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RESOLUTION NO. 26-R-0078
A RESOLUTION APPROVING A FOIA POLICY FOR
THE CITY OF WEST CHICAGO
WHEREAS, the City of West Chicago (“City”) is a municipal corporation established and
existing under the laws of the State of Illinois pursuant to the Illinois Municipal Code, 65ILCS
5/1-1-1 et seq.; and
WHEREAS, further, the City is a home-rule municipality pursuant to Article VII, Section
6, of the Constitution of the State of Illinois of 1970, and, subject to the specific limitations of
Illinois law, may exercise any power and perform any function pertaining to its government and
affairs; and
WHEREAS, Subsection (h) of Section 3 of the Freedom of Information Act, 5 ILCS
140/3(h), authorizes the City to promulgate rules and regulations in conformity with the provisions
of Section 3 of the Freedom of Information Act pertaining to the availability of records and
procedures to be followed; and
WHEREAS, the City Council determined that it is in the best interest of the City and the
public to approve and implement the Policy;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West
Chicago, duly assembled in regular session, as follows:
SECTION 1: Recitals. The recitals listed above are incorporated in this Resolution as if
fully set forth in this Resolution.
SECTION 2: Approval of Policy. The City Council hereby approves the Policy in the form
attached to this Resolution as Exhibit A.
SECTION 3: Effective Date. This Resolution shall be in full force and effect following its
passage and approval in the manner provided by law.
APPROVED this 8th day of September, 2026.
AYES:
______
NAYS:
______
ABSENT:
______
ABSTAIN:
______
________________________________________
Mayor Daniel Bovey
ATTEST:
__________________________________
Executive Office Manager, Valeria Biggerstaff
Item # 7.I.

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Exhibit A
FOIA POLICY

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CITY OF WEST CHICAGO
FREEDOM OF INFORMATION ACT POLICY
This Policy ("Policy"), adopted pursuant to Section 3(h) of the Illinois Freedom of Information
Act ("FOIA" or "Act") outlines the City of West Chicago's ("City") procedures for compliance
with FOIA, by the City and any person requesting public records from the City ("Requester").
The City will respond to written requests for inspection, copying, or certification of public
records in accordance with the FOIA, this Policy, and other applicable law.
I.
REQUESTS FOR PUBLIC RECORDS
A.
Responsibilities of FOIA Officer
The City's Freedom of Information Officer ("FOIA Officer") is the person administratively
responsible for receiving and processing all requests to inspect, copy, or certify public records
under the Act and this Policy. The FOIA Officer is the person with authority on behalf of the
City to grant or deny requests, in whole or in part, to inspect, copy, to issue timely written
responses to FOIA requests, to certify public records filed pursuant to the Act and this FOIA
Policy, and to extend the time for response. The City may designate one or more FOIA officers.
The FOIA Officer is also responsible for coordinating the City's reasonably diligent search for
records responsive to FOIA requests, including conferring with all relevant departments and
subdivisions of the City, and their officials, officers, and employees, in furtherance of timely
searching for, identifying, and producing records responsive to a FOIA request to the FOIA
Officer.
B.
FOIA Officer Training
As a necessary prerequisite to serving as a FOIA Officer, all FOIA Officers appointed by the
City must complete the electronic training curriculum developed and administered by the Illinois
Attorney General's Public Access Counselor ("PAC") within 30 days of assuming the position.
Additionally, FOIA Officers must successfully complete an annual training program pursuant to
Section 3.5(b) of the Freedom of Information Act.
C.
Requests
All requests to inspect, copy, or certify public records must be in writing and exclusively
directed to: FOIA Officer, foia@westchicago.org 475 Main Street, West Chicago, Illinois
60185. ("Office"). Written requests may be submitted to the City's FOIA Officer via electronic
mail ("e-mail"), personal delivery, mail, fax, or other means available to the City in accordance
with Section 3(c) of the Act. The City will not honor oral requests to inspect or copy public
records.
FOIA requests will not be accepted through any of the City's social media sites, including but
not limited to Facebook.
Failure to submit written FOIA requests in accordance with the Act and this Policy, including
submitting FOIA requests to City officials or employees who are not expressly designated as

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FOIA officers in this Policy or on the FOIA page of the City's website, will render your FOIA
request invalid.

D.
Receipt of Requests
The City has established an e-mail address dedicated to FOIA requests: foia@westchicago.org
which is monitored during business hours by the FOIA Officer. A FOIA request sent during
business hours on a business day will be deemed received on the following business day by the
City. An e-mailed FOIA request submitted to the City's FOIA Officer (1) after the close of
business on a weekday, (2) on an Illinois holiday, or (3) on a weekend, will be deemed received
by the City on the next business day, regardless of date of transmittal.

E.
Format of Requests

As a cybersecurity measure, FOIA does not require the City to open electronically attached files
(e.g., PDF files) or hyperlinks to view or access details of a request. If the City receives a request
that would require it to open hyperlinks or attached files, the City's FOIA Officer will, within 5
business days of receipt, notify the Requester of the requirement that the entirety of an electronic
request must appear within the body of the electronic submission. If the Requester fails to
resubmit a proper request, the City may deny the request pursuant to Section 3(c) of FOIA.

F.
Robot or Artificial Intelligence (AI) Requests

Within 5 business days after its receipt of the request, if the City's FOIA Officer has a reasonable
belief that a request was not submitted by a person, the City's FOIA Officer may require the
requester to verify orally or in writing that the requester is a person. The deadline for the City to
respond to the request will be tolled until the requester verifies that the requester is a person. If
the requester fails to verify that they are a person within 30 days after the City's FOIA Officer
requests such a verification, then the City may deny the FOIA request pursuant to Section 3(j) of
FOIA.

G.
Processing FOIA Requests
Upon discovery and receipt by the City, all FOIA requests for inspection or copying of public
records must be immediately forwarded to the City's FOIA Officer or their designee(s) in
accordance with Section 3(c) of the Act. Upon receiving a request for a public record, the FOIA
Officer will note the request with the date and time of receipt by the City, compute the day on
which the response is due and note the date on which the response is due on the request. The
FOIA Officer will maintain an electronic or paper copy of the request, including all documents
submitted with the request, until the request has been complied with or denied. The FOIA
Officer will 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 related to
the request.
Upon receiving a request for public records that may be in the possession or custody of one or
more City departments, the FOIA Officer will timely forward the request to personnel within the
appropriate department, who must timely consult with relevant persons in their department, or
relevant persons in other departments, to conduct a reasonably diligent search for any records
potentially responsive to the parameters and scope of the particular FOIA request. Any records

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responsive to a FOIA request must be timely forwarded to the FOIA officer. If the department
needs assistance or guidance in conducting a search for responsive records, please consult the
City Attorney. If a department anticipates or suspects that the department will not be able to
locate records responsive to a FOIA request within 5 business days after receipt, the department
must timely notify the FOIA officer, who will draft and timely send a written notice extending
the time to comply to the FOIA request by at least 5 additional business days, or for a longer
period if agreed to in writing between the FOIA Officer and the Requester, for any of the
applicable reasons specified in the Act.
H.
Supplemental Requests
Supplemental, amended, narrowed, or additional requests to inspect, copy, or certify public
records will not relate back to the time of receipt of the initial request. Supplemental, amended,
narrowed, or additional requests will be considered new requests for purpose of determining all
applicable time periods.
I.
FOIA Request Must Seek Identifiable Public Records
All FOIA requests must seek identifiable public records in the possession or custody of the City,
not general information, data, or statistics.

J.
Creation of New Records
FOIA does not require the City to create, maintain, or otherwise prepare new records that do not
currently exist in the City's possession or custody at the time of receiving the FOIA request.

K.
Interpretations or Advice; Answering Questions
The FOIA Officer will not interpret or advise a Requester about the meaning or significance of
any public records. The FOIA officer will also not answer any questions posed by a FOIA
Requester. If a FOIA request is vague, ambiguous, categorical, or otherwise confusing, the FOIA
Officer may contact the Requester, if necessary, to clarify the Request. The FOIA Officer may
seek advice on appropriate responses from the City's Attorney, and seek advisory opinions from
the PAC as specified below.
L.
Purpose of Request
The City will not require a requester to specify the purpose for their request, except to determine
whether the records are requested for a commercial purpose or whether to grant a request for a
fee waiver as authorized by the Act or this Policy.
II.
RESPONSES TO REQUESTS
A.
Time for Response
Except as otherwise provided in the Act, the City will respond to a FOIA request filed pursuant
to Section I of this FOIA Policy within 5 business days after the request is received by the City,
unless the City extends the time to respond to the request pursuant to the Act. The time periods
for complying with or denying a FOIA request to inspect or copy public records, in whole or in
part, shall not apply to requests for records made for a commercial purpose, requests made by a

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recurrent requester, or voluminous requests, as defined in the Act. All responses and decisions
required to be issued by the City pursuant to the Act or this FOIA Policy will be conclusively
deemed to have been given as of the date of emailing to the requester's email address, personal
delivery to the requester or to the residence of the requester or, if mailed, as of the date of
mailing, regardless of the date of actual receipt by the requester.
B.
Responding to Requests
The FOIA Officer may consult with the City's Attorney before responding to any request to
inspect, copy, or certify public records. The FOIA Officer may also consult with the City's
Attorney if the FOIA Officer believes it would be beneficial to the City to seek an advisory
opinion from the PAC regarding whether a request should be complied with, extended, or denied
(in whole or in part).
C.
Requests for Records to be Used for a Commercial Purpose
The time lines specified above in Section II.A do not apply to requests for records to be used for
commercial purposes, as defined in Section 2(c-10) of the Act. The City will respond to a
request for records to be used for a commercial purpose within 21 business days after receipt. In
accordance with Section 3.l(a) of the Act, the response will (i) provide the requester an estimate
of the time required by the City to provide the records requested and an estimate of the fees to be
charged, which the City may require the requester to pay in full before copying the requested
documents, (ii) deny the request, in whole or in part, pursuant to applicable exemptions; (iii)
notify the requester that the request is unduly burdensome and extend an opportunity to confer
with the requester in writing to attempt to reduce the request to manageable proportions, or (iv)
provide the records requested. Unless the records are exempt from disclosure, the City will
comply with a request within a reasonable period of time considering the size and complexity of
the request, giving priority to records requested for non-commercial purposes. It is a violation of
the Act for a person to knowingly obtain public records for a commercial purpose without
disclosing the commercial purpose of the request.
D.
Form of Response
1.
Disclosure of Public Records.
(a)
If the FOIA Officer determines that the Act requires disclosure of all or
any part or portion of any public records in response to a FOIA request,
the FOIA Officer will notify the Requester in writing of that
determination.
(b)
Except as otherwise specifically authorized by the FOIA Officer, only
City personnel will be permitted to search City files, records, or storage
areas; to use City equipment; to make copies of City public records; or to
disclose City public records. Original public records may not be removed
from the City's Office at any time.
(c)
Public records requested under the Act may be inspected, or copies of
public records obtained, during business hours at the City Office. Because
space is limited, requesters must make arrangements in advance with the

