Freedom of Information Act

Freedom of Information Act Form

East Alton Public Library District:  The Illinois Freedom of Information Act

I.   A brief description of our public body is as follows:

A.  Our purpose is to provide materials and services for the recreational, social, informational, and educational needs of the community.

B.   An organizational chart is attached.

C.     The total amount of our operating budget for FY 2009/2010 is: $497,283.00.

Funding sources are property and personal property replacement taxes, state and federal grants, fines, charges, and donations; Tax levies are:

1.   Corporate purposes (for general operating expenditures) $231,083.00

2.   IMRF (provides for employee’s retirement and related expenses) $20,600

3.   Social Security (provides for employee’s FICA costs and related expenses) $17,500

4.   Audit (for annual audit and related expenses) $4,000.00

5.   Maintenance (for maintaining the building) $32,000.00

6.     Tort Liability (for insurance premiums, risk management, attorney’s fees and related expenses, unemployment and worker’s compensation insurance) $63,000.00

7.     Working Cash : no longer levied

8.   Debt Service (for bond and interest payments) $0.00

D.  The office is located at this address: 250 Washington, East Alton 62024

E.   We have approximately the following number of persons employed:

                        1.         Full-time          5

                        2.         Part-time          5

F.   The following organization exercises control over our policies and procedures: The East Alton Public Library District Board of Library Trustees, which meets monthly on the 2^nd Tuesday of each month, 7:00 p.m., at the library.

Its members are: Sally Hierman, President; Peter Shoemaker, Vice President; Eileen Long, Secretary; Van Long, Treasurer; Charlotte Wiegand, Jerome Podesva, and Beverly Werts.

G.   The following organization operates in an advisory capacity regarding our operation:  N/A. Its members are: N/A.

H.  We are required to report and be answerable for our operations to:

Illinois State Library, Springfield, Illinois. Its members are: State Librarian, Jesse White (Secretary of State); Director of State Library, Ann Craig; and various other staff.

II.    You may request the information and the records available to the public in the following            manner:     

A.     Use request form (see attached).

B.     Your request should be directed to the following individual: Richard Chartrand, FOIA officer.

C.     You must indicate whether you have a “commercial purpose”[1] in your request.

D.     You must specify the records requested to be disclosed for inspection or to be copied. If you desire that any records be certified, you must specify which ones.

E.      To reimburse us our actual costs for reproducing and certifying (if requested) the records, you will be charged the following fees:

            There is a $1.00 charge for each certification of records.

            There is no charge for the first fifty (50) pages of black and white text either letter or legal size;

There is a $.15 per page charge for copied records in excess of 50 pages;

The actual copying cost of color copies and other sized copies will be charged.

F.      If the records are kept in electronic format, you may request a specific format and if feasible, they will be so provided, but if not, they will be provided either in the electronic format in which they are kept (and you would be required to pay the actual cost of the medium only, i.e. disc, diskette, tape, etc.) or in paper as you select.

G.     The office will respond to a written request within five (5) working days or sooner if possible. An extension of an additional five (5) working days may be necessary to properly respond.

H.     Records may be inspected or copied. If inspected, an employee must be present throughout the inspection.

I.        The place and times where the records will be available are as follows:

Monday-Friday, 9:30 a.m. to 5:00 p.m.

East Alton Public Library District, Administrative Offices

III.       Certain types of information maintained by us are exempt from inspection and copying. However, the following types or categories of records are maintained under our control:

A.        Monthly Financial Statements

B.         Annual Receipts and Disbursements Reports

C.         Budget and Appropriation Ordinances

D.        Levy Ordinances

E.         Operating Budgets

F.         Annual Audits

G.        Minutes of the Board of Library Trustees

H.        Library Policies, including Materials Selection

I.          Adopted Ordinances and Resolutions of the Board

J.          Annual Reports to the Illinois State Library