Hope Welty Public Library

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Freedom of Information Act Policy

FOIA policy

Hope Welty 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 2010/2011 is: $153,365

Funding sources are property and personal property replacement taxes, state and federal grants, fines, charges, and donations. Tax levies are:

·         Corporate purposes (for general operating expenditures)

·         Social Security (provides for employee’s FICA costs and related expenses)

·         Audit (for annual audit and related expenses)

·         Maintenance (for maintaining the building)

·         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: 100 S Madison St. Cerro Gordo, IL

E.   We have the following number of persons employed:

                        1.         Part-time          Director

                        2.         Part-time          Circulation

                        3.             Part-time            Children’s librarian

F.   The following organization exercises control over our policies and procedures: The Hope Welty Public Library Board of Library Trustees, which meets monthly on the 2nd Friday of each month, 1 p.m., at the library.

Its members are: Irma Joynt, President; Mary Hissong, Vice President; Janice Lonnon, Secretary; Tracy Mogged, Treasurer; Genea Lawler, Chelle Shively, and Nancy Mcdermith.

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.

Hope Welty 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: BLANK 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.     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.

$.15 per page for certification of records.

E.      The office will respond to a written request within seven (7) working days or sooner if possible. An extension of an additional seven (7) working days may be necessary to properly respond.

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

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

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

Monday, 4 p.m. to 7 p.m.

Tuesday, Wednesday and Friday, 10 a.m. to 5 p.m.

Thursday, 10 a.m. to 7 p.m.

Hope Welty 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

Hope Welty Public Library Organizational Chart/seven member board

Board of Library Trustees







President/Board of Library Trustees

Library Director


Circulation                                            Youth



Hope Welty Public Library Organizational Chart/nine member board

Board of Library Trustees




Trustee             Trustee



President/Library Board of Trustees

Library Director

Circulation                                Youth



Hope Welty 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:


Library Response (Requestor does not fill in below this line)



P          (  )        The documents requested are enclosed.

R          (  )        The documents will be made available upon payment of copying costs

O                     $                      .

V         (  )        You may inspect the records at                                                             

E                      on the date of                            .


            (  )        The request creates an undue burden on the public body in accordance with

Section 3(f) of the Freedom of Information Act, and we are unable to negotiate a more reasonable request.


E          (  )        The materials requested are exempt under Section 7                     of the

N                     Freedom of Information Act for the following reasons:    




Individual(s) that determined request to be denied:                                                                                                                                               ______                        .

(  )        Request delayed, for the following reasons (in accordance with 3(d) of the                       FOIA):                                     .  You will be notified by the date of                               as to the action taken on your request.

The information required by this form is MANDATORY in order to comply with 5 ILCS 140/1.  Failure to so provide may result in this form not being processed.

FOIA Officer                                                                Date of Reply