Village Government
Freedom of Information Act (FOIA)
The Village of Winthrop Harbor is committed to open and transparent government.
Illinois law recognizes that people are entitled to full and complete information about the affairs of their government and the official acts of the people who represent them. "Public records" covers far more than paper files. It includes emails, electronic documents, photographs, maps, audio and video recordings, and other materials, in any format, that relate to Village business and are prepared by, used by, received by, or in the possession of the Village. These records remain public even when they are kept on a personal device or account of a Village official or employee, as long as they concern Village business. FOIA gives you access to records that already exist. The Village is not required to create a new record, compile data in a new way, or answer general questions in response to a FOIA request. If you are simply looking for information, such as how a Village process works or when a meeting is scheduled, please contact the appropriate department directly. Staff are glad to help, and you may get your answer faster without filing a formal request.
In order to ensure that all FOIA requests are handled efficiently and that you get your documents on a timely basis without any hassle, please note that we require the following:
- Requests must be in writing - you may write your own or use our online form)
- Alternatively, you may drop off a request or mail it by US Mail to:FOIA OFFICER
Village Clerk's Office
830 Sheridan Road
Winthrop Harbor, IL 60096
We do not, and cannot, accept requests made verbally, nor can we accept requests sent to any person other than the FOIA Officer. Thank you for your cooperation.
Use the Village's online form for the fastest response.
For requests to Administration, Finance, Public Works, Fire, Parks & Recreation, and all other Village departments.
For police reports, accident reports, arrest records, and other Winthrop Harbor Police Department records only.
FOIA Officer
Morgan Seppi, Village Clerk
830 Sheridan Road
Winthrop Harbor, IL 60096
Before You File: Records Already Online
Many Village records are already posted and available right away, with no FOIA request needed. Please check these first:
- Meeting agendas and minutes for the Village Board and advisory boards and commissions
- Annual budget and audited financial statements
- Village Code of Ordinances
- Employee compensation and benefits disclosures
- Harbor Shores newsletter and Village news
If a record you ask for is already published on the Village website, the Village may respond by directing you to where it is posted.
How to Submit a Request
FOIA requests must be made in writing. Using the Village's form is encouraged because it helps us process your request quickly, but it is not required. A written letter or email containing the required information will be accepted. You may submit a request in any of the following ways:
Send your request to the Village FOIA Officer. Please write "FOIA Request" in the subject line.
U.S. Mail
Village of Winthrop Harbor, Attn: FOIA Officer, 830 Sheridan Road, Winthrop Harbor, IL 60096
In Person
Drop off a written request at Village Hall, 830 Sheridan Road, during regular business hours. Paper request forms are available at the front counter.
Fax
Fax your written request to the FOIA Officer. Please include "Attn: FOIA Officer" on the cover sheet.
Police Department Records
Requests for police reports, accident reports, and other Police Department records may be submitted using any of the methods above.
Submit Police Department FOIA Request OnlineThe Village cannot accept FOIA requests by phone. For security reasons, Village staff will not open unfamiliar links or attachments included with a request. Please type your request directly into the form, email, or letter.
What to Include in Your Request
To help us find the records you need, please include:
- Your name and a way to reach you (email, phone, or mailing address)
- A description of the records you are looking for, as specific as possible (dates, addresses, names, case or permit numbers, and subject matter help a great deal)
- Whether you want to inspect the records in person or receive copies
- Your preferred format (electronic or paper)
- Whether the request is for a commercial purpose (required by law if it is)
- Whether you are requesting a fee waiver, and if so, why
Requests that are overly broad may be considered unduly burdensome. If that happens, the Village will contact you and give you the chance to narrow the request to a manageable size before any denial is made.
Response Timelines
Standard requests
The Village will respond within 5 business days after receiving your request. The day the request is received does not count.
Extensions
The Village may extend the deadline by up to 5 additional business days for reasons allowed under FOIA Section 3(e). You will be notified in writing of the extension, the reason for it, and the date by which a response will be made.
Commercial requests
The Village will respond within 21 business days.
Recurrent requesters
The Village will respond within 21 business days.
Requests received after business hours, on weekends, or on holidays are considered received on the next business day.
Fees
There is no charge to inspect records in person. Fees for copies follow FOIA Section 6:
| Item | Fee |
|---|---|
| First 50 pages of black and white, letter or legal size copies | Free |
| Each additional black and white, letter or legal size page | $0.15 per page |
| Color copies or larger size copies (such as maps or plans) | Actual cost of copying |
| Records emailed electronically | Free |
| Records provided on a flash drive, CD, or other storage device | Actual cost of the storage device |
| Certification of a record | $1.00 per record |
The Village may require payment before copies are released. The Village will let you know the cost in advance.
Fee waivers: Fees may be reduced or waived if providing the records is in the public interest, meaning the request is mainly for the health, safety, and welfare or legal rights of the general public and not for personal or commercial benefit. Include your reason in the request.
Voluminous requests: Requests that are very large, as defined in FOIA Section 3.6, may carry additional fees for electronic records. The Village will notify you within 5 business days if your request is considered voluminous, and you will have 10 business days to narrow it.
Commercial and Recurrent Requesters
Commercial Requests
A request is for a commercial purpose if the records will be used for sale, resale, solicitation, or advertisement. State law requires you to disclose if your request is commercial, and knowingly failing to disclose a commercial purpose is a violation of FOIA. Requests from news media, nonprofit, scientific, or academic organizations for their core work are not considered commercial. For commercial requests, the Village has 21 business days to respond and may charge up to $10 per hour for staff time spent searching and reviewing records beyond the first 8 hours, in addition to copy costs.
Recurrent Requesters
Under FOIA Section 2(g), a recurrent requester is a person who has submitted 50 or more requests within a 12-month period, 15 or more requests within a 30-day period, or 7 or more requests within a 7-day period. News media, nonprofit, scientific, and academic organizations are excluded. The Village will notify a recurrent requester of that status within 5 business days and will respond within 21 business days.
Exempt Records, Denials, and Your Right to Appeal
Most Village records are public. Some records, or parts of records, are exempt from release under FOIA Sections 7 and 7.5. Common examples include private personal information (such as Social Security numbers, home addresses, and medical records), information that would be an unwarranted invasion of personal privacy, certain law enforcement records, preliminary drafts and internal recommendations, and records protected by attorney-client privilege. When only part of a record is exempt, the Village will release the rest with the exempt portions blacked out (redacted).
If the Village denies all or part of your request, you will receive a written notice that explains the reason for the denial, cites the specific exemption, and names the person responsible for the decision.
If you disagree with a denial, you have two options:
Request for Review by the Public Access Counselor (PAC)
You may file a Request for Review with the Illinois Attorney General's Public Access Counselor within 60 calendar days of the date of the final denial. The request must be in writing, signed by you, and include a copy of your original FOIA request and the Village's response. There is no cost to file. Public Access Counselor, Office of the Illinois Attorney General, 500 South 2nd Street, Springfield, IL 62701. Email: [email protected] | Hotline: 1-877-299-3642 (1-877-299-FOIA) | Fax: 217-782-1396
Judicial review
You may file a lawsuit in the Circuit Court of Lake County under FOIA Section 11.
Requests made for a commercial purpose may not be appealed to the PAC, except to review whether the Village properly classified the request as commercial.
FOIA Officer Directory
All FOIA requests should be directed to the Village's designated FOIA Officer(s):
| Role | Name | Phone | |
|---|---|---|---|
| FOIA Officer / Village Clerk | Morgan Seppi | — | — |
| Deputy FOIA Officer | TBD | — | — |
| Police Department FOIA Officer | TBD | — | — |
All Village FOIA Officers complete the annual FOIA training required by the Illinois Attorney General.
Types of Records Kept by the Village
As required by FOIA Section 5, below is a general list of the types and categories of records the Village maintains. This list is a guide and is not all inclusive.
Administration and Village Clerk
Ordinances and resolutions, Village Board and committee agendas and minutes, contracts and agreements, intergovernmental agreements, insurance policies, election and petition filings, liquor and business licenses, FOIA request logs, and general correspondence
Finance
Annual budgets, audits and financial reports, accounts payable and receivable records, bills lists, payroll records, bid and procurement documents, tax levy and TIF records, and water and sewer billing records
Human Resources
Job descriptions, employee rosters, salary and benefit information, and collective bargaining agreements (personal and private employee information is exempt)
Community Development
Building permits and inspections, zoning and variance applications, site plans, code enforcement records, rental inspections, and plats
Police Department
Incident and accident reports, arrest records, calls for service logs, ordinance violation citations, and department policies (some law enforcement records are exempt under FOIA Section 7)
Fire Department
Fire and EMS incident reports, fire inspection records, and department policies (patient health information is exempt)
Public Works
Street, water, and sewer maintenance records, capital improvement plans, engineering drawings, maps, and vehicle and equipment records
Parks and Recreation
Program registrations, facility rental and park permit records, and park maintenance records
State of Illinois Resources
The following resources from the State of Illinois explain your rights under FOIA and how the law works:
- Illinois Freedom of Information Act, full text (5 ILCS 140)
- Illinois Attorney General, Public Access Counselor
- How to Submit a Request for Review (PAC guide)
- FOIA Request for Review Form (PAC)
- Illinois Open Meetings Act (5 ILCS 120)
Public Access Counselor Hotline: 1-877-299-3642 (1-877-299-FOIA) | Email: [email protected]
This page is provided for general information and does not replace the Illinois Freedom of Information Act. If anything on this page conflicts with State law, State law controls.