Freedom of Information Act Requests

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

A. The mission of the Addison Public Library is to provide informational, cultural, educational, and recreational resources and services to the citizens of Addison. The Addison Public Library seeks to accomplish its mission through prudent management and development of its resources and by providing access to a broad range of materials and services to meet the present and future needs of the community it serves. In this effort the Addison Public Library cooperates with other libraries and educational, cultural, community, and governmental agencies and institutions.

B. Organizational chart

Organizational chart

C. The total amount of our operating budget for FY 2010 is: $4,889,700.00. Funding sources are property and personal property replacement taxes, state and federal grants, fines and fees, and donations. Tax levies are:

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

D. The office is located at this address: 4 Friendship Plaza, Addison, IL 60101 

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

  1. Full-time 23
  2. Part-time 29

F. The following organization exercises control over our policies and procedures: The Addison Public Library Board of Library Trustees, which meets monthly on the third Tuesday of each month, at 7:30 p.m., at the library.

View Board members.

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, Anne 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.
B. Your request should be directed to the following individual: Mary Medjo Me Zengue,FOIA officer.
C. You must indicate whether you have a “commercial purpose”1 in your request.2
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, 9:00 a.m. to 4:00 p.m.
          Addison Public Library, 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 Resolutions
D. Operating Budgets
E. Annual Audits
F. Minutes of the Board of Library Trustees
G. Library Policies, including Materials Selection
H. Adopted Resolutions of the Board
I. Annual Reports to the Illinois State Library

1 “Commercial purpose” is defined 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.
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.