Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 19-52    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 1/28/2019 Final action: 1/28/2019
Title: Concur with the Village Clerk and Village Manager's Recommendations to Clarify the Role of the Village Clerk in FOIA and Approve a Resolution Designating FOIA Officers
Attachments: 1. Resolution Designating FOIA Officers, 2. Detailed Summary Information on the Village Codes, 3. Current Code, 4. State Law - Village Clerk Records, 5. Excerpts from 1957 Code, 6. Excerpts from 1981 Code, 7. March 2 1981 Minutes - Village Recodification
Submitted By
Lisa Shelley, Deputy Village Manager

Reviewed By
CLP

Agenda Item Title
Title
Concur with the Village Clerk and Village Manager's Recommendations to Clarify the Role of the Village Clerk in FOIA and Approve a Resolution Designating FOIA Officers

End
Overview
Overview
Village Clerk Scaman and Village Manager Pavlicek have a joint recommendation that the Village Board formally appoint Freedom of Information Act (FOIA) officers in accordance with State Law. The Village Clerk and Village Manager have reviewed the current process and collectively are implementing the following procedural updates to clarify the FOIA process and the Village Clerk's role in responding to public records requests subject to the approval of the FOIA officers.

Body
Staff Recommendation
Approve the Resolution.

Fiscal Impact
N/A.

Background
The Village Clerk and Village Manager have reviewed the current process and collectively are implementing the following procedural updates to clarify the FOIA process and the Village Clerk's role in responding to public records requests:

1. The Village website will be updated by January 31, 2019 to reflect the FOIA Officers, subject to Village Board approval.
2. The Village website will be updated by January 31, 2019, to direct questions related to FOIA to the Village Clerk.
3. The Village Clerk will receive automatic notification of all electronic FOIA document requests on or before February 10, 2019.
4. All FOIA document responses will include contact information for the Village Clerk in the event the requestor has questions and this will be implemented on or before February 10, 2019.
5. The Village Clerk and Village Manager will review weekly reports of the status of all FOIA to ensure that Village Manager can work with staff related to any FOIA production questions identified by the Clerk.
6. The Village Clerk and Village Manager will conduct staff training on public records requests.
7. The Village Clerk and Village Manager ...

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