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Freedom of Information Act
Download a FOIA Form
The Freedom of Information Act (FOIA) is the principal Illinois statutory enactment governing the inspection of public records. This Act guarantees access to thousands of documents and records generated by the State and local governmental bodies. Specifically, it provides the public with a mechanism to observe government in action and to monitor the actions that government takes. In order to properly comply with this Act, the Village of Skokie has developed the following guidelines.
Who has the right to inspect public records?
Any individual, corporation, partnership, firm or organization, acting individually or as a group has the right to inspect public records.
What information must be made available?
Full and complete information regarding the affairs of government and the official acts and policies of those who represent them. Basically, all records having been prepared, or having been used, received, possessed or under the control of the Village must be made available. It is held that it is the Village’s obligation to provide a requesting party with records in the form in which they are originally kept, regardless of physical form (hard copy, microfilm, tape recordings, cards, photographs, electronic data processing records, etc.). The following is a non-exhaustive list of records considered “public”, as of the date of this publication:
- Administrative manuals, procedural rules
- Final opinions and orders made in the adjudication of cases
- Substantive rules
- Statements and interpretations of policy adopted by any Village entity
- Final planning policies
- Factual reports, inspection reports and studies prepared for or by the Village
- Any account, voucher or contract dealing with the receipt or expenditure of public funds
- Names, salaries, titles and dates of employment of all employees and officers of the Village
- Materials containing opinions concerning the rights of the State, Village, or any private person
- Name of every official and the final records of voting in all proceedings of public bodies
- Applications for any contract, permit, grant or agreement
- Reports, documents, studies and publications prepared by independent consultants for the Village
- All information required by law
- Any grant or contract made by or between the Village and another public body or private organization
What information is exempted from public disclosure?
While the Freedom of Information Act provides for the disclosure of public information, it does recognize that in order to enable public bodies to perform certain governmental functions properly, and in order to protect personal privacy, some records and information should remain confidential. A complete listing of these exempted records and information is specified under Section 7 of the Illinois Freedom of Information Act.
Procedure
The following is the Village of Skokie’s procedure for obtaining information through the Freedom of Information Act. By following these steps, requests for information can be expedited in an effective and efficient manner.
Step 1: Complete a Freedom of Information Act Request Form
All requests for information must be made in written form. Forms are available for download from the Village’s website, www.skokie.org, or from the Village Manager’s Office, located on the second floor of Village Hall, 5127 Oakton Street, Skokie, IL 60077.
Once a form has been completed, requests for information covered under the Act should be referred to the Village Manager’s Office, specifically the Public Information Officer. Any type of request for information should be accompanied by the request form. Forms should be completed even when there are concerns that the information may be exempt under the Act. It is important to be as direct/specific as possible when making a request.
Step 2: Addressing the Request
Requests should be addressed to the Public Information Officer in the following:
Village of Skokie
Public Information Officer
5127 Oakton Street
Skokie, IL 60077
847/933-8219
Individuals may make information requests between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, except on Village observed holiday.
Step 3: Village Response
The Freedom of Information Officer shall determine whether the information is exempt or nonexempt under the provisions of the Freedom of Information Act. The Village shall respond to a written request within seven (7) working days from the receipt of the request. It is possible that the Village will request an additional seven (7) working days to fulfill the request. However, a written response informing the request of an extension will be made by the seventh (7 th) working day.
The Village shall respond to the request in the following manner:
- Approve the request
- Approve in part and deny in part / “Partial Denial”
- Deny the request
- Give notice of an extension
- Provide the requestor with an opportunity to appeal a response
Approval
Upon approval of a request for public records, the Village may either provide the materials immediately or up to seven days after a request, give notice that the materials shall be made available upon payment of reproduction costs, or give notice of the time and place for inspection of records. Generally, public records will be made available for inspection during regular Village business hours. When inspecting records, a Village employee may be presented throughout the inspection.
Duplication Fees
General documents exceeding 20 pages
(8 ½ x 11, 8 ½ x 14, 11 x 17) |
$0.20 single-sided copy
$0.40 double-sided copy |
| Oversized documents |
Fee determined by size* |
| Traffic crash reports |
$5.00 (These reports may be requested directly from the Police Department) |
Undue Burden
Categorical requests creating an undue burden upon the Village shall be denied only after extending to the requestor an opportunity to reduce the request to a manageable proportions.
Denial/Partial Denial/Appeal
A denial of a request for public records shall be made in writing. It shall state the reason for the denial in accordance with either Section 3(f) or Section 7 of the Freedom of Information Act, and the names and titles of the individual responsible for the decision. It shall also give notice of the requestor’s right to appeal the denial, in writing, to the Village Manager within seven (7) working days after receiving notice thereof. The Village Manager shall either affirm the denial, provide access to the records, or provide access to portions of the records.
* Determination of charges for oversized documents are made by the Department/Division fulfilling the request and if they have the necessary machines to produce the document. In some instances, oversized documents are sent to an external agency for printing, whereas the requester will pay the cost issued by the external agency.
Catalogue of Departmental Records: The Village of Skokie maintains the following public records:
Community Development:
Building Code Variations
Building Permit Applications Certificates of Occupancy
Zoning Verification
Zoning Violations
Special Use Violations
Special Use Variances
Building Permits, Plans and Specifications
Maps
Code Ordinances and Amendments
Village Manager’s Office: Budgets
Contracts, Agreements and Leases Publications (NewSkokie and other Village materials)
Intergovernmental Agreements
Mayor’s Office/Corporation Counsel: ProclamationsResolutionsVillage Board Meeting Minutes and Video RecordingsBoard and Commission Meeting Appointments
Village Mayor’s Office: Ordinances
Resolutions Proclamations
Board and Commission Appointments
City Council Meeting Agendas and Minutes |
Finance Department: Audits
Vehicle Sticker Records Water Billing
Cash Receipts and Disbursements
Animal Licensing Receipts and Disbursements
Liens
Invoices
Copies of purchase orders
Copies of corresponding checks that paid the purchase orders
Bid and request for proposal (RFP) solicitation documents Contracts, Agreements and Leases
Fire Department:
Fire Prevention Bureau Ambulance Reports
Fire Inspection Reports Fire Reports
Hazardous Materials Records
Underground Storage Tank Records
Police Records Division:
Crime Reported
Licenses
Persons Arrested
Services Rendered
Traffic Accident Report
Police Reports
Civil Defense |
Public Information Division:
Press Releases Legal Notices Village-issued Newsletters
Village-issued Brochures and Flyers
Public Works Department: Vehicle Maintenance Records
Vehicle Specifications Contracts, Leases and Agreements Construction Improvement Projects
Reports, Studies & Surveys
Health Department:
Food Inspection Reports and Violations
Public Health Information Notices Food Borne Illness Reports
Food Establishment Records
Birth and Death Certificate Records Public Health and Nuisance Reports Radon & Landscape Waste Survey
Water Quality Reports
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