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FOIA Officer for a specific appointment to inspect public records at the
City Office.
(d)
Requests for the reproduction of any public records that are tape
recordings will be honored in accordance with the provisions of the Act
and this FOIA Policy.
(e)
The requester must pay all copying, certification, and postage fees m
advance of receiving copies of any public records.
(f)
When requested in electronic format, records will be furnished in the
electronic format specified by the Requester, if feasible. If it is not feasible
to furnish the records in the requester's specified electronic format, then
the City will furnish the record in the format in which it is maintained by
the City, or in paper format at the option of the requester.
2.
Extension of Time. If the FOIA Officer determines that additional time is needed
to respond to a request for any one or more reasons authorized by Section 3(e) of
the Act, the FOIA Officer will notify the Requester in writing of that
determination, the reasons requiring the extension, and the length of the
extension. The requester and the City may also agree in writing to extend the
time for compliance for a period to be determined by the parties.
3.
Repeated Requests. Repeated requests from the same person for the same
records that are unchanged or identical to records previously provided or properly
denied under the Act will be deemed unduly burdensome in accordance with
Section 3(g) of the Act.
4.
Recurrent Requests.  Requests received from any person or persons that, in the
12 months immediately preceding the request, have submitted (i) 50 or more
requests for records, (ii) 15 or more requests for records within a 30-day period,
or (iii) 7 or more requests for records within a 7-day period, excluding requests
made by news media and non-profit, scientific, or academic organizations for
purposes outlined in Section 2(g) of the Act, will be reviewed as a recurrent
request and treated in the following manner:
Within 5 business days of receiving a recurrent request, the FOIA Officer will
notify the requester: (i) that the City is treating the request as a request under
section 2(g) of the Act, (ii) of the reasons why the City is treating the request as a
request under section 2(g) of the Act, (iii) that the City will send an initial
response within 21 business days after receipt of the request; and (iv) of the
following categories of initial responses that may be asserted pursuant to section
3.2(a) of the Act.
Within 21 business days after receipt of a recurrent request, the FOIA Officer will
issue one of the following initial responses:
(i)
Provide to the requester an estimate of the time required by the
City to provide the records requested and an estimate of the fees to

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be charged, which the City may require the requester to pay in full
before copying the requested documents;
(ii)
Deny the request, in whole or in part, pursuant to applicable FOIA
exemptions;
(iii)
Notify the requester that the request is unduly burdensome and
extend an opportunity to the requester to confer with the FOIA
Officer in writing to attempt to reduce the request to manageable
proportions; and/or
(iv)
Provide the records requested.
Unless the requested records are exempt from disclosure, the FOIA Officer will
comply with the request within a reasonable period considering the size and
complexity of the request.
5.
Voluminous Requests. Requests received from any person or persons that (i)
includes more than 5 individual requests for more than 5 different categories of
records in a period of 20 business days or (ii) requires the compilation of more
than 500 letter or legal-sized pages of public records unless a single record
exceeds 500 pages, excluding requests made by news media and non-profit,
scientific, or academic organizations for purposes outlined in Section 2(h) of the
Act, will be reviewed as a voluminous request and treated in the following
manner:
Within 5 business days of receiving a voluminous request, the FOIA Officer will
notify the requester: (i) that the City is treating the request as a request under
section 2(h) of the Act, (ii) the reasons why the City is treating the request as a
request under section 2(h) of the Act, and (iii) that the requester has 10 business
days to amend their request in such a way that it is no longer a voluminous
request.
Within 5 business days after the receipt of the Voluminous Requester Notice or
within 5 days from the last day for the requester to amend their request, the FOIA
Officer will provide one of the following initial responses:
(i)
Provide to the requester an estimate of the fees to be charged,
which the City may require the requester to pay in full before
copying the requested documents;
(ii)
Extend the time for response by not more than 10 business days
from the final day for the requester to respond to this notice.
(iii)
Deny the request, in whole or in part, pursuant to applicable FOIA
exemptions;
(iv)
Notify the requester that the request is unduly burdensome and
extend an opportunity to the requester to confer with the FOIA

