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2009-12-14 - Village Board Special Meeting - Agenda Packet Meetingof the Village of Buffalo Grove Fifty RaGro Blvd g Buffalo Grove, IL 60089-2100 Board of Trustees Phone:847-459-2500 Special Meeting December 14, 2009 at 8:15 PM I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Approval of Minutes None. V. Approval of Warrant None. VI. Village President's Report VII. Reports from the Trustees Vill. Village Manager's Report A. Traffic Management Committee Report & Recommendation regarding a possible Stop Sign at Bernard & White Pine. (Trustee Berman) IX. Special Business X. Questions from the Audience Discussion on questions from the audience will be limited to 10 minutes. Presentations before the Village Board should be scheduled through the Village Manager's Office five days prior to each meeting. XI. Consent Agenda All items listed on the Consent Agenda, which are available in this room this evening, are considered to be routine by the Village Board and will be enacted by one motion. There will be no separate discussion of these items unless a Board member or citizen so requests, in which event, the item will be removed from the General Order of Business and considered after all other Regular Agenda items. (Attached). XII. Ordinances and Resolutions A. Ordinance No. 2009- : Approving an Amendment to the Special Use for Addition of a Clearwire Antenna and Equipment Cabinet, Cell Tower at Busch Grove Community Park, 801 McHenry Road (Trustee Glover) B. Ordinance No. 2009- : An Ordinance Amending Chapter 2.49, State Officials and Employees Ethics Act, of the Village of Buffalo Grove Municipal Code (President Hartstein) C. Resolution No. 2009- : A Resolution Adopting the Village of Buffalo Grove Policies and Procedures Pursuant to the Illinois Freedom of Information Act (Village Manager) Village Board of Trustees-Agenda Page 1 D. Resolution No. 2009- : A Resolution Adopting a Code of Ethical Behavior and Conduct for Village Elected and Appointed Officials for the Village of Buffalo Grove (President Hartstein) XIII. Old Business XIV. New Business XV. Executive Session XVI. Adjournment The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m. The Board, does, however, reserve the right to defer consideration of matters to another meeting should the discussion run past 10:30 p.m. The Village of Buffalo Grove, in compliance with the Americans With Disabilities Act, requests that persons with disabilities, who require certain accommodations to allow them to observe and/or participate in this meeting or have questions about the accessibility of the meeting or facilities, contact the ADA Coordinator at 459-2518 to allow the Village to make reasonable accommodations for those persons. Village Board of Trustees-Agenda Page 2 Meetingof the Village of Buffalo Grove Fifty RaGro Blvd g Buffalo Grove, IL 60089-2100 Board of Trustees Phone:847-459-2500 Special Meeting December 14, 2009 at 8:15 PM XI. Consent Agenda All items are recommended for approval by motion. Ordinances and Resolutions None. New Business A. Certificate of Initial Acceptance and Approval: 1025 Busch Parkway (Trustee Stone) SUMMARY: MJN Technologies, located at 1025 Busch Parkway, recently completed their building expansion and parking lot improvement and as such, the program certificate of initial acceptance and approval is recommended for acceptance. Old Business None. Village Board of Trustees-Consent Agenda Page 1 BERNARD DRIVE / WHITE PINE ROAD hr�„ !6i r r�,� ;;,�� .,, �.✓ '� �.. ° QI%r�.'� �: ��{ �� „ , ��i��,��"�I u��W�� SIN^�,a�,., , i U. rye%�fi b; i "yr a �t Bernard runs up/down on the foregoing image; White Pine Road can be found along the row of cameras on the left side. t VILLAGE OF BUFFALO GROVE 't CERTIFICATE OF INITIAL ACCEPTANCE AND APPROVAL 5< ; SUBMIT COMPLETED FORM ALONG WITH ONE MYLAR AND TWO SETS OF "AS-BUILT" PLANS. ALL INFORMATION MUST BE TYPED. ` Mr .. Paul_ Kozak SUBDIVISION DEVELOPER MNJ Technologies UNIT NO. �"° _ LOCATION 1025 Busch Parkway Dedicated Public Right of Wgy if MI: Name From to Length Width Description of Public Improvements: Description of Private Improvements: Building Addition and Parking Lot One-Year Maintenance Guarantee: Type of Security - V on rt n' Identification PP40eV1 V fj DESIGN ENGINEER'S CERTIFICATION To the best of my knowledge and belief, the construction of the improvements described above have been completed in accordance with the approved plans a4�sP�► c� Lions* NONE `'` °z .�,E , which was prepared by F y - elieen` I d *As noted on the record qV, �°; 062- 39 f drawings tee -20-09. r.,:;l n ne Sea OF OWNER'S/DEVELOPER r rE �t.t T