Freedom of Information Act Policy

The Freedom of Information (“FOIA”) Policy reflects Cook Memorial Public Library District’s (“Library”) commitment to openness, accountability, and public access to information. As a taxpayer-supported institution, the Library recognizes the community’s right to access records that document its operations, governance, and use of public funds, in accordance with applicable freedom of information laws.

Article I: Public Body.

A brief description of the Library’s public body is as follows:

1. Our mission statement: Through dedicated personal service, we connect our diverse community to resources and experiences that educate, enrich, and inspire.
2. Funding sources are property and personal property replacement taxes, state and federal grants, fines, fees, and donations. Tax levies are:
   1. Corporate purposes (for general operating expenditures including debt service)
   2. IMRF (for employees’ retirement and related expenses)
   3. Social Security (for employees’ FICA costs and related expenses)

   Library financial information, an organizational chart, and number of employees can be found at www.cooklib.org/transparency.

3. The administrative office is located at: 413 N. Milwaukee Avenue, Libertvyille, IL 60048. The Library also has a location at 701 Aspen Drive, Vernon Hills, IL 60061.
4. The Library Board of Trustees (“Board”) is comprised of seven elected residents that have statutory authority over Library governance, policies, and financial oversight. The Board convenes on the third Tuesday of each month at 6:30 p.m. at either the Cook Park Library, 413 N. Milwaukee Avenue, Libertyville, Illinois or the Aspen Drive Library, 701 Aspen Drive, Vernon Hills, Illinois as specified in the annual Ordinance establishing the Schedule of Regular Meetings adopted each spring. Board meeting minutes, Library Policies, and information about the Trustees can be found at www.cooklib.org/transparency.
5. The Library is required to report and be answerable for our operations to: Illinois State Library, Springfield, Illinois.
6. The Library’s FOIA officer(s) are:
   1. Library Director
   2. Executive Assistant

Article II: FOIA Requests.

Information and records available to the public may be requested in the following manner:

1. Submit a request via email, written letter, or fax to the following individual:
   FOIA Officer
   Cook Memorial Public Library District
   413 N. Milwaukee Ave.
   Libertyville, IL 60048
   foiarequest@cooklib.org
   Fax: 847-362-2354
2. Requests for electronic records shall be submitted via email. The requests must appear in their entirety within the body of the electronic submission and not as an attached file or hyperlink.
3. If the request is for a “commercial purpose” that must be indicated on the request.
4. It must be specified whether the request is for inspection of public records, copies of public records, or both.
5. The requester may be required to reimburse the Library for actual costs for reproducing the records, and may be charged the following fees:
   1. There is no charge for the first 50 pages of black and white text either letter or legal size.
   2. There is a $.15 per page charge for copied records in excess of 50 pages.
   3. Actual copying cost of color copies and other sized copies will be charged.
   4. Commercial Requests: The Library will charge $10.00 per hour for each hour in excess of 8 hours spent searching for or retrieving records or for examining the record for necessary redactions and will also charge the actual costs of retrieving records stored off-site by a third party storage company, if any.
   5. Voluminous Requests: The Library will impose a fee for electronic records that fall under a voluminous request as set forth below:Records not in PDF format:
      Up to 2 MB of data – $20
      More than 2 MB but less than 4 MB of data – $40
      More than 4 MB of data – $100Records in PDF format:
      Up to 80 MB of data – $20
      More than 80 MB but less than 160 MB of data – $40
      More than 160 MB of data – $100
      
      For fees imposed pursuant to this section regarding voluminous requests, the Library will provide the requester with an accounting of all fees, costs and personnel hours in connection with the request. The fees the Library may charge for voluminous requests can still be charged even if the requester fails to accept or collect the records. If a requester does not pay a fee charged pursuant to Section 6 of FOIA, the debt shall be considered a debt due to the Library and may be collected in accordance with applicable law.
6. If the records are kept in electronic format, a specific format may be requested and if feasible, will be so provided. If not, records will be provided either in the electronic format in which they are kept (which will require payment by the requestor of the actual cost of the medium only, i.e. flash drive, tape, etc.) or in paper form as you select.
7. Except for commercial requests, voluminous requests and recurrent requesters, the Library will respond to a written request within five (5) business days after receiving the request (excluding public holidays observed by the state of IL) or sooner, if possible. An extension of an additional five (5) business days may be taken if the Library meets the criteria for the additional five-day extension under Section 3(e) of FOIA. The Library and the requester may agree to a longer extension if necessary.
8. For commercial requests, the Library will respond within 21 business days.
9. Pursuant to Section 8.5 of FOIA, the Library is not required to copy a public record that is published on the Library’s website, and in response to such a request, may notify a requester that the record is available online and direct the requester to the page on the website where the record can be reasonably accessed. However, if the requester is unable to reasonably access the record online, the requester may re-submit their request for the record stating their inability to access the record online, and the record will be made available for inspection or copying.
10. Repeated requests from the same person for the same records that are unchanged or identical to records previously provided or properly denied under FOIA will be deemed unduly burdensome in accordance with Section 3(g) of FOIA.
11. If the FOIA Officer has a reasonable belief that a request was not submitted by a person, they may require the requester to verify orally or in writing that they are an actual person. If the requester fails to verify that he or she is a person within 30 days after the FOIA Officer requests such a verification, the request may be denied.
12. Records may be inspected or copied. If inspected, an employee must be present throughout the inspection.
13. The place and times where records are available for inspection are as follows:
    Monday – Friday, 9:00 a.m. to 5:00 p.m.
    Cook Park Library – Administrative Office
    413 N. Milwaukee Ave.
    Libertyville, IL 60048
14. The Library is not required to create records that do not exist or required to answer questions in response to a FOIA request (5 ILCS 140/1).When a record contains material with release restrictions and material that is not subject to release restrictions, the restricted material shall be redacted and the unrestricted material released (5 ILCS 140/7).
    1. A copy of the redacted release should be maintained for proof of what was actually released and in order to document the reasons for the redactions.
15. The denial of a request for records is subject to the following:
    1. Denial of a request by the FOIA Officer shall be in writing and shall identify the specific exemptions being claimed under 5 ILCS 140/9. A detailed factual basis for any claimed exemption, and the names and titles of each person responsible for the denial, will be provided (5 ILCS 140/9). Each written denial shall also inform the requesting party of the right to appeal to the Public Access Counselor of the Illinois Attorney General (5 ILCS 140/9(a)).
    2. Failure to respond in a timely manner to a request under the Illinois Freedom of Information Act constitutes a denial (5 ILCS 140/3(d)).

Article III: Types of Records.

The following types or categories of records are maintained by the Library and will be made available upon request:

1. Monthly financial statements.
2. Annual Receipts and Disbursements Reports.
3. Operating Budgets.
4. Annual Audits.
5. Library Board meeting minutes.
6. Library policies.
7. Adopted ordinances and resolutions of the Board.
8. Annual reports to the Illinois State Library.

Adopted: 02/17/04

Revised: 11/02/06

Revised: 03/27/07

Revised: 12/15/09

Revised: 04/19/16

Revised: 02/16/21

Revised: 12/16/25