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2019-06-19 - Suburban Liability Insurance Pool - Agenda Packet Suburban Liability Insurance Pao) SUBURBAN LIABILITY INSURANCE POOL Full Board Meeting Agenda Date: Wednesday,June 19, 2019 Location: Buffalo Grove Village Hall Time: 9:30 am I. Call to Order and Roll Call— Dane Bragg II. Approval of Meeting Minutes from May 15, 2019 meeting—Dane Bragg III. Treasurers Report—Julie Logan IV. Claims Report V. Administrators Report VI. Other matters that May Come Before the Board a. Policies i. Investment Policy—Julie ii. FOIA Policy— iii. Budget— iv. Surplus Return Policy—Dan O'Malley v. Record Retention—Christine Tromp vi. Purchasing Policy—Julie and Scott VII. General Discussion Vill. Motion to Adjourn Next SLIP Full Board Meeting: July 17, 2019 Location: Buffalo Grove Village Hall Suburban Liability Insurance Pao) SUBURBAN LIABILITY INSURANCE POOL Full Board Meeting Agenda Date: Wednesday,June 19, 2019 Location: Buffalo Grove Village Hall Time: 9:30 am Call to Order and Roll Call for Open Session: Time: Representative Municipality Present Absent Mr. Dane Bragg—Chair Village of Buffalo Grove Mr. Evan Michael Mr. Dan O'Malley—Vice Chair Village of Hoffman Estates Mr. Patrick Seager Mrs.Julie Logan—Treasurer City of Highland Park Mrs. Christine Tromp—Secretary Village of Elk Grove Village Attendee Organization Present Absent Rich Stokluska,Tamarah Holm, Gallagher Tia Incapreo,and Tim Corr Next SLIP Full Board Meeting: July 17, 2019 Location: Buffalo Grove Village Hall Suburban Liability Insurance Pao) SUBURBAN LIABILITY INSURANCE POOL Meeting Minutes Date: Wednesday, May 15, 2019 Location: Buffalo Grove Village Hall Time: 9:30 am I. Call to Order and Roll Call— Dane Bragg II. Approval of Meeting Minutes from April 17, 2019 meeting—Dane Bragg a. Motion to Approve—Julie Logan i. Seconded by Dan O'Malley III. Treasurers Report—Julie Logan IV. Authorization of Payments a. Dykema Invoice#3253518 i. Motion to Approve—Julie Logan 1. Seconded by Christine Tromp V. Claims Report a. No outstanding claims to discuss at the moment VI. Administrators Report a. Building Appraisals-status update i. All members have had their visits VII. Other matters that May Come Before the Board a. Policies i. Investment Policy—Julie and Scott 1. Motion to Approve—Julie Logan a. Seconded by Dan O'Malley ii. FOIA Policy—Scott Anderson 1. In progress iii. Budget—Scott Anderson 1. Tabled to next meeting to vote on approving budget iv. Surplus Return Policy—Dan O'Malley 1. In progress v. Record Retention—Christine Tromp 1. In progress I441Suburban Liability nsurance Pool SUBURBAN LIABILITY INSURANCE POOL Meeting Minutes vi. Purchasing Policy—Julie and Scott 1. In progress VIII. General Discussion a. Review meeting dates IX. Motion to Adjourn a. Motioned by Julie Logan L Seconded by Dan O'Malley Suburban Liability Insurance Pao) SUBURBAN LIABILITY INSURANCE POOL Meeting Minutes Date: Wednesday, May 15, 2019 Location: Buffalo Grove Village Hall Time: 9:30 am Call to Order and Roll Call for Open Session: Time: Representative Municipality Present Absent Mr. Dane Bragg—Chair Mr.Scott Anderson Village of Buffalo Grove X Mr. Evan Michael Mr. Dan O'Malley—Vice Chair Mr. Patrick Seager Village of Hoffman Estates X Mr. Kenneth Koop Mrs.Julie Logan—Treasurer City of Highland Park X Mrs. Christine Tromp—Secretary Village of Elk Grove Village X Attendee Organization Present Absent Rich Stokluska,Tamarah Holm, Gallagher X Tia Incapreo,and Tim Corr Dyl(' EMA 400 Renaissance Center-Detroit,MI 48243-ElN#38-1446628 DUE UPON RECEIPT SUBURBAN LIABILITY INSURANCE PROGRAM MAY 22, 2019 MR. RICH STOLUSKA CLIENT-MATTER NO. 115824-000001 ARTHUR J. GALLAGHER RISK MANAGEMENT INVOICE NO. 3260753 SERVICES, INC. 2850 GOLF ROAD ROLLING MEADOWS, IL 60008 FOR PROFESSIONAL SERVICES RENDERED RE: CORPORATE FEES ..........................................................................$ 225.00 INVOICE TOTAL........................................................