The City Clerk's Office supports the policy of providing public access to the public records in the possession of the City while, at the same time, protecting legitimate privacy concerns, and maintaining administrative efficiency and operational priorities.  The following procedures are intended to implement the provisions of the Freedom of Information Act

Requesting Public Records

Requests for public records shall be submitted to the Office of the City Clerk.   Pursuant to the Freedom of Information Act (FOIA), (5 ILCS 140/1 et seq.; P.A. 83-1013, effective July 1, 1984, as amended) the request shall be made in writing, either on the form provided here or in letter form directed to the Office of the City Clerk.   The following information must be included in a request for public records:

1.      The requestor's full name, address, and telephone number;                                         

2.      A description of the records sought, being as specific as possible; and                 

3.      Whether the request is for inspection of records, copies of records, or both.

 City's Response

1.            The City shall respond to a written request for public records within 7 working days after the receipt of such request.

2.            The City may give notice of an extension of time to respond which does not exceed an additional 7 working days, or a total of 14 working days from the written request. Such an extension is allowable only if written notice is provided within the original 7 working day time limit and only for the reasons provided in Section 3(d) of the FOIA (5 ILCS 140/3(d)). Such notice of extension shall state the reasons why the extension is necessary.

3.            The City shall respond to a request for public records in one of the following ways:

         a.  Approve the request;                                                                                            b.  Approve in part and deny in part;                                                                          c.  Deny the request;                                                                                                 d.  Give notice of an extension; or                                                                              e.  Provide an opportunity for a conference

4.      Upon approval of a request for public records, the City may either provide the materials immediately; give notice that the materials shall be made available upon payment of reproduction costs, or give notice of the time and place for inspection of records.

5.            Categorical requests creating an undue burden upon the City shall be denied only after extending to the requestor an opportunity to confer in an attempt to reduce the request to manageable proportions.

6.           A denial of a request for public records shall be made in writing. It shall state the reasons for the denial in accordance with either Section 3(f) or Section 7 (5 ILCS 140/7) of the FOIA and the names and titles of individuals responsible for the decision. It shall also give notice of the requestor's right to appeal to the City within 7 working days.

Appeal of a Denial

A FOIA request which  has been denied by the City may appealed to the Mayor. The notice of appeal shall be made in writing and sent to:

Springfield City Clerk's Office
Municipal Center West
300 S. Seventh Street, Room 106
Springfield, IL 62701

The notice of appeal shall include a copy of the original request, a copy of the denial received by the requestor, and a statement of the reasons why the appeal should be granted.

The City shall respond to an appeal within 7 working days after receiving notice thereof. The City shall either affirm the denial or provide access to the requested public records. A notice of denial of an appeal by the City shall inform the requestor of his/her right to judicial review under Section 11 of the FOIA (5 ILCS 140/11).

Copying and Inspection of Public Records

Copies of public records shall be provided  upon payment of any charges due. Charges may be waived in any case where the City determines that the waiver serves the public interest.

 

Inspection of public records will be conducted during normal business hours at the City Clerk's Office.   For purposes of convenience, the City and/or requestor may request that inspection take place in another Department office location. An employee of the City may be present through the inspection. A requestor may be prohibited from bringing bags, brief cases, or other containers into the inspection room. Documents which the requestor wishes to have copied shall be segregated during the course of the inspection.

DOWNLOAD a Freedom of Information Act Request  Contact Information Springfield City Clerk's Office Municipal Center West, Room 106 300 S. Seventh Springfield, IL 62701 Office Hours: Mon. - Fri.:  8:00 a.m. to 4:30 p.m. (217) 789-2216 (Office) (217) 789-2144 (Fax)