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Officer in writing to attempt to reduce the request to manageable
proportions; and/or
(v)
Provide the records requested.
6.
Unduly Burdensome Requests.
(a)
If the FOIA Officer determines that (1) a request seeks all records falling
within a category, that the request is vague or ambiguous, or responding to
the request will otherwise unduly burden or interfere with City operations;
(2) that there is no way to narrow the request to manageable proportions;
and (3) the City's burden of complying with the request outweighs the
public interest of complying with the request, the FOIA Officer will notify
the requester in writing that their request is deemed unduly burdensome,
the reasons supporting that determination, and the right of the requester to
confer with the FOIA Officer in writing in an effort to narrow the request
to manageable proportions.
(b)
If the requester agrees to confer with the FOIA Officer regarding
narrowing the burdensome request to more manageable proportions, and
the narrowed request is no longer deemed burdensome by the FOIA
Officer, then the FOIA Officer will respond to the narrowed request within
five business days following the date of receiving the narrowed request in
writing, or within the extension period if the City's FOIA Officer extends
the time to respond to the narrowed request. The response may take any
form specified in this Section 11.D.
(c)
If the requester does not agree to confer with the FOIA Officer regarding
narrowing the burdensome request to more manageable proportions, or the
FOIA Officer determines that the narrowed request remains unduly
burdensome, the FOIA Officer may deny the request as unduly
burdensome.
7.
Non-Responsive Information in Records. If the City's search in response to a
FOIA request identifies records, or part thereof, that are not responsive to the
parameters of the FOIA request, the City may elect to withhold those records, or
part thereof from disclosure. Redacting or withholding non-responsive records, or
parts thereof, is not a "redaction" under FOIA, and that information is not deemed
improperly withheld under the Act.
8.
Redacting Information. When a request is made to inspect or copy a public
record that contains information that is exempt from disclosure, but also contains
information that is not exempt from disclosure, the FOIA Officer may elect to
redact the exempt information, and will make available the remaining nonexempt
information available for inspection or copying.
9.
Denial. If the FOIA Officer determines that all or part of any public records
request filed pursuant to Section I of this FOIA Policy are exempt from disclosure
under the Act or this FOIA Policy, the FOIA Officer will notify the Requester in

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wntmg of that determination, including: (i) a detailed factual basis for the
application of any exemption claimed; (ii) the reason for the denial; (iii) the name
and position of the person responsible for the denial; (iv) the requester's right to
judicial review and review by the Public Access Counselor, including the Public
Access Counselor's address and phone number; and (v) the requester's right to
seek judicial review of the denial pursuant to Section 11 of the Act ("Notice of
Deniaf').

In the event that a request is denied on the grounds that the records are exempt
under Section 7 or Section 7.5 of the Act, the notice of denial will specify the
exemption claimed to authorize the denial and the specific reasons for the denial,
including a detailed factual basis and a citation to supporting legal authority.

10.
Records of Denials. Copies of all notices of denial shall be retained by the FOIA
Officer in a single central office file that is open to the public and indexed
according to the type of exemption asserted and, to the extent feasible, according
to the types of records requested.

E.
Records Available on the City's Website

Pursuant to Section 8.5 of the Act, the City is not required to copy a public record that is
published on the City's website, and in response to a request may notify a requester that the
record is available online and direct the requester to the website location where the record can be
reasonably accessed (e.g., through a link to the relevant portion of the website). However, if a
requester is unable to reasonably access the record online after being directed to the website, the
requester may re-submit their request for the record stating their inability to reasonably access
the record online, and the record will be made available for inspection or copying.
F.
Failure to Respond
If a FOIA officer does not respond to a request properly filed under Section 1 of this FOIA
policy, the request is deemed denied.