$ 225.00 1(EMA SUBURBAN LIABILITY INSURANCE PROGRAM CLIENT-MATTER NO. 115824-000001 MAY 22, 2019 INVOICE NO. 3260753 PAGE 2 RE: CORPORATE DATE ID DESCRIPTION HOURS 04/11/19 CLMO REVIEW CORRESPONDENCE RE VILLAGE OF HOFFMAN ESTATES 0.20 NEGOTIATIONS WITH PRAIRIE STONE HOA. 04/11/19 CLMO TELEPHONE CALL WITH TIA INCAPREO,AJG,RE SAME. 0.20 04/11/19 CLMO CORRESPONDENCE TO TIA INCAPREO RE SAME. 0.20 TOTAL ATTORNEY & PARALEGAL TIME ...................................................................... 0.60 TOTALLEGAL FEES ......................................................................................................$ 225.00 DykEMA SUBURBAN LIABILITY INSURANCE PROGRAM CLIENT-MATTER NO. 115824-000001 MAY 22, 2019 INVOICE NO. 3260753 PAGE 3 FEES ..........................................................................$ 225.00 INVOICE TOTAL........................................................$ 225.00 Mailed Paymen Payment via ACH Dykema Go A Account Name: Dykema General Attn: s y Bank: Huntington National Bank 40 ance C� $ Bank Address:41 S. High Street(OP47) De I .-� City,State,ZIP:Columbus, OH 43215 Routing Number:072403473 Account Number:01388425607 Reference (Invoice#) mein via Domestic Wire Payment via Foreign Wire unt Name: Dykema Gossett PLLC Account Name: Dykema Gossett PLLC Bank: Huntington National Bank Bank: Huntington National Bank Bank Address:41 S. High Street(OP47) Bank Address:41 S. High Street(OP47) City,State,ZIP:Columbus,OH 43215 City,State,ZIP:Columbus,OH 43215 Routing Number:044000024 Swift: HUNTUS33 Account Number:01388425607 Routing Number:044000024 Reference (Invoice#) Account Number:01388425607 Reference (Invoice#) Dykema's Tax Id Number:38-1446628 0 0 0 0 0 ,'1 -1 r t 0 0 0 0 0 0 0 0 o 0 o 0 0 ri oo ci ri ri ri n ri of ri o o � o ri 4 I� N N 00 r4 LO m I, O m m 0 O I, O m r� m �D wm m N O oo N oo " 0 0 � Ln m �--+ � _ m r- � 00 N O � m rl L1, O Ln m N cV rl lD l0 n l0 Ln G1 Ln 00 Lo I- - O m m cn aiio ri ri co J m Ol rn ca � L N N N LL LL — Ln N N L- pp�yy v cn .....t L•L OJ :E a�"+ Non u O Ln U N L L LL w O N O N 1 c �O oO a cOo � O O m p a S.... r L n } } } 'u co O � .L M a)w p L O Q 7 N yrq.. . N O O 2 O U a " � a J u O1 N x w N Q- a ca 'O U- Lu o2S x in ai a to w o a°'n aai v fl L7 a ado N �o nn co ca > c0 n > co E L v, �-- — N O) L U U U L.L +J l6 +� 4J J U j � j U LL LL U LL L� Ln 76 4' Q •� > i 0) O O L Z N U Q L — CL U J a u a J a a 2 40 v o x o m Lu Suburban Liability Insurance Pool 50 Raupp Boulevard Buffalo Grove, Illinois 60089 Procedure for Request of Public Records Suburban Liability Insurance Pool's Regulations Concerning the Illinois Freedom of Information Act 5 ILCS 140/1 et seq. ARTICLE I Section 1.1 Summary and Purpose a) These regulations are established to implement the provisions of the Freedom of Information Act (5 ILCS 140/1 et seq). The purpose of these regulations is to support the policy of providing access to the public records in the possession of the Pool while, at the same time, protecting legitimate privacy interests and maintaining administrative efficiency. b) These rules create a procedure by which the public may request and obtain public records. Section 1.2 Definitions a) Terms not defined in this Procedure shall have the same meaning as in the Act (Section 140/2). b) "Act" means the Illinois Freedom of Information Act. (5 ILCS 140/1 et. seq.) c) "Freedom of Information Officer" shall be as defined in Section 140/3.5 of the Act. d) "Requestor" means a person who submits a request for public records in accordance with these regulations. ARTICLE II Section 2.1 Requests for Public Records Requests for inspection or to copy public records shall be made to the President of the Suburban Liability Insurance Pool. Written requests can be submitted to the Pool by personal delivery, mail, fax or other means available, including email. Requests for public records submitted to the President of the Suburban Liability Insurance Pool shall be directed to the entity responsible for maintaining the public records requested. Requests for public records will be handled during the following normal working hours: Monday-Friday 8:00 A.M. to 4:30 P.M. Section 2.2 Form and Content of Requests a) Requests in accordance with the Act and these regulations may be made in writing or as noted in Section 2.1 above. b) The requestor shall provide the following information in a request for public records: 1. The requestor's full name, address, email, and phone number. 