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Freedom of
Information Act City Ordinance
Violations
Registered Sex Offenders
![[New!]](pagegifs_daregifs_clipart/smallnew.gif) Complainant's Statement of Police Personnel
Misconduct Form
Records Division Hours of Operation
Schedule of Fees
Monday through Friday, except government holidays
8:00 AM to 5:00 PM
(most days the noon hour is staffed depending on staffing levels)
Records Division may be reached by contacting 309-833-4505
The Records Division is responsible for maintaining the Police Department's
documents. This is a daunting task, as the Records Clerks must be well
versed in the legal issues, such as criminal and civil liability, surrounding
Records Management and the
Freedom of
Information Act. Records management is also a tremendous task, in that
the sheer volume of records a police agency creates is overwhelming. Added
to the vital record keeping function is the demand that the records are
maintained, stored, and recalled with 100% accuracy. Records are
kept in both electronic media (computers) and the tried and true method of paper
and folders.
Records Clerks handle every conceivable type of record that would exist in a
Police Agency. Records Clerks
manage payroll accounts, time off (vacation, holidays, sick time, personal days
and compensatory time), and personnel records. The majority of their
workload comes from managing Criminal Reports,
Crash Reports
(motor vehicle accident), Freedom of Information Act Requests (see below),
Traffic Citations and Arrests, City Ordinance
Violations, Arrest and Personal History Files, and
Local Registered Sex Offender
files.
Records Division Services
Records Clerks will provide copies of certain police records for a nominal
fee. Certain records may not be released if the incident is still under
investigation.
Fee Schedule
Prices are cash, we are unable to take credit cards
Motor Vehicle Crash (accident) Reports
$5
Police Reports
$3
Other copies
$ .25 each / $ .50 for doubled-sided
City Tow Fees (impounding of a
vehicle) $75 for tow between
Monday to Friday, 8AM to 5 PM
$125 for tows all other times, plus holidays
$20/day storage fee at City Impound
$10 Administrative Fee
Freedom of Information Act (FOIA)
it is
declared to be the public policy of the State of Illinois that all persons are
entitled to full and complete information regarding the affairs of government
[
] Such access is necessary to enable the people to fulfill their duties of
discussing public issues fully and freely, making informed political judgments
and monitoring government to ensure that it is being conducted in the public
interest. (5 ILCS 140/1)
taken
from the Illinois Compiled Statutes
The Freedom of Information Act (FOIA) is a valuable tool. Records
Clerks are trained in the request and recovery of information for the people
they serve. There are a few regulations imposed by the Freedom of
Information Act (FOIA) in order to request information. These rules are
imposed by the FOIA, not the Macomb Police Department. The request for
information procedure is easy and has the added benefit of providing accurate
and timely records recovery.
In order to request reports or material through FOIA, you must make the
request in person.
Requesting information in person is a requirement under FOIA, as the party
requesting information has to produce identification in order to receive the
request package.
Filling out the forms at the Records Division is beneficial for a few
reasons. Records Clerks are trained to assist citizens with filling out
the requests. This insures timely and accurate retrieval of records.
Samples of the different types of forms may be found
here and towards the bottom of this page.
Records Clerks may also answer questions regarding what type of information
should requested. For instance, if you request a "police report" your
record may not be found as a "police report" could have several definitions.
Crash Reports, Arrest Reports, Theft Reports and the like are all completed by
police officers.
There is NO CHARGE for processing FOIA requests. Copies of the
results will be charged at the above fee schedule of rates. Certain
records may be viewed on site under the control of the Macomb Police Department
and its agents.
**The below forms are a SAMPLES only.
It provides the information that Records Division personnel and you would need
when filing for a Freedom of Information Act Request**
|
Freedom of Information
Request
|
| To: Macomb Police Department
120 S. McArthur St.
Macomb, IL
61455
|
|
Pursuant to the Freedom of Information Act (5 ILCS 140/1 et.seq.), I,
_____________ __________________________, of___________________Street,
___________________,
Illinois, request that the following public records be made available
to me: (briefly describe each record or class of records requested,
be as specific as possible) |
|
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
________I would like to inspect such records and request that you
assemble them and provide an appropriate place for me to inspect them.