III.
INTERACTION WITH PUBLIC ACCESS COUNSELOR
A.
The City's Request for an Advisory Opinion
The Mayor or the City Attorney may request the PAC to issue an advisory opinion regarding
complying with the Act.
B.
Receipt of Request for Review
If the City receives a further inquiry letter from the Illinois Public Access Counselor
("PAC") regarding a request for review alleging violations of FOIA, the City may respond to
the PAC within 7 business days after receipt of the further inquiry letter, and will
otherwise fully cooperate with the PAC in accordance with Section 9.5 of the Freedom of
Information Act. Records provided to t PAC under a claim of confidentiality for the
purposes of facilitating their review and resolution of a request for review will not be disclosed
to the public, including

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to a Requester, by the PAC. The City may furnish affidavits or other records concerning any
matter germane to the review.
C.
Mediation
In the event the PAC chooses to resolve a request for review by mediation, the City will
cooperate with the PAC.
D.
Response to PAC Binding Opinions
Upon the receipt of a binding opinion from the PAC concluding that the City has violated the
Act, the City, at its discretion, may either take necessary action as soon as practical to comply
with the directive of the opinion or may file an administrative review action pursuant to Sections
9.5(f) and 11.5 of the Act.
IV. REVIEW OF DENIAL
A.
Review by Public Access Counselor
If a non-commercial requester disagrees with a Notice of Denial, then the non-commercial
requester may file a request for review with the PAC not later than 60 days after the date of the
Notice of Denial. The request for review by the PAC must be in writing, signed by the non-
commercial requester, and include a copy of the request and the Notice of Denial and any other
response from the City.
Commercial Requesters, or persons whose request for records was treated by the FOIA Officer
as a request for a commercial purpose under this FOIA Policy, may not file a request for review
with regard to the FOIA Officer's basis for denial. Commercial requesters may only file a
request for review for the limited purpose of reviewing whether the FOIA Officer properly
determined the request was made for a commercial purpose.
A Requester treated as a voluminous requester may only file a request for review with the PAC
for the limited purpose of reviewing whether the FOIA Officer properly determined that the
request was a voluminous request.
B.
Judicial Review
A requester whose FOIA request is denied may file suit for injunctive or declaratory relief in the
Circuit Court of the Eighteenth Judicial Circuit.
V. FEES
A.
Fees Established
Unless fees are waived or reduced pursuant to Section V.D below, each requester must pay the
following fees for copying, certification, and mailing of public records, which the City has
determined to be reasonably calculated to reimburse its actual cost for reproducing and certifying
public records and for the use, by any person, of the equipment of the City to copy records:
1.
Copies - letter or legal
$.15 per side.

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2.
Copies - color or oversize
3.
Certification
4.
Mailing
Actual cost of reproduction.
$1.00 per document plus copy cost.
Actual cost of postage.
5.
Statutory Fees
Fees otherwise fixed by statute will be
imposed at the rates authorized by statute.
6.
Recording Media (flash drive, CD, etc) -- Actual cost to the City
However, there will be no charge for the first 50 pages of letter or legal size black and white
copies for a requester, except for requests for commercial purposes. When the services of an
outside vendor are required to copy a public record, the actual reasonable charges of the outside
vendor will be the fees for copying such records, notwithstanding the fees stated above.
If the City provides records in response to a request but fails to respond within the requisite
periods, copies will be provided free of charge in accordance with Section 3(d) of the Act.
B.
Fees for Commercial Requests
Commercial requesters may be subject to an additional fee of $10.00 for each hour spent by City
personnel in searching for and retrieving a requested record. No fee will be charged for the first 8
hours spent by personnel in searching for or retrieving a requested record.
Commercial requesters may also be charged the actual cost of retrieving and transporting public
records from an off-site storage facility when the public records are maintained by a third-party
storage company under contract with the City.
If a fee is charged to a commercial requester under this section, the requester will be provided a
receipt accounting for all fees, costs and personnel hours in connection with the request.
C.
Fees for Electronic Records (Voluminous Requests)
The City will impose a fee for electronic records that fall under a voluminous request, as
described in Section II.D.5 of this Policy. The fees are set forth below:
1.
Records not in PDF format:
•
up to 2 MB of data - $20.00
•
more than 2 MB but less than 4 MB of data - $40.00
•
more than 4 MB - $100.00

