Galva Public Library District The Illinois Freedom of Information Act (This page is printable for form use.)

I.                     A brief description of our public body is as follows[1]: The Galva Public Library District  was established in 1910 to provide access to and help using library resources for information, education, business and pleasure.

 

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 2010 is: $217,225.  Funding sources are property and personal property replacement taxes, state grants, fines, charges, and donations.[2]  Tax levies are[3]:

1.      Corporate purposes (for general operating expenditures)

2.      IMRF (provides for employee’s retirement and related expenses

3.      Social Security (provides for employee’s FICA costs and related expenses

4.      Audit (for annual audit and related expenses)

5.      Maintenance (for maintaining the building)

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

7.      Working Cash (for internal loans, $: [not levied]

D.     The Office is located at this address:  120 North West Third Avenue

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

1.       Full Time      3

2.      Part Time     2

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

 

Its members are:  Linda Van De Velde, President; Melissa Bates, Vice-President; Cheryl Anderson, Secretary; Randel J. Anderson, Treasurer; Donna Carlson, Marcia Anderson, and Mary Alice Morthland.

G.     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 Illinois State Library, Anne Craig,; and various other staff.

[1] If the public body maintains a website, the information in Section I must be posted there as well.

[2] Delete any source that does not apply, e.g. personal property replacement taxes.

[3] Delete any of the listed types that are NOT used by the library.

 

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:  Melody Heck FOIA Officer.[4]

C.      You must indicate whether you have a “commercial purpose”[5] in your request.[6]

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 will be 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 will 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:

120 N.W. Third Ave., 9:30 a.m. to 4:30 p.m.

Galva Public Library District, Administrative Offices

4] P.A. 96-542 requires the FOIA designated officer(s), and there can be multiples, must be “trained” with the on-line training program to be developed by the Illinois Attorney General’s office and tested as well, within the first six months of the effective date which is January 1, 2010 (i.e. training and testing by July 1, 2010 AND annually thereafter, and within 30 days of any new appointment.

[5] “Commercial purpose” is defined in the Act as “the use of any part of a public record or records, or information derived from public records, in any form for sale, resale, or solicitation or advertisement for sales or services.”  However, there are exceptions for news media, non-profits, scientific and academic organizations for disseminate news, articles or opinions of public interest, or research or education.

[6] In the event a “Commercial interest” is involved, additional questions can be asked of the requestor by the public body FOIA officer in order to determine the classification, then the public body has up to 21 days to respond and either deny the request based on exemptions or undue burden; or estimate the time and cost of the copying for prepayment; or provide the documents requested.

 

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.      Annual Audits

F.       Minutes of the Board of Library Trustees

G.     Library Policies, including Materials Selection

H.     Adopted Ordinances and Resolutions of the Board

I.        Annual Reports to the State Library

 

                        Galva Public Library District Organizational Chart/Seven Member Board

 

Text Box: Board of Library Trustees President Vice-President Secretary Treasurer Trustee Trustee Trustee Text Box: Library Director

 

 

 

 

 

 

 

 

 

 

 

 

 


 

                                                                                                                  

Text Box: Assistant Librarian

 

 

Text Box: Assistant Librarian

 

 

Text Box: Assistant to the Director

 

 

                                                                    Galva Public Library District                                            Freedom of Information Act Request                                      

 

 

Text Box: Student Worker/Page

 

 

 

 


 

                                                                                                                  

 

 

 

 

 

 

 

Text Box: Phone Number

 

 

Text Box: Date of Request

 

 

Text Box: Requestor’s Name (or business name, if applicable)  

 

                            

 

 

Text Box: Street Address   Text Box: Certification requested:         _______s                  _______No Text Box: City                                                                         State                                                   Zip Text Box: Description of Records Requested:     Is the reason for this request a “commercial purpose” as defined in the Act?     ___Yes      ____No Text Box: Library Response (Requestor does not fill in below this line) Text Box: A p p r o v e d   Text Box:   (    )  The documents requested are enclosed.   (   )   You may inspect the records at _____________________________________            On the date of____________________________________________   (   )   The documents will be made available upon payment of copying costs of             $______________.   (   )   For “commercial requests only: the estimated time of when the documents will be available is ______________________at the prepaid costs stated above.   Text Box: D e n i e d Text Box:  (    )  The request creates an undue burden on the public body in accordance with Section 3 (g)  of the Freedom of Information Act, and we are unable to negotiate a more reasonable request. (     ) The materials requested are exempt under Section 7______ of the Freedom of Information  Act for the following reasons:_________________________________________________ _______________________________________________________________________ Individual(s) that determined request to be denied and  title:__________________________________________________________________ In the event of a denial, you have the right to seek review by the Public Access Counselor at (217) 558-0486 or 500 S. Second Street, Springfield, IL  62705.  Or you have the right to  judicial review under section 11 of FOIA. (   )   Request delayed, for the following reasons (in accordance with 3(e) of the FOIA):______. You will be notified by the date of ________ as to the action taken on your request.  

 

 

 

 

 

 

 

 

 

                                                                                Note:  This form cannot be MANDATORY under FOIA, but it is preferred.

                                                                            Failure to use it may result in the request not being properly or promptly processed.

 

 

 

 

 

 

 

 

 

 

 


 

 

Text Box: Date of Reply

 

 

Text Box: FOIA Officer