Freedom of Information Act 5 ILCS 140/4

Description

Pursuant to the Constitution of the United States, and the Constitution of the State of Illinois, the City of Columbia was chartered to provide public services to its citizens. Those services include, but are not limited to, access to public potable water, waste water sewerage and treatment, storm water retention and detention, installation and maintenance of public infrastructure, emergency services, including police, fire and ambulance protection, zoning regulation and administration, legislation and administration of finances and revenues, licensing and regulation of businesses and professionals, legal, consulting, and professional services required to manage all activities of the City, and the legislation required to protect the best interest - its citizens.

The City operates on a budget cycle May 1st to April 30th. Ordinance No. 3695 established Fiscal Year 2026 budget, which is $26,289,458.00.

The City Council is comprised of a Mayor and 8 Aldermen. The City Council is the corporate authority of the City of Columbia.

The City Council appoints a City Administrator who is responsible for the daily operations of the City. 
There are approximately 74 full-time employees, 33 part-time employees, and 4 seasonal employees.

City Functional Subdivisions
City Organizational Chart

Directory of city offices

Boards, commissions & committees

board of police commissioners

The Board of Police Commissioners consists of three members. The board is responsible for the recruitment, appointment, promotion, and discipline of members of the Police Department.

board of trustees of the police pension fund

The Board of Trustees of the Police Pension Fund consists of five members. The board’s primary responsibility is to administer the pension fund for police officers in accordance with Illinois Statutes.

electrical commission

The Electrical Commission consists of 6 members. The commission recommends safe and practical standards and specifications for the installation, alteration and use of electrical equipment, recommends reasonable rules and regulations governing the issuance of permits.

heritage & preservation commission

The heritage & preservation Commission consists of 9 members. The commission recommends to City Council the adoption of ordinances designating areas, places, buildings, structures or other objects, including city-owned property, having significant historical, architectural or aesthetic features as the city’s landmark sites.

library board

The Library Board of Directors consists of 9 members. The board has charge of the operation of the City public library and of the expenditure of all library funds.

parks & recreation advisory board

The Parks & Recreation Advisory Board consists of 9 members. The board’s primary function is to serve in an advisory capacity to the City Council for matters related to the development, maintenance and operation of municipal parks, and the provision of recreational programs and services.

plan commission

The Columbia Plan Commission consists of 9 members. The commission advises the City Council on issues related to the development, redevelopment and renewal of Columbia, such as zoning and subdivision of property. The Plan Commission also reviews and recommends action on proposed changes to the City’s Comprehensive Plan.

warderman cemetery board of managers

The Warderman Cemetery Board of Managers consists of three members. The board manages the gifts and legacies of money or property that have been donated to the Board for the use or maintenance of lots or the cemetery.

How to request records

The Freedom of Information Act (FOIA) (5 ILCS 140/1 et seq.) is a federal law that allows members of the public to request access to government records. It is designed to promote transparency and accountability in government operations.

All requests for records shall be made in writing and may be submitted to the City via personal delivery, mail, fax, or email. Request may also be submitted on the City's website or through the City's FOIA Form.

Pursuant to 5 ILCS 140/8.5(a), the City is not required to copy a public record that is published on the City's website.

FOIA requires public bodies to respond or deny to non-commercial FOIA requests within 5 business days of receipt. The time for a response can be extended an additional 5 business days, as allowed under 5 ILCS 140/3(e). Responses to commercial requests will be provided within 21 business days of receipt. 

There is no charge for copying less than 50 pages. For copying more than 50 pages or for any additional copies, a charge of 10 cents per page will be applied. Records provided via email are provided at no charge.

Pursuant to 5 ILCS 140/3.5, the City designated the following FOIA Officers by Ordinance No. 2764: