City of Evanston FOIA Policy

City of Evanston FOIA Policy
This Policy ("FOIA Policy”) outlines the City of Evanston’s procedures for compliance
with the Illinois Freedom of Information Act, 5 ILCS 140/1 et seq. (" the Act”), by the City
and any person requesting public records from the City ("requester”), and contains
instructions and forms for the implementation of the FOIA Policy. The City will respond
to written requests for inspection, copying, or certification of public records in
accordance with the Act, this FOIA Policy, and other applicable laws (the "request").
The effective date of this FOIA policy shall be the date on which it is adopted by the City
Council.
I. REQUESTS FOR PUBLIC RECORDS
A. General - Processing of Requests
All requests to inspect, copy or certify public records under FOIA must be submitted to
the City in writing, submitted via the NextRequest system, or sent via electronic mail.
The City will respond to all requests in conformance with the FOIA statute parameters.
The City will comply with the request by providing responsive records to the requester
only, or as the case may be, deny the request, as required by 5 ILCS 140/3 through
140/3.3.
B. Responsibilities of FOIA Officers.
The City’s Freedom of Information Officers are administratively responsible for receiving
and processing all requests to inspect, copy, or certify public records under the Act and
this FOIA policy. The FOIA Officers are the person with the authority on behalf of the
City to grant or deny requests to inspect, copy, or certify public records filed pursuant to
the Act and this FOIA policy, to extend the time for response, and to issue appropriate
notices. The City designates the following positions to be FOIA officers: City Clerk,
Evanston Police Department Records Manager or his/her designees, Customer Service
Representative of the Collector’s Office, and an Assistant City Attorney. FOIA Officers
are responsible for closing each request in conjunction with the Law Department. The
FOIA Officers within the Law Department are responsible for all correspondence with
the Attorney General's Public Access Counselor when a request for review is filed.
C. Summary of the FOIA Request process:
Step One: Complete a FOIA Request Form: Requests for records can be made in
writing. However, sufficiently detailed oral requests for records may be honored as well.

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The City prefers that the requester use the NextRequest system at the City's website
https://www.cityofevanston.org/government/city-clerk/submit-foia. If this is not an option
for the requester, s/he may submit a request in person at the City Clerk’s Office at 2100
Ridge Avenue, Evanston, Illinois 60201. The City will process written requests as long
as the following information is included:
(a) name of requester;
(b) the requester's mailing address, e-mail address (if applicable), and telephone
number;
(c) a specific description of the public records requested; and
(d) a statement of purpose, indicating whether the requester intends to use the
records, or the information derived from those records, for sale, resale,
solicitation, or advertisement for sales or services.
Step Two: Procedure for submission of the FOIA Request:
Requests may be submitted online at https://www.cityofevanston.org/government/city-
clerk/submit-foia. Requests can also be mailed, faxed or e-mailed to
FOIA@cityofevanston.org for processing. Requests can also be hand delivered to the
FOIA Officer(s) between the hours of 8:30 a.m. and 7:00 p.m. Monday through
Thursday and Friday between the hours of 8:30 a.m. and 5:00 p.m., except on City
observed holidays. An e-mail sent during business hours will be deemed received on
the day it is received by the Public Body and an e-mail message sent after business
hours will be deemed received on the following business day.
Mailed Requests should be addressed as follows:
City of Evanston
Attn: FOIA Officer
2100 Ridge Avenue
Evanston, IL 60201
If you are submitting a FOIA request via email, send to FOIA@cityofevanston.org
For every FOIA request, the City’s FOIA officer(s) must use NextRequest in a way so
that records responses and responsive documents released can only be viewed by the
requester.
Step Three: City Response
The City will respond to the request within five (5) business days of receipt of the
Request. If a FOIA Officer determines that additional time is needed and allowed under
FOIA to respond to the request, then a FOIA Officer will send written notification to the
requester of the reasons requiring the extension, and the length of the extension (no
more than 5 business days). The requester and the City may also agree in writing to
extend the time period to a date certain that is beyond the additional five (5) business
days. The FOIA Officers and City staff, with the aid of the City of Evanston Law
Department, will evaluate if any or all of the requested public records are exempt from
disclosure under FOIA. After a determination of legal compliance is made in