(I understand that the records requested by me must remain on Police
Department property in the place designated for their inspection and are
subject to control by the Chief of Police or other designated City Agent
or Employee.)
|
| ________I request that a copy of each record designated above be
made for me and mailed to me at my address stated below or
at_____________________________,________________, Illinois or I
will pick up such copies in person and for that purpose please call me
at my phone number stated below or at
________________________________when the copies are ready.
|
| ________I further understand and agree that the Police Department
may charge me the actual cost of copying and/or certifying any records I
have requested above. I have been advised of the charges for the
records I have requested, if applicable. |
|
I further understand that the Police Department has seven (7)
working days to process my request and respond to it. I am
familiar with the provisions of Section 3 of the Freedom of Information
Act concerning the procedures for responding to my request. I also
understand that my request is subject to the limitations on disclosure
provided by Section 7 of the Freedom of Information Act. I am
otherwise familiar with the provisions of the Freedom of Information
Act. |
| Dated ____________________________, 20___________ Signature
_______________________________________
Printed Name ____________________________________ |
| Address ________________________________________
City, State, Zip Code _______________________________
Telephone _______________________________________
|
| **This form is a SAMPLE only.
It is designed to provide an example of the form located at the Records
Division. |
| |
|
Freedom of Information Act
Denial Letter |
|
Dear_______________________,
You are herby notified that your request for the disclosure of
__________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(records requested) |
| is hereby denied and the reason for such denial is as
follows: ____________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(reason(s) for denial - exemption under the Act)
|
| The person or persons making this decision to
deny and their title or titles are set forth below:
Name: example - Curt Barker
Title: example - Deputy Chief
You are hereby further notified that you have the right
to appeal this decision to the Mayor who, under the Illinois Freedom of
Information Act, will make a decision either to affirm the denial of
disclosure or to allow disclosure within seven (7) working days after
you file a notice of appeal. Such notice of appeal should be filed
within fourteen (14) days of this letter. If the decision to deny
your request for disclosure was made by the head of the public body, you
have the right to appeal the decision of the head of the public body to
the Circuit Court of this County under Section 11 of the Freedom of
Information Act.
|
| Macomb Police Department By:
_________________________________________________
Title: _______________________________________________
Date: _______________________________________________
Signature: ____________________________________________
**This form is a SAMPLE only. It
is designed to provide an example of the form located at the Records
Division. |
| Freedom of Information Act |
|
| Disclosure with
Deletion of Exempt Material |
|
| Pursuant to Section 8 of the Act
|
|
|
Dear __________________________________,
|
|
| Pursuant to written request of
________________, enclosed you will find copies of the records you
have requested. Please note that pursuant to Section 8 of the
Freedom of Information Act, certain material originally in such
records has been deleted because such material is exempt material
under Section 7 of the Act.
|
|
| Macomb Police Department
|
|
| By:
_________________________________________________ Title:
_______________________________________________
Date: _______________________________________________
Signature: ____________________________________________
.
|
|
| **This
form is a SAMPLE only. It is designed to provide an example of
the form located at the Records Division |
|
| Freedom of Information Act |
| Extending Time for Disclosure |
|
Dear _____________________________,
We have been unable to fill your request dated
___________________________ requesting:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
(the records requested) |
| for the following reasons or reasons: ____________
The requested records are stored in another location.
____________ The request requires
the collection of a large number of records.
____________ The request is
categorical in nature and requires an extensive search.
____________ We have failed to
locate the requested records in our initial attempt and
the search is continuing.
____________ The requested
records require examination by a competent person in order
to determine which, if any, are exempt under Section 7 of the Act.
____________ It would unduly
burden or interfere with the operations of this Police
Department to fill the request within the initial seven (7) working
days.
____________ There is a need for
consultation with another public body which has
a substantial interest in the determination or in the subject matter of
the request.
|
 |
| With respect to the records you have requested, such records will be
available to you by
_____________________ or we will make a decision denying your request
by such date. Such
date will be within seven (7) working days from
_________________________.
|
| Macomb Police Department By:
_________________________________________________
Title: _______________________________________________
Date: _______________________________________________
Signature: ____________________________________________
**This form is a SAMPLE only. It
is designed to provide an example of the form located at the Records
Division.
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