Under the Illinois Freedom of Information Act (5 ILCS 140), records in possession of public agencies may be accessed by the public upon written request. Pursuant to Section 2 ( c ) of the Act, a public record is any records, reports, forms, data processing records, electronic communications, recorded information and all other documentary characteristics, having been prepared by or for, or having been or being used, received, in possession of or under the control of any public body
Some records are, however, not available for disclosure through the FOIA process. These items are specifically outlined in the Act in Section 7 ( 1 ) ( a ) thru ( y ) and Section 7.5 (Statutory Exemptions). Some FOIA disclosures may also be restricted by confidentiality provisions imposed by other state and federal statutes. The FOIA process does not supersede applicable statutory or judicial mandates concerning confidentiality, proprietary business/ trade matters, clearly unwarranted invasion of personal privacy matters, etc.
For specific information related to the Illinois Freedom of Information Act you may read the entire statute at this link. Additional information on the Act can also be found on the Illinois Attorney General's website available at this link.
FOIA Officer for the City of Windsor
Linda Voris- City Clerk (217) 459-2291 (City business)
Travis Boyer- Chief of Police (217) 459-2282 (Police)
FOIA Request Procedure All requests for public records must be made in writing, preferably on a City FOIA form. If a requester is unable to obtain one of these forms, the City will accept any legible written request, provided that the request is clearly and concisely stated.
The requestor shall provide the following information in their request for public records:
- Full Name of Requestor
- Phone Number
- Description of the Documents Being Sought
- Specify Whether the Requestor Will be Inspecting the Documents or if They Want Copies
- Specify if the Requestor Wants the Records to be Certified
When possible, the requestor should:
- Identify the Type of Record
- Identify the Approximate Date of the Record
- Department Where the Record may be Located
If the request is for Commercial Purposes, the requestor must disclose that fact to the City at the time the request is made. It is a violation of the Act to knowingly obtain a record for a commercial purpose without such consent.
Procedures for Providing Records to Requestors
Generally, public records will be made available for inspection at City Hall, located at 1016 Maine Street, Windsor, Illinois 61957 during the hours of 8:00 am to 12:00 Noon and 1:00 pm to 5:00 pm, Monday, Tuesday, Wednesday and Friday, excluding holidays. And 8am-noon on Thursdays.
During any inspection of records, a requestor shall be prohibited from bringing bags, brief cases or other containers into the designated inspection room. Documents that the requestor wishes to have copied shall be segregated during the inspection process. An employee of the City shall be present during the inspection and will perform all copying at the conclusion of the inspection. Copies of public records shall be provided to the requestor only upon receipt of payment of any charges due.
Charges for copies of public records shall be assessed in accordance with the Freedom of Information Act (5 ILCS 140/6). Charges may be waived in any other case where the FOIA Officer, or the designee, determines that the waiver serves the public interest, pursuant to Section 6 of the Act.