Village of Brownstown, IL
Fayette County
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[HISTORY: Adopted 1-19-2010 by Ord. No. 2010-01-03. Amendments noted where applicable.]
The Illinois Freedom of Information act provides that "all persons are entitled to full and complete information regarding the affairs of government and official acts and policies of those who represent them as public officials and public employees consistent with the terms of this Act. Such access is necessary to enable the people to fulfill their duties of discussing public issues fully and freely, making informed political judgments and monitoring government to ensure that it is being conducted in the public interest.
This statutory provision applies to all information collected, assembled, or maintained by a public body in the course of its official business that is to be made available during normal business hours for inspection or copying. It assures that a written request for information will receive a timely response and allows the organization to recoup any production costs incurred by supplying a response.
The Village is committed to providing citizens and taxpayers access to applicable public records under the Act. The intent of this policy is to clarify the requirements and to assist staff in the compliance of both the letter and the spirit of the Act. The Act is not to violate individual privacy, nor to further commercial enterprise, nor to disrupt the work of any public body. The spirit of the Act is to minimize the restraints of information access by limiting exceptions to the general rule that the people have a right to know the decisions, policies, procedures, rules, standards and other aspects of government activity that affect the conduct of government and the lives of any or all of the people.
The Village is a municipal entity dedicated to providing its residents and taxpayers with services for their safety, health and environment.
An organizational chart is attached.
The Village is a municipal entity supported primarily by taxes. The total amount of the Village's operating budget for FY2010 is: $__________.
The Village Hall is located at this address: 114 East Main Street, Brownstown, Illinois 62418.
[Amended 9-23-2013 by Ord. No. 13-09-01]
The Village employs the following number of persons:
(A) 
Full-Time: four.
[Amended 9-23-2013 by Ord. No. 13-09-01]
The Board of Trustees exercises control over the policies and procedures for the Village. The Board meets monthly on the third Tuesday of each month, 7:00 p.m. at the Village Hall in the Board Room. Its members include:
Virginia Wilber
Acting Village President/Village Trustee
Robin Lovett
Village Clerk
Karen Morrison
Village Treasurer
Don Lovett
Village Trustee
Zach Townsend
Village Trustee
Jodi Winkler
Village Trustee
Mike Fitch
Village Trustee
Nikki Sidwell
Village Trustee
(A) 
Request form must be completed (FOIA Request Form). There is no requirement under this Act to respond to oral requests or to provide information other than what already exists in the records.
(B) 
Request should be directed to: Robin Lovett, Village Clerk, FOIA Officer for the Village at the Village Clerk's Office, 114 East Main Street, Brownstown, Illinois 62418.
[Amended 9-23-2013 by Ord. No. 13-09-01]
(C) 
The request 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. Legal counsel may be solicited to advise as to the proper response to the request.
(D) 
The Village FOIA Officer shall note the date upon which the Village received the written request, compute the day on which the period for response will expire and note that date on the written request. The Village FOIA Officer shall maintain an electric or paper copy of a written request along with any and all documents submitted with the request until the records have been disclosed or the request has been denied. The Village FOIA Officer shall create a file for the retention of the original request, a copy of the response, a record of written communications with the requester; and a copy of other communications.
(E) 
Within five business days of the receipt of a written request to the FOIA Officer, unless otherwise provided by the Act, the Village will respond with written information regarding access to the information, request an extension under the Act, or deny the request in writing.
(F) 
The Village may extend the five business day period for an additional five business days if it can demonstrate that certain conditions exists pursuant to the Act. If the Village seeks an extension under the Act, it must within the original five business days, notify the requester in writing of the reasons for the extension and of the new due date.
(G) 
Denial of the request will occur if the public records request fall within one of the specific exemptions of the Act, or in those situations where the public body does not have either a right of access or ownership of the information. If only part of the request is denied, and access will be given to the remainder, it will be stated in the response. Any denial will include the reason, including a detailed factual basis for any exemption claimed; citation to supporting legal authority for any exemption claimed; a notice of the right to a review of the denial by the Public Access Counselor, including the contact information of the Public Access Counselor and notice that the requester has a right to judicial review under the Act.
(H) 
Reimbursement for actual costs for reproducing and certifying (if requested) the records will be charges as follows: first 50 pages for black and white, letter or legal size copies are free each page thereafter shall be charged at $0.15 per page for copied records and $1 for certification of record. For color or abnormal sized copies and electronic copies (tape, CD, disk, etc.) the Village shall charge the actual costs for copying.
(I) 
If a request is for a commercial purpose; then the Village has 21 business days to provide an initial response in writing. The response may consist of providing the records; provide the requester with an estimate as to when the records will be available and estimated costs; denying the record under an exemption or notifying the requester that the request is unduly burdensome. Requests made by news media, not-for-profit organizations shall not be considered commercial if they are made for the purposes of journalism, research or similar purpose.