FAQ's

What is FOIA?

The Freedom of Information Act (FOIA) is a state statute that provides the public the right to access government documents and records. The premise behind FOIA is that the public has a right to know what the government is doing. The law provides that a person can ask a public body for a copy of its records on a specific subject and the public body must provide those records, unless there is an exemption in the statute that protects those records from disclosure (for example: records containing information concerning trade secrets or personal privacy).


Who is subject to FOIA?

Public bodies are subject to FOIA. The judiciary is not subject to FOIA, but court records and proceedings generally are open to the public.


Who can file a FOIA request?

Anyone. Any person, group, association, corporation, firm, partnership or organization has the right to file a FOIA request to any state or local public body, including any city, township or county office.


Can a public body require that a FOIA request must be submitted on a certain form or in a certain format?

No. Public bodies can require that FOIA requests be submitted in writing, but they must accept requests by mail, personal delivery, fax, e-mail, or other means available. While public bodies may offer a form for FOIA requests, they cannot require that you use a specific form to make your request. Public bodies may accept oral FOIA requests but are not required to do so.


What contact information should I include on my request?

Requesters are strongly encouraged to provide at least some contact information. Providing an email address will allow you to log into the portal to view your request and access records that are uploaded to your request. In addition, this will allow City staff to send you notifications regarding the status of your request.


How detailed should my request be?

The Village strongly recommends including details that will facilitate a focused search:

  • Describe the nature of the record being requested and/or provide the name or identification number of the records to the best of your knowledge.
  • Provide the time frame or date range you are interested in, for example: Fiscal Year 2021 or from February 2020 to present.
  • When possible, identify the departments and/or Village employees that may be involved in the subject matter.
  • Avoid abbreviations.
  • When applicable, provide specific addresses, block numbers (for example, the 500 block of Plaza Blvd), or an intersection.

How many days does the public body have to respond to my FOIA request?

A public body must respond to a FOIA request within 5 business days after the public body receives the request. Day 1 of the 5-day timeline is the first business day after the request is received by the public body. The date that the request was received by the public body does not count as "Day 1." That time period may be extended for an additional 5 business days from the date of the original due date if:

  • The requested information is stored at a different location;
  • The request requires the collection of a substantial number of documents;
  • The request requires an extensive search;
  • The requested records have not been located and require additional effort to find;
  • The requested records need to be reviewed by staff who can determine whether they are exempt from FOIA;
  • The requested records cannot be produced without unduly burdening the public body or interfering with its operations; or
  • The request requires the public body to consult with another public body who has substantial interest in the subject matter of the request.

If additional time is needed, the public body must notify the requester in writing within 5 business days after the receipt of the request of the statutory reasons for the extension and when the requested information will be produced.


Are there any fees or charges for public records requests?

When a person requests paper copies of the records, the first 50 pages of black and white, legal or letter sized copies of records requested are fee. Anything that surpasses 50 pages will be charged 15 cents per page.

When a person requests a copy of a record maintained in an electronic format, the public body 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 public body shall furnish it in the format in which it is maintained by the public body, or in paper format at the option of the requester. A public body may charge the requester for the actual cost of purchasing the recording medium, whether disc, diskette, tape, or other medium.


When may public records be inspected?

Public records maintained by the Village may not be readily available for inspection. It is strongly recommended that you contact the department in advance to ensure that the records are available. An appointment may need to be scheduled if the records must be located and reviewed or redacted for exempt information.