2. A description of the public records sought, being as specific as possible. 3. If the request is for inspection of public records, copies of public records, or both. In addition,the requestor shall note if the public records that are being requested are for a commercial purpose or whether there is a request to waive any fees that may be due. ARTICLE III Section 3.1 Timeline for Pool Response a) The Pool shall respond to a request for public records within 5 business days after the receipt of such request; please note that Day 1 of the 5 day timeline is the first business day after the request is received by the Pool. Response would include either a compliance with the request, a written notice of an extension, or a denial, and said denial shall be in writing. b) The Village may give notice of an extension of time to respond which does not exceed an additional 5 business days,from the original due date, or a total of 10 business days from the request. Such an extension is allowable only if notice is provided within the original 5 business day time limit and only for the reasons provided in Section 140/3 (e) of the Act. c) A requestor and the Pool may agree in writing to extend the time for compliance for a period to be determined by both parties. d) The response requirements for compliance or denial of a request for public records set out in this Section 3.1 shall not apply to requests for records made for commercial purposes. Such requests shall be subject to the provisions of Section 140/3.1 of the Act. Section 3.2 Types of Pool Responses a) The Pool shall respond in writing to a request for public records in one of following ways: 1) Approve the request. 2) Approve in part and deny in part. 3) Deny the request. 4) Give notice of an extension. 5) Provide an opportunity for a conference. b) Upon approval of a request for public records, the Pool may either provide the materials immediately, give notice that the materials shall be made available upon payment of appropriate fees, or give notice of the time and place for inspection of records. c) Categorical requests creating an undue burden upon the Pool shall be denied only after extending to the requestor an opportunity to confer in an attempt to reduce the request to manageable proportions in accordance with Section 140/3 (g) of the Act. d) A denial of a request for public records shall be made in writing. The denial letter will list the exemptions and detailed factual basis for the exemption claim in accordance with Section 140/3(g), Section 140/7, or Section 140/7.5 of the Act. e) The Pool can remove or black out information from documents released if the information is exempt from disclosure under the Act. This process is called "redaction" and if used, the Pool will release the remaining information, if it too is not exempt from disclosure. A redaction is considered a partial denial and therefore, the requestor will be notified of such partial denial. f) Copies of all requests and denials will be retained by the Freedom of Information Officers. ARTICLE IV Section 4.1 Right to Review of a Denial a) As part of a denial of a request for public records, the Pool will inform such requestor of their right to review by the Public Access Counselor and will be provided with the address and phone number for the Public Access Counselor(Section 140/9.5 of the Act). b) In addition, each notice of denial shall inform the requestor of their right to a judicial review as set forth in Section 140/11 of the Act. ARTICLE V Section 5.1 Inspection of Records at Pool Offices a) Generally, public records will be made available for inspection during normal working hours of the Pool. b) Documents which the requestor wishes to have copied shall be segregated during the course of the inspection. Generally, all copying shall be done by Pool officials. c) Unless otherwise arranged, the inspection of records shall take place at the office of the Department concerned. For purposes of convenience, either the Pool or the requestor may request that inspection take place in another Department office location. d) An official of the Pool, or his or her designee, may be present throughout the inspection. A requestor may be prohibited from bringing bags, brief cases, any types of electronics, or other containers into the inspection room. Section 5.2 Charges for Public Records a) Copies of public records shall be provided to the requestor only upon payment of any charges which are due and are subject to the authority as further set forth in Section 140/6 of the Act. b) Except where a fee is otherwise fixed by State statute,charges for copies of public records shall be assessed as follows: No fees shall be charged for the first fifty(50) pages of black and white, letter or legal sized copies, requested by the requestor. Copies in excess of fifty(50) in a black and white format, on letter or legal sized paper, shall be $.15/page. If color copies are requested, and can be provided, or if copies are provided in a size other than letter or legal,the actual cost for reproducing the records will be due. The following company will photocopy and invoice any person or company who requires many copies to be made: PR2 Blueprint 5100 Newport Drive, Suite 1 Rolling Meadows, IL 60008 (847) 398-5855 Certification fees are $1.00 per record. c) Charges may be waived, or provided at a reduced rate, in any case where the Pool determines that the waiver serves the public interest. "Public interest" is set forth in Section 140/6 (c) of the Act. d) If a public record is provided to the requestor in an electronic format,the Pool may charge the requestor for the actual cost of purchasing any recording medium, including but not limited to, disc, diskette, tape or other medium. ARTICLE VI Section 6.1 Definition of Commercial Purpose The Act defines a "Commercial Purpose" (5 ILCS 140/2 (c-10)) to mean the use of any part of a public record or records, or information derived from public records in any form for sale, resale, or solicitation or advertisement for sales or services. For purposes of the definition, requests made by news media and non-profit, scientific, or academic organizations shall not be considered to be made for a "commercial purpose" when the principal purpose of the request is(i)to access and disseminate information concerning news and current or passing events, (ii) for articles of opinion or features of interest to the public, or (iii) for the purpose of academic, scientific, or public research and education. Section 6.2 Requests for Commercial Purposes The Pool will respond to a request for records that will be used for a commercial purpose within twenty-one (21) working days after receipt. The response shall (i) provide to the requestor an estimate of the time required to provide the records requested, along with an estimate of the fees to be charged, which the Pool will require the requestor to pay in full before reproducing the requested documents, (ii) deny the request pursuant to one or more of the exemptions set forth in the Act, (iii) notify the requestor that the request is unduly burdensome and extend an opportunity to the requestor to attempt to reduce the request to manageable proportions, or (iv) provide the records requested Unless the records are exempt from disclosure, the Pool shall comply with the request within a reasonable period considering the size and complexity of the request. In addition, the Act allows for a priority to be given to record requests of a non-commercial nature. It shall be a violation of the Act for a person to knowingly request or obtain a public record or records for a commercial purpose without disclosing that such request has been made for a commercial purpose, if requested to do so by the Pool. ARTICLE VI Section 7.1 Categories of Personal Information The Act is not intended to cause an unwarranted invasion of personal privacy. The Act allows for an exemption of personal information contained within public records which would constitute a clearly unwarranted invasion of personal privacy, unless the disclosure is consented to in writing by the individual subjects of the information. "Unwarranted invasion of privacy "is defined to mean the disclosure of information that is highly personal or objectionable to a reasonable person and in which the subject's right to privacy outweighs any legitimate public interest in obtaining the information. (5 ILCS 140/7(1)(c)) Section 7.2 Private Information-Definition Private information means unique identifiers, including social security numbers, driver's license number, employee identification number, biometric identifiers, personal financial information, passwords or other access codes, medical records, home or personal telephone numbers, and personal email addresses. Private information also includes home address and personal license plates, except as otherwise provided by law or when compiled without possibility of attribution to any person. ARTICLE VIII Section 8.1 Freedom of Information Officers The Pool has designated Freedom of Information Officers as identified within this Directory. Except in instances when records are furnished immediately, Freedom of Information Officers, or their designees, shall receive requests submitted to the Pool under the Act, ensure that the Pool, as represented by the responsible department or division, respond to a request in a timely manner, and will issue responses, when necessary, as required by the Act. Freedom of Information Officers are also responsible to develop and maintain a list of documents or categories of records that the Pool shall disclose upon request. PUBLIC ACCESS COUNSELOR The Illinois Attorney General's Office provides for the position of Public Access Counselor("PAC") whose mission is to assist individuals obtaining public documents and to offer, as appropriate both advisory and binding opinions as part of ensuring public bodies comply with the Act. The Attorney General, through the PAC, can also provide the Pool with an advisory opinion regarding compliance with the Act upon submittal of a written request. The request can only be submitted by the Pool President or Pool Attorney. The request must contain sufficient accurate facts in order for a determination to be made and if required to facilitate a review, the PAC may request additional information from the Pool. While the Pool has a right to request an advisory opinion, the Attorney General is not obligated to issue such an opinion and may decline to do so (5 ILCS 140/9.5(h)) If a requestor believes that the Pool has wrongly denied their FOIA request, a Request for Review (Request) can be submitted to the PAC. The Request is a formal way of asking the PAC to look at the original request, as well as the Pool's response, so as to determine if a violation of the Act has occurred. The Request must be in writing, signed by the requestor, and must include a summary of the facts supporting the allegation. In addition, the Request must contain a copy of the original FOIA request and any responses from the Pool (5 ILCS 140/9.5(a)).The Request must be submitted to the PAC within 60 days afterthe denial of the FOIA request and can be submitted either by email or U.S. Mail. The address is: Public Access Bureau Office of the Attorney General 500 South 2nd Street Springfield, Illinois 62701 Via E-Mail: publicaccess@atg.state.il.us Based upon the review of the Request, the PAC can decide no further review is necessary, go through the process of issuing a binding opinion or attempt to resolve the dispute using more informal means. The PAC may choose informal mediation of a dispute where the PAC will work with the Pool and the requestor to reach an agreement and resolve the dispute. The results of mediation will not include a binding opinion. When the PAC receives a written Request, it has seven (7) working days to either: (1) decide no further review is necessary in that the alleged violation is believed unfounded or (2) send a copy of the Request to the Pool and request more information that may involve records needed to complete their review. If a request for additional information is made, the Pool has seven (7) working days to provide the requested information. Please note that the Pool, when providing records, is permitted to provide a written answer to the allegations that may have been made and may provide affidavits in support of its position (5 ILCS 140/9.5 (e)).