Elkhart Public Library District

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FOIA

Elkhart Public Library Freedom of Information Policy

ELKHART 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 FY09-10 is: $53,000

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.         Retirement and Social Security Fund (employer social Security and Medicare tax)

3.         Insurance Fund

4.         Audit Expense Fund (for annual audit & related expenses)

            D.        The office is located at this address:  121 E. Bohan, Elkhart, IL 62634

E.         We have the following number of persons employed:

                        1.         Part-time (24)   Library Director

                        2.         Part-time (12)   Assistant Librarian

                        3.         Part-time (4)     Assistant Librarian/ Substitute

                        4.         Part-time          Accountant/Assistant Treasurer

F.         The following organization exercises control over our policies and procedures: The ELKHART Public Library Board of Library Trustees, which meets monthly on the fourth Monday of each month (unless otherwise stated), 7:30 p.m., at the library. (Except: November & December)

Its members are:  Angela Olson, President; Diana Newberry, Vice President; Kelly Elias, Secretary; Joye Anderson, Treasurer; Chris Clementz, Ethics Officer; Theresa Moore.

G.         We are required to report and be answerable for our operations to:

Illinois State Library, Springfield, Illinois.  Its members are: State Librarian, Jessie White (Secretary of State); Director of State Library, Anne Craig; and various other staff.

ELKHART Public Library The Illinois Freedom of Information Act (continued)

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:  Vanda Liesman, Library Director, FOIA officer.

C.         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.

D.         You must specify if your request is for commercial use.

E.         To reimburse us our actual costs for reproducing and certifying (if requested) the records, you will be charged the following fees:

                                    $.15 per page for employee copied records

                                    $3.00 per page for certification of records.

F.         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.

G.         Records may be inspected or copied.  If inspected, an employee must be present throughout the inspection.

H.        You may appeal the decision of the FOIA officer, to the Board of Library Trustees. 

I.          The place and times where the records will be available are as follows:

Monday, 9:00 a.m. to 11:00p.m.

ELKHART 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.          Annual Reports to the Illinois State Library

ELKHART Public Library Organizational Chart/seven member board

Board of Library Trustees

President

Vice-President

Secretary

Treasurer

Trustee

Trustee

Trustee

Library Director

Assistant Librarians

Assistant Treasurer/Accountant