Freedom of Information Act Policy

Litchfield Public Library District

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 2010- 2011 is: $149,239. 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.   Social Security

      (provides for employee’s ICA         costs and related expenses)

3.   Maintenance

     (for maintaining the building)

4.   Tort Liability

    (for insurance premiums, risk management, attorney’s fees and related expenses, unemployment and worker’s compensation insurance)

D.  The office is located at this address:

400 North State Street, Litchfield, Illinois 62056

E.   We have approximately the following number of persons employed:

                        1.            Full-time      1

                        2.            Part-time      6

F.   The following organization exercises control over our policies and procedures: The Litchfield Public Library Board of Trustees, which meets monthly on the first Monday of each month, at 6:30 p.m., at the library.

Its members are: Nancy Dressen-Krefft, President; Evelyn Lanter, Vice President; D. Jay Johnson, Secretary; Susan Dunkirk, Treasurer; Lori Gardner, Curt Faas, and Harold Lankutis.

G.   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); Director of State Library, Anne Craig; and various other staff.

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:  Sara Zumwalt, 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:

Litchfield Public Library, 400 N. State, Litchfield, Illinois 62056

10 a.m. to 5 p.m, Monday through Friday only

Litchfield Public Library District, 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

Litchfield Public Library District

Organizational Chart

Board of Library Trustees

Vice-President

Secretary

Treasurer

Trustee     Trustee    Trustee

President/Library Board of Trustees

Library Director

                 Reference  /  Circulation   /   Youth   Services          

Clerks

Shelvers