or the computer database.


5. A requestor may be prohibited from bringing bags, briefcases, or other containers into the inspection room.

COPYING OF PUBLIC RECORDS

1. Copies of public records shall be made by Library employees upon request.


2. Charges, due in advance, are as follows:
   
   
   
   1. Copies of records: $.10 per page
   
   
   2. Certification of documents: $1.00 per page
   
   
   3. Postage: $.20 per ounce
   
   


3. Payment shall be in cash or by cashier's check.


4. The above fee may be reduced or waived by the Library Director if in his/her determination such action primarily benefits the general public. Any request that the above fees be reduced or waived must be made in writing at the time the request for records is presented. The person seeking the reduction or waiver shall state specifically how the production of the requested information primarily benefits the general public as set forth in Section 6 (b) of the Freedom of Information Act.

Approved: January 21,1985. Reviewed: July 29, 2002

Page last updated on: June 11, 2008