2.
Records in PDF format:
•
up to 80 MB of data - $20.00
•
more than 80 MB but less than 160 MB of data - $40.00
•
more than 160 MB - $100.00

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D.
Method and Time of Payment
Payment of all required fees must be made in cash, by cashier's or certified check, or by money
order prior to the inspection, copying, or certification of any public record.
E.
Waiver of Fees
The fees provided in Section V.A above may be waived or reduced by the FOIA Officer or
another appropriately authorized official if the requester states the specific purpose of the request
on the request and establishes to the reasonable satisfaction of the FOIA Officer that a fee waiver
or reduction would be in the public interest. Any request for fee waiver or reduction must be
indicated on the request at the time the request is filed. A fee waiver or reduction will be
considered to be in the public interest only if the principal purpose of the request is to
disseminate information regarding the public health, safety, and welfare or the legal rights of the
general public and is not for the principal purpose of personal or commercial benefit to the
requester. The FOIA Officer may consider the number of requested public records and the cost
and necessity of copying them in setting the fee waiver or reduction amount.
VI. CITY OBLIGATIONS
A.
Records Subject to Immediate Disclosure Upon Request
The FOIA Officer will develop a list of documents or categories of records that the City will
immediately disclose upon request.
B.
List of Records Under the City's Control
The City will maintain and make available for inspection and copying a reasonably current list of
all types or categories of records under its control. The list will be reasonably detailed in order to
aid people in obtaining access to public records pursuant to the Act. The City will furnish, upon
request, a description of the manner in which its public records stored by means of electronic
data processing may be obtained in a form comprehensible to persons lacking knowledge of
computer language or printout format.
C.
Posting Requirements
The City will prominently display on its website, make available for inspection or copying, and
send through mail if requested, each of the following:
•
a brief description of the City, identifying and describing the membership of the
City's Corporate Authorities and of all of its standing and special committees and
other advisory bodies,
•
a short summary of the City's purpose,
•
a block diagram of its functional subdivisions,
•
the approximate number of its full and part-time employees,
•
identification and membership of advisory councils, commissions, or committees,
•
the total amount of its operating budget,
•
the number and location of each of its offices,
•
a brief description of the methods whereby the public may request public records,
•
a directory designating the Freedom of Information officer(s),

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•
the address where requests for public records should be directed, and
•
any fees allowable under Section 6 of the Act, as set forth in Section V, above.

D.
Record Keeping
The FOIA Officer will retain copies of all requests and documents relating to a request until the
request is complied with or has been denied, or for a longer period if required by the Act, other
applicable law, preservation request, or court order. In addition, copies of requests, any
responses including Notices of Denial, and a copy of communications with the Requester and
other communications shall be maintained by the FOIA Officer for the period provided by law,
or for a longer period of time pursuant to a preservation request or court order.
E.
Summary of Procedures
The FOIA Officer will create, maintain current, and make available for inspection, copying, and
mailing a copy of this FOIA Policy containing at a minimum the following: a brief summary of
the procedures established by this FOIA Policy, a directory designating the FOIA Officer, the
address where requests for public records should be directed, and any fees allowed.
VII.
GENERAL
A.
Conflicts and Invalidity
This FOIA Policy is promulgated in compliance with the Act, and does not supersede the Act. In
the event that this Policy, or part thereof, conflicts with the Act, the Act will control over the
FOIA Policy. If any provision of the FOIA Policy is deemed illegal or unenforceable, the
remainder of the Policy will remain unaffected and applicable to all requesters to the extent
permitted by law.
B.
Definitions
In addition to the definitions provided in the Act, the following definitions are applicable to this
FOIA Policy:
1.
Business hours: 8:00 a.m. to 4:30 p.m. on a business day.
2.
Business day: Any day on which the City Office is open and staffed for regular
public business during business hours.