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conjunction with the Law Department, each FOIA Officer is responsible for closing a
request assigned to him/her.
The City officials will respond to the Request for records according the following:
(1) Approve the request and release all requested documents for inspection and/or
copying (Approval Response; Form A);
(2) Approve the request in part and deny the request in part based on statute
exemptions and provide the requester an opportunity to appeal (Partial Denial
Response; Form B);
(3) Deny the request for all records requested. The denial will cite statutory reasons for
the denial and provide requester an opportunity to appeal (Denial Response; Form B).
(4) Send a notice of extension for the City’s response to the request (Notice of
Extension; Form D); or
(5) Meet and confer with the requester to narrow the scope of the request (Meet and
Confer Notice; Form E) and if the requester narrows the request to a manageable size,
the City will send a follow-up response letter with the updated records.
(6) Send response letter indicating that the request needs clarification regarding the
records that the requester is seeking, and/or the request as submitted is vague or
unclear (Form F).
Step Four: (If applicable) City Response – Commercial Requests
The City must be informed if the request is made for commercial purpose. It is a
violation of FOIA to attempt to procure public records without disclosing to the City that
the request is submitted for a commercial objective. The City will respond to a request
for records to be used for a commercial purpose within 21 working days after receipt.
The response will (i) provide to the requester an estimate of the time required by the
public body to provide the records requested and an estimate of the fees to be charged,
which the City may require the person to pay in full before copying the requested
documents, (ii) deny the request pursuant to one or more of the exemptions set out in
this Act, (iii) notify the requester that the request is unduly burdensome and extend an
opportunity to the requester to attempt to reduce the request to manageable
proportions, or (iv) provide the records requested.
Requests from the news media or non-profit organizations are not classified as a
request for a commercial purpose if the purpose of the request is to:
(a) access and disseminate information concerning news and current passing events;
(b) write articles of opinions or features of interest to the public; or
(c) use for the purpose of academic, scientific or public research/education.
Step Five: Delivery of response and payment of any applicable fees
If the request is approved, approved in whole, or approved in part, the City will provide
the materials in accordance within the required time period. The FOIA Officer will notify
that the materials will be available electronically, or upon payment of the reproduction
costs, and/or give notice of the time and place for inspection of records. Public records
are available for inspection during regular City business hours. During inspections, a
City employee must be present and the record(s) cannot be removed from the building.

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II. DISCLOSURE OF PUBLIC RECORDS
B. Access to Public Records
Only City employees will be permitted to search City files, records, or storage areas; to
use City equipment; or to make copies of City’s public records. Original public records
will not be removed from City offices at any time.
K. No Obligation to Create New Records
In the course of responding to requests to inspect, copy, or certify public records, the
Act and this FOIA Policy does not require the City to create records that the City does
not already maintain in record form.
IV. CITY OBLIGATIONS
A. Organizational Description
In accordance with Section IV of the Act, the FOIA Officers will cause the City to
prominently display at the Civic Center, make available for inspection, copying, and
available on the City’s webpage under Freedom of Information Act “Organizational
Information”, the following information:
1. City Mission: The City of Evanston is committed to promoting the highest
quality of life for all residents by providing fiscally sound, responsive municipal services
and delivering those services equitably, professionally, and with the highest degree of
integrity.
2. Vision Statement: Creating the most livable city in America.
3. Organizational Values:
 Excellent customer service
 Continuous improvement
 Integrity
 Accountability
4. City of Evanston Budget: The City Council approved the current Fiscal Year
operating budget for the City in the amount identified on the City’s webpage.
5. Total number of City employees: The total staffing level for the current Fiscal
Year is identified on the City’s webpage.
6. Organizational Chart: The City’s organizational charts are posted to the City of
Evanston website at: https://cityofevanston.org/transparency/city-organizational-charts/.
7. Location of City of Evanston offices:

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 Civic Center: 2100 Ridge Avenue, Evanston, IL 60201; (847) 328-2100
 Fire Department: 909 Lake Street, Evanston, IL 60201; (non-emergency) (847)
866-5918
 Main Public Library: 1703 Orrington, Evanston, IL 60201; (847) 448-8600
 Police Department: 1454 Elmwood Avenue, Evanston, IL 60201; (non-
emergency) (847) 866-5000
 Water Treatment Plant: 555 Lincoln Street, Evanston, IL 60201; (847) 866-2942
 Dial 3-1-1 for non-emergency City services and information
B. Records Stored by Electronic Data Processing.
The FOIA Officers will prepare and furnish to any person requesting it a description of
the manner in which public records of the City stored by means of electronic data
processing may be obtained in a form comprehensible to persons lacking knowledge of
computer language or printout format. The City will work to ensure databases subject to
disclosure under FOIA are capable of exporting in a machine readable format (i.e. csv,
xls.)
C. Record Keeping
The FOIA Officers will retain copies of all requests and documents relating to a request
until the Request is complied with or has been denied. In addition, copies of requests,
any responses including Notices of Denial, and a copy of communications with the
requester and other communications will be maintained by the Evanston FOIA Officers
for the period provided under the Illinois Local Records Act, 50 ILCS 205/1 et seq.

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