Freedom of Information (FOIA) Request
The Six Mile Regional Library District serves the communities of Granite City, Mitchell, and Pontoon Beach, Illinois by providing a wide variety of items to borrow and by offering services for residents of all ages. The library provides information, services, and programs. The library’s website offers 24-hour access to electronic information, services, and the catalog.
The library’s total operating budget for fiscal year 2024 is $2,543,605.50.
Funding sources are property taxes, state and federal grants, fees, and donations.
As of March 2024, the library has the following number of employees:
- Full-time: 20
- Part-time: 14
The functional subdivisions of the library are administration, facilities, IT, materials services, youth services, Delmar Avenue, and Johnson Road.
What is FOIA?
FOIA is the Illinois Freedom of Information Act. Under the Illinois Freedom of Information Act (5ILCS 140), records in possession of public agencies may be accessed by the public upon written request. Pursuant to 5 ILCS 140/2(c), “public records” means all records, reports, forms, writings, letters, memoranda, books, papers, maps, photographs, microfilms, cards, tapes, recordings, electronic data processing records, electronic communications, recorded information, and all other documentary materials pertaining to the transaction of public business, regardless of physical form or characteristics, having been prepared by or for, or having been or being used by, received by, in the possession of, or under the control of any public body. Records that are not subject to release via the FOIA process include confidential and trade secret information.
The SMRLD FOIA Officer is the Executive Director.
How Do I Submit a FOIA Request?
FOIA requests must be submitted in writing. Phone and/or in-person requests are not accepted. The FOIA request should include a clear description of the public record requested. If a request is unclear, SMRLD may need to contact you to further clarify the request.
Written requests can be submitted in three ways:
- Via EMAIL to [email protected]. with the subject “FOIA request”
- By FAX to (618) 590-0886 with “FOIA Request” clearly stated as the subject and to the “attention of the Executive Director”
- By MAIL or hand delivery to
Six Mile Regional Library District
ATTN: Executive Director, FOIA Request
2001 Delmar Avenue
Granite City, IL 62040
Important Note: We encourage all requestors to send FOIA requests by email rather than by postal mail.
Required Information When Filing a Request
- The requestor’s name
- Complete contact information (name, address, email address that can be used for communication and responsive documents, phone number)
- A clear description of the document(s) being sought
- A statement that the request is being made under the Illinois Freedom of Information Act
- Whether this is a commercial request or not
- If records are being requested without charge or at a reduced charge
- Any specific records to be certified
- Format requested for delivery of public records (hard copy print, email, Excel spreadsheet, etc.)
Requests may be to inspect or copy records. If inspected, an employee must be present throughout the entire inspection.
The place and times where the records will be available are as follows:
- Monday and Friday, 9 am – 5 pm; Tuesday, Wednesday, and Thursday, 11 am – 5 pm
SMRLD Business Office, 2001 Delmar Avenue
Inspection of documents shall not be allowed when records are in immediate use by persons exercising official duties that require use of the records.
FOIA Requests for Electronic Records Instructions
Pursuant to Section 5 of the Freedom of Information Act (5 ILCS 140/5), “[e]ach public body shall furnish upon request a description of the manner in which public records stored by means of electronic data processing may be obtained in a form comprehensible to persons lacking knowledge of computer language or printout format.”
Requestors may request public records in an electronic format from SMRLD by including in their FOIA request a statement that the requestors prefer the records to be delivered in an electronic format and by providing an email address where the electronic records can be delivered.
Upon receiving a request for public records in an electronic format or if the public records are only maintained in an electronic format, the FOIA Officer (Executive Director) will respond to the FOIA request and unless exempt, will deliver the electronic records to the requestor via the requestor’s email address, if feasible. If the requestor requests the electronic record to be delivered in a means other than email, SMRLD may charge the requestor for the actual cost of purchasing the requested medium, such as disk, DVD, or flash drive.
If the records are maintained in an electronic format which cannot be submitted to the requestor electronically, the FOIA Officer will provide the requestor a printout of the records.
Requestors may request an explanation of the electronic records or printout from the FOIA Officer if the records are not comprehensible because of the requestor’s lack of knowledge of computer language or printout format.
If the electronic records or printouts are in a format which are not easily comprehensible to persons who lack knowledge of computer language or printout format, the FOIA Officer will provide a verbal or written explanation of the records in the FOIA response.
What Happens After the FOIA Request is Submitted?
All requests are processed in the order in which they are received. SMRLD will respond within five (5) working days of the receipt of the request. An extension of five (5) working days is allowed with written notification to the requestor.
Requests will be responded to in the manner in which they are received, unless specifically otherwise outlined in the request.
If the requested information is available on the SMRLD website, the requestor will receive website links directly to that information.
Fee Requirements
Under 5 ILCS 140/6 of the FOIA, agencies “…may charge fees that are reasonably calculated to reimburse its actual cost for reproducing and certifying public records…”.
- There is a $1 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 $0.15 per page charge for copied records over 50 pages
- The actual copying cost of color copies and other sized copies will be charged
- Actual cost of electronic medium, if needed (disk, DVD, flash drive, etc.)
Fees may be waived or reduced under certain circumstances. In general, under 5 ILCS 140/6(b) of the FOIA, the waiver or reduction of fees will be granted when it is determined to be in the public interest to do so.
The requestor will be informed of the total dollar amount of the fee. The requestor will be asked to provide a money order, cashier’s check, or certified check for that dollar amount.
If a fee is required, SMRLD will not release the information to the requestor until the fee is paid in full.
Types or Categories of Records Under SMRLD Control
- Monthly Financial Statements
- Annual Receipts and Disbursements Reports
- Budget and Appropriations Ordinances
- Levy Ordinances
- Operating Budgets
- Annual Audits
- Minutes of the Board of Library Trustees
- Library Policies
- Bids and Specifications
- Annual Reports to the Illinois State Library
Authority
The website information concerning these SMRLD FOIA procedures is being provided as required by 5 ILCS 140/4 of the Freedom of Information Act (FOIA).
The Illinois Attorney General’s office website provides details about the act. The site includes an FAQ (frequently asked questions) document written by staff in the AG’s office for individuals employed by “public bodies” such as SMRLD.