Freedom of Information Act Policy

Hanover Township Public Library - The Illinois Freedom of Information Act

(Approved by Hanover Board of Trustees – December 14, 2009)

(Updated 6/1/14)

I.  A brief description of our public body is as follows:

A.  Our purpose is to provide materials and services for the recreational, social, informational, and educational needs of the community.

B.  Our organization hierarchy is below.

C.  The total amount of our operating budget for FY14-15 is:  $43,948.

Funding Sources are property and personal replacement taxes, state, federal and private grants, fines, charges, and donations.

Tax levies are:

1.  Corporate purposes (for general operating expenditures)

2.  Social Security (provides for employee's FICA costs and related expenses)

3.  Tort Liability (for insurance premiums, risk management, attorney's fees and related expenses, unemployment and worker's compensation insurance)

D.  The office is located at this address:  204 Jefferson St.; Hanover, IL 61041

E.  We have approximately the following number of persons employed:

1.  Full-time - 0

2.  Part-time - 4

F.  The following organization exercises control over our policies and procedures:  The Hanover Township Public Library Board of Library Trustees, which meets monthly on the second Monday of each month, 7 p.m., at the library.  Trustees are Dan Griffin, President; Deborah Boden, Vice President; Charles Eadie, Secretary; Darlene McKinley, Treasurer; Leonard Brokaw, Trudy Metz, and Carol Unangst.

G.  The following organization operates in an advisory capacity regarding our operation:  Reaching Across Illinois Library System (RAILS) and Illinois State Library.

H.  We are required to report and be answerable for our operations to Illinois State Library, Springfield, Illinois.  Its members are:  State Librarian, Jesse White (Secretary of State); Director of State Library; and various other staff.

II.  You may request the information and the records available to the public in the following manner:

      • Use suggested request form (optional; pick up at Hanover Township Library) or email.
      • Your request should be directed to the following individual:  Denise Tollensdorf, FOIA Officer; Hanover Township Library; 204 Jefferson St.; PO Box 475; Hanover, IL 61041   email:
      • You must indicate whether you have a "commercial purpose" in your request.
      • You 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.
      • To reimburse us our actual costs for reproducing and certifying (if requested) the records, you will be charged the following fees:
        • There is a $1.00 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 in excess of 50 pages.
        • The actual copying cost of color copies and other sized copies will be charged.
      • If the records are kept in electronic format, you may request a specific format and if feasible, they will be so provided, but if not, they will be provided either in the electronic format in which they are kept (and you would be required to pay the actual cost of the medium only, i.e. disc, diskette, tape, etc.) or in paper as you select.
      • The Office will respond to a written request within five (5) working days or sooner if possible.  An extension of an additional five (5) working days may be necessary to properly respond.
      • Records may be inspected or copied.  If inspected, an employee must be present throughout the inspection.
      • The place and times where the records will be availab eare as follows:  Hanover Township Public Library; Monday and Thursday: 2 p.m. - 7 p.m.; Tuesday and Wednesday:  Noon - 5 p.m.

III.  Certain types of information maintained by us are exempt from inspection and copying.  However, the folowing types of categories of records are maintained under our control:

    1. Monthly Financial Statements
    2. Annual Receipts and Disbursements (Treasurer's) Reports
    3. Budget and Appropriation Ordinances
    4. Levy Ordinances
    5. Operating Budgets
    6. Minutes of the Board of Library Trustees
    7. Library Policies, including Materials Selection
    8. Adopted Ordinances and Resolutions of the Board
    9. Annual Reports to the Illinois State Library

Hanover Township Public Library Organizational Hierarchy:  Seven-member Board, Part-time Director/Librarian, and 4 Part-time Employees.

Board of Library Trustees:

      • President
      • Vice-President
      • Secretary
      • Treasurer
      • Trustee
      • Trustee
      • Trustee

President/Board of Library Trustees

Library Director/Librarian

2 Circulation Desk Substitute Librarians;1 Cataloger; 1 Cleaning person