Upon receiving a request for a public record, the FOIA Officers
shall:
A. Note the date the written request is received;
B. Compute the day on which the period for response will expire and
make a notation of that date on the written request;
C. 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; and
D. 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.
The FOIA Officers and Deputy FOIA Officers shall, within six
months after January 1, 2010, successfully complete an electronic
training curriculum to be developed by the Public Access Counselor
of the State of Illinois and thereafter successfully complete an annual
training program. Whenever a new Freedom of Information Officer is
designated by the Village, that person shall successfully complete
the electronic training curriculum within 30 days after assuming the
position.
Any records which are the subject of a request under the Freedom
of Information Act shall be retrieved from such place as they are
stored, by the FOIA Officer, or by an employee of the Village acting
under the direction of the FOIA Officer. In no event shall records
be retrieved by the party requesting them or by any person who is
not employed by the Village.
If copies of records are requested, the fees for such copies,
whether certified or not, shall be as determined from time to time
by the FOIA Officer pursuant to Section 6(b) of the Freedom of Information
Act (5 ILCS 140/6). The Village Clerk shall maintain a written schedule
of current fees in the Clerk's office. The fees so charged shall reflect
the actual cost of copying the records, and the cost of certifying
copies, if certification is requested.
In the event that a request to inspect Village records is denied
by the FOIA Officer, the denial may be appealed to the Public Access
Counselor of the State of Illinois.
The Village Clerk shall prepare A) a Village Information Directory;
B) a block diagram of the functional subdivisions of the Village;
C) a Village Records Directory; and D) a Records Catalog, all of which
shall be substantially in the same form as the document attached hereto
and made a part hereof as Exhibits A, B, C, and D. This information shall also be posted on the Village's
website.