Freedom of Information Act and Open Meetings Act

Freedom of Information Act
Official Audit Information
Open Meetings Act

Freedom of Information Act

Organization

The Villa Park Public Library is a Local Municipal Library incorporated and organized under the laws of the State of Illinois for the purpose of providing its residents with access to information for educational, informational and recreational needs.  The information is provided jointly from the Library’s collection of materials and services and by referral and/or access to levels of information and research beyond the Library’s collection through interlibrary loan, DuPage Library System services and other similar services.

The Villa Park Public Library has certain functional subdivisions which are shown below.  The approximate amount of the operating budget of the Villa Park Public Library is $1.9 million.  The Library’s sole office is located at 305 S. Ardmore, Villa Park, Illinois.  The Library leases office and program space at 317 S. Ardmore, more commonly known as the Library Annex.  The Villa Park Public Library currently employs approximately 13 full-time and 41 part-time employees.  The members of the Board of Library Trustees and standing committees of the Villa Park Public Library are as follows:

Board of Library Trustees

Adelaide “Pat” Hubbard President
Daniel Hippensteel Vice President
Matt Matkowski Secretary
Mark McCleary Treasurer
Michelle Geyer-Ross Trustee
Stan Kosek Trustee
Steve Seddon Trustee

Standing Committees

a. Policy Committee – Adelaide Hubbard (chair), Daniel Hippensteel, Steve Seddon
b. Finance Committee – Bob Wagner (chair), Mark McCleary, Stan Kosek

Mission Statement

The Villa Park Public Library provides equal access to materials and resources to meet the cultural, educational, informational and recreational needs of the community.  The Library actively focuses on serving as a community information and activities center and supports the lifelong learning and leisure needs of residents of all ages.

Functional Diagram


Compliance

It is the policy of the Villa Park Public Library (the “Library”) to permit access to as well as inspection and copying of public records in accordance with the Illinois Freedom of Information Act, hereinafter referred to as the “Act” or “FOIA” (5 ILCS 140/1 et seq.).  In accord with the above stated policy, the following practices and procedures are provided and established by the Library.

Freedom of Information Officers

Primary Officer – Sandra D. Hill, Email or Call 834-1164 x111
Secondary Officer – Sean Birmingham, Head of Adult Services, Email or Call 834-1164 x119

Requesting Records

Freedom of Information Act Request Form

A.      Requests for all records must be in writing and submitted to the attention of the FOIA Officer by mail, facsimile or e-mail, or delivery during regular business hours of the Administration Office of the Library.

B.      No oral request for records will be processed.  The person orally requesting records shall be advised to put the request in writing.

C.      Designated office for submission of FOIA requests:

Freedom of Information Officer
Villa Park Public Library
305 S. Ardmore
Villa Park, IL 60181-2663

D.       Hours: Those hours during which the Administration Office of the Library are open for business currently:

E.       9:00 a.m. to 5:00 p.m. -   Monday through Friday

F.       Content of Requests.  In addition to being in writing, all requests must specify, in particular, the records requested to be retrieved and and/or inspected.  Provide as much information as possible on the subject matter.  This will help expedite the search process.  All requests must also specify whether the records are requested for a commercial purpose as well as whether the requester is requesting a fee waiver.  If any records are to be certified, it must be so indicated in the request, specifying which records are to be certified.  A written request should include the requester’s name, address, the date and a daytime telephone number so that the Library can contact the requester if it has any questions.

G.     When a person requests a copy of a record maintained in an electronic format, the Library shall furnish it in the electronic format specified by the requester, if feasible.  If it is not feasible to furnish the public records in the specified electronic format, then the Library shall furnish it in the format in which it is maintained by the Library or in paper format at the option of the requester.  The Library may charge the requester for the actual cost of purchasing the recording medium, whether disc, diskette, tape, or other medium.  The Library may not charge the requester for the costs of any search for and review of the records or other personnel costs associated with reproducing the records.

Catalog of Records

Records are cataloged by type in accord with the List of Records below.

1.          Financial records
2.          Board resolutions
3.          Board ordinances
4.          Board minutes
5.          Committee minutes
6.          Correspondence received of the Library
7.          Correspondence from the Library
8.          Construction records
9.          Insurance information
10.         Grant records
11.         Policy and Personnel records
12.         Meeting room requests
13.         Insurance records
14.         Capital equipment and maintenance
15.         Agendas and minutes of meetings
16.         Contracts
17.         Public notices
18.         FOIA requests and responses

Fees

The fees for copies of records are as follows:

A.      The first 50 pages of black and white, letter or legal size copies:  Free
B.      10¢ per page for each page in excess of 50 pages copied by a Library employee in house.
C.      The actual cost per page for each color copy or size other than letter or legal.
D.      The actual cost per page for each page copied by a third party when the Library is unable to copy the records in house.
E.       $1.00 per certificate if the copies are to be certified.
F.       Reproduction on disc, diskette, tape or other media:  actual cost of recording media.

If the person making the request for records states that the purpose of the request is for health, safety and welfare or legal rights of the general public rather than the personal or commercial gain and requests that the fee be waived or reduced, the FOIA Officer may, upon inquiry of the precise reason for the request, grant such waiver or reduction as he/she deems appropriate.

No fee shall be charged for copies of records if the Library fails to respond to a request within the time permitted for extension, but later provides the requested public records.

No fee shall be charged for any personnel costs related to searching for, reviewing or reproducing records.

Official Audit Information

Audit information for the Library, conducted as part of the Village of Villa Park audit for the Fiscal Year Ending April 30, 2011, can be found on the Village Website. Library audit information begins on page 119 and ends on page 122

Open Meetings Act

Click here to view the 2012 Open Meetings Act training certificates for all VPPL trustees.

Public Act 97-609 amended the Open Meetings Act [5 ILCS 120], effective 1 January 2012, for employers that participate in the Illinois Municipal Retirement Fund (IMRF). The amendment requires employers to identify those employees with a “total compensation package” equal to or greater than (1) $75,000 and (2) $150,000. The term “total compensation package” is defined to mean “payment by the employer to the employee for salary, health insurance, a housing allowance, a vehicle allowance, a clothing allowance, bonuses, loans, vacation days granted, and sick days granted.”

Notice of Total Compensation Package of $75,000+ View PDF

Notice of Total Compensation Package of $150,000+ None