Warren County Clerk/Recorder - Freedom of Information (FOIA)

 

The following is a list of records available in the Warren County Clerk/Recorder's office.

Property records, including but not limited to:
          Mortgages, deeds, plats, liens, etc  (the Warren County Recorder's office does not perform "title" searches on property.)
Fireworks permits
Assumed Name Applications
Genealogical records (birth, death, marriages) PLEASE see link on the County Clerk/Recorder's page for more information
Election information (election results can be found on the link on the County Clerk/Recorder's page.)
Accounts Payable
Payroll
Tax Extensions
Delinquent property tax information
Notary Public
Statement of Economic Interest
Liquor License
County Board minutes and agenda (these items, back to October 2015, can be found under the GOVERNMENT tab, minutes or agenda  links)

Most of the above has a link on the Warren County Clerk/Recorder's page for more information. 

Direct any FOIA requests for the information listed above to:
     Tina M. Conard, Warren County Clerk
     warrencountyclerk@outlook.com
     100 W. Broadway, Monmouth IL 61462
    

FOIA request form

Instructions for Requesting Information and Public Records
1. Please make your request for records in writing. Warren County does not require the completion of a standard form for this purpose, however
a form is available in the link above for your convenience. To submit the available form electronically you must save it to your computer then e-mail it to the appropriate department below. You may submit your written request by mail, fax, email or in person. If sending your request via email, use FOIA in the subject line to identify your emails as a FOIA request and to reduce the possiblity of it being filtered as SPAM.

2. Please be as specific as possible when describing the records you are seeking. Remember, FOIA is designed to allow you to inspect or recieve copies of records. It is not designed to require a public body to answer questions. To the extent that you wish to ask questions of a representative of Warren County, please refer to the department list below.

3. Please tell us whether you would like copies of the requested records, or whether you wish to examine the records in person. You have the right to do either.

4. For black and white, letter or legal sized copie, the first 50 pages are free, unless a different fee is otherwise fixed by statute. Any additional pages will be charged at .15 cents per page. Color and abnormal size copies will be charged the actual cost of copying.

5. You are permitted to ask for a waiver of copying fees. To do so, please include the following statement (or a similar statement) in your written FOIA request. "I request a waiver of all fees associated with this request." In addition, you must include a specific explanation as to why your request for information is in the public interest - not simply your personal interest - and merits a fee waiver.

6. Please include your name, preferred telephone numbers(s), mailing address, and, if you wish, your electronic mail address. 

Freedom of Information Act (FOIA) Overview
The purpose of the Freedom of Information Act is to ensure that all persons are entitled to full and complete information regarding the affairs of government, and the official acts and policies of those who represent them as public officials.
The principle mandate of the Act provides that each public body shall make available to any person for inspection, or upon submission of a written request, to provide copies of any requested records that are subject to disclosure under the Act. Not all records are subject to disclosure, and the Act provides a number of exemptions.
This Act is not intended to be used to violate individual privacy, nor for the purpose of furthering a commercial enterprise, or to disrupt the duly-undertaken work of any public body independent of the fulfillment of any of the rights of the people to access to information (5 ILCS 140/1). 

Response Time On FOIA Requests
All written requests shall be responded to within five (5) working days (5 ILCS/140/3) following the date the request is received, except in the instance when the request is for commercial purposes. (Within 21 working days of receiving a request for commercial purposes Warren County will: (1) provide a reasonable estimate of time needed to comply with the request along with an estimate of the fees which the requestor will be charged; (2) deny the request pursuant to a statutory exemption; (3) notify the requestor if the request is unduly burdensome and allow the requestor to revise the request to manageable proportions; or (4) provide the requested records).            The five (5) day count begins the day after the receipt of the FOIA request by the Department Head or designated department FOIA officer. The requester may be notified of a five (5) day extension (working days) if the files are voluminous, at different locations, or if other reasons make it impossible to assemble and mail the request out within the normal five (5) day period. 

Denial of FOIA Requests
All county employees are encouraged to provide available information when requested by the public. Information provided or denied under the FOIA, however, must donform to the legal rrequirements under the Act. Certain documents may be exempt from disclosure pursuant to specific sections in the Freedom of Information Act (5 ILCS 140/3(g);7;7.5).
When a public body denies a request for public records, that body must, within five (5) working days, or within any extended compliance period provided for in the Act, notify the person who made the request, by letter, of the decision to deny the request. The letter must explain the reasons for the denial, and give the names and titles of all persons responsible for the denial.

Appeal of Denial of FOIA Requests
Any person denied access to inspect or copy any public record for any reason may appeal the denial by sending a written notice of appeal to the Public Access Counselor at the following address:
Public Access Counselor
Office of the Attorney General
500 S. 2nd Street
Springfield, Illinois 62706
Phone: 1-877-299-FOIA (1-877-299-3642)
Fax: 2017-782-1396
E-mail: publicaccess@atg.state.il.us

For additional information regarding the Freedom of Information Act, please visit the Illinois Attorney General's website    http://www.illinoisattorneygeneral.gov/government/idex.html

PLEASE send your FOIA requests to the appropriate office below
   States Attorney - 309-734-8477 Thomas Siegel  tsiegel@wcsao.com
   Circuit Clerk Office - 309-734-5179 - Denise Schreck (traffic, fines, court records) - dschreck@9thjudicial.org
   Treasurer Office - 309-734-8536 Kathy Tate   warrencountytreasurer@outlook.com (property tax bills, dog tags, warren county budget lines)
   Assessor Office - 309-734-8561 Mike McVey   warrencountyassessor@outlook.com (property assessments, GIS)
   Sheriff Office - 309-734-8506  Martin Edwards   FOIArequest@warrencountyilsheriff.com    mail to: 121 North A Str, Monmouth IL 61462
   County Clerk Office - 309-734-8592 Tina M. Conard    warrencountyclerk@outlook.com (property records (Deeds, mortgages, liens, etc), election information, accounts payable, payroll, delinquent property taxes), County Board records
   Highway Department - 309-734-8518 Dewayne Fender    833 S. 8th Street, Monmouth IL 61462
   Zoning Department - 309-734-8592 option #1    warrencountyzoning@outlook.com    Mark Shallenberger (zoning permits, zoning codes)
   Coroner - Al McGuire 309-734-6008 mdguireanddaviesfuneralhome@gmail.com