(FOIA) Freedom of Information Request Information

The following is the City of Prospect Heights' procedure for obtaining information through the Freedom of Information Act. The City of Prospect Heights processes Freedom of Information Act (FOIA) requests in accordance to the Illinois Freedom of Information Act 5 ILCS 140. By following these steps, requests for information can be expedited in an effective and efficient manner.

Fees

In accordance to City of Prospect Heights City Code and the Illinois Freedom of Information Act, the copying fees for FOIA requests are as follows:

 

First 50 pages: No charge

Letter / legal, black and white copies for each page after the first 50 pages: $0.15 per page

Certified copies: $1.00 per document in addition to copy charges

Large format, audiotapes, digital copies or color copies: Actual cost to the city, excluding any personnel costs.

Step 1: Complete & Submit a Freedom of Information Act Request Form

All requests for information must be made in written form. Forms are available online by CLICKING HERE or at City Hall. Police FOIA requests can be made through the Police Department FOIA form available via this link.

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. A request may be made in a letter format if it contains all the necessary information required on the forms.

Completed forms can be dropped off in person at City Hall, 8 N. Elmhurst road, placed in a sealed envelope and dropped in the City's white after hours drop box at City Hall, or emailed to foia@prospect-heights.org.

FOIA request may also be submitted by mail to:

 

City Hall

8 N. Elmhurst Road

Prospect Heights, IL 60070

FOIA Officers: Lloyd Austin, Peter Falcone, Regan Coalter

 

Police Department

14 E Camp McDonald Road

Prospect Heights, IL 60070

FOIA Officers: Rachelle Gentry

Step 2: City 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 City shall respond to a written request within five working days from the receipt of the request. It is possible that the City will request an additional five working days to fulfill the request. However, a written response informing the requestor of an extension will be made by the fifth working day.

 The City shall respond to the request in the following manner:

  •  Approve the request
  •  Approve in part and deny in part
  •  Deny the request
  •  Give notice of an extension

Approval

Upon approval of a request for public records, the City may either provide the materials immediately or up to five 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 City business hours. When inspecting records, a City employee may be present throughout the inspection.

Denial/Partial Denial/Appeal

A denial of a request for public records shall be made in writing. It shall state a detailed 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.

Unduly Burdensome

Categorical requests creating an undue burden upon the City shall be denied only after extending to the requestor an opportunity to reduce the request to manageable proportions.

Response to Commercial Request

A requestor must inform the City if a FOIA request is going to be used for a commercial purpose. It is a violation of the Act to attempt to procure a public record without disclosing that the use is for a commercial purpose. For requests for commercial purposes, the City has 21 days to respond with an estimate when the request will be completed and the fees associated with it. However, these records must be provided within a reasonable time. The City may require the requestor to pay in full before copying any documents.

Requests from the news media or non-profit scientific or academic organizations are not classified as a request for commercial purpose if the purpose of the information is to: 

  •  Access and disseminate information concerning news and current or past events 
  •  Write articles of opinion or features of interest to the public. 
  •  Use for the purpose of academic, scientific or public research/education.