INFORMATION AVAILABLE UNDER THE ILLINOIS FREEDOM OF INFORMATION ACT

This information packet is provided in accordance with the Illinois Freedom of Information Act. Accordingly, it includes a brief description of the function of the Office of the DuPage County Auditor; information regarding the operations of the Office; the categories of the records available in the Office; procedures for inspecting and copying such records; one Request For Records form; a fee schedule for copies of records and reports; and, the procedures for appealing denials of requests for records.

BACKGROUND

The DuPage County Auditor serves a four year term in office, after election in each year corresponding to the presidential general election. The Office of the DuPage County Auditor was established and operates in accordance with the Illinois Compiled Statutes, Chapter 55, Act 5, Paragraph 3-1001, et sequentia, and such other statutes and County Board resolutions and ordinances as may apply. The County Auditor is assisted in discharging the functions of the Office by a staff of six employees as shown below:

The total 2009 fiscal year operating budget of the Office of the County Auditor, as determined by the DuPage County Board is $478,517.

DESCRIPTION OF FUNCTIONS

The primary objective of the Office of the County Auditor is to provide increased accountability over the operations of DuPage County government. To accomplish this objective, the County Auditor is charged with the responsibility for: a) performing comprehensive internal audits and reviews of DuPage County operating departments, programs, accounting and administrative control systems, and contracts; b) auditing all bills to be paid by the County and recommending the payment or rejection of each to the County Board; c) publishing a comprehensive financial report of all County revenues and expenditures every three months; d) maintaining records of all contracts entered into by the County; e) completing various limited scope financial analyses as needed.

The County Board assigns the operational "oversight" of each elected official and department to a particular County Board Committee. The County Auditor has been assigned to the Finance Committee, consisting of County Board members, as determined by the County Board Chairman. As of the beginning of the 2009 fiscal year, the Committee consisted of:  Paul Fichtner, Chair; Jim Zay, Vice Chair; Thomas Bennington; Grant Eckhoff;  Jim Healy; Linda Kurzawa; Michael McMahon; Tony Michelassi;  Debra Olson; Donald Puchalski; Jeff Redick; and, Brien Sheahan. The County Auditor discusses the results of audits and analyses with all County Board Members and Committees requesting such discussions. Further, the County Auditor is open to input from the County Board, elected officials, department heads and other interested parties regarding potential audit areas.

PROCEDURES FOR REQUESTING PUBLIC RECORDS

All public records in the custody of the County Auditor, including those maintained using electronic data processing methods, are available to any person for inspection or copying, in accordance with the Freedom of Information Act. Access to records for inspection or copying can be obtained by submitting a completed Request For Records form (AUDFOI 1) to Peter W. Balgemann, Freedom of Information Officer, Office of the DuPage County Auditor, 421 North County Farm Road, Wheaton, Illinois 60187, during the normal business hours of the Office (8:00 A.M. to 4:30 P.M.). The requested public records that the individual is entitled to receive will be provided promptly; and except for unusual circumstances as permitted under the Freedom of Information Act, they will be made available within seven working days from the date of receipt of the request.

In the event that the request for records cannot be complied with, a written denial notice stating the specific reasons for the denial, will be mailed to the person making the request within seven working days after the receipt of the request. Any person denied access to inspect or copy any public records may appeal such denial by providing written notice of the appeal (AUDFOI 2) to DuPage County Auditor Bob Grogan, 421 North County Farm Road, Wheaton, Illinois 60187. Notification regarding the outcome of the appeal will be sent to the appellant within seven working days of the receipt of the appeal notice. If the denial is upheld, the Freedom of Information Act provides that any further appeal will require a judicial review of the request for the records.

FEES CHARGED FOR COPIES OF RECORDS

All public records in the custody of the County Auditor are available for inspection at no charge. Single copies of reports issued by the County Auditor are also available at no charge. However, in accordance with the Freedom of Information Act, a fee will be charged for providing copies of any other records or documents. Unless otherwise specified, the fee for each page copied will be $0.15.

CATEGORIES OF RECORDS IN THE CUSTODY OF THE COUNTY AUDITOR

A. Financial reports:

1. DuPage County Annual Financial Reports;
2. DuPage County Quarterly Financial Reports;
3. Miscellaneous reports furnished by other DuPage County departments.

B. Other financial data:

1. Listings of County expenditures and encumbrances by fund, department, vendor and budget (object) code;
2. Copies of County purchase orders;
3. Copies of County contracts;
4. Payment information related to purchase orders and contracts.

C. Administrative resources:

1. Office operating manuals;
2. County Board minutes;
3. Various County Board committee minutes;
4. County Board resolutions and ordinances.

D. Internal audit reports prepared by the County Auditor.

E. Office staff employment information.

CONCLUSION

It is the goal of the Office of the DuPage County Auditor to continue to provide all interested parties with the information necessary to monitor and evaluate the operations of DuPage County government. The staff of the Office will gladly assist all parties in identifying the specific records containing the information desired. If there are any questions regarding the records available, or the information contained on this page, please call the Freedom of Information Officer at (630)407-6075, during the hours of 8:00 A.M. to 4:30 P.M. Monday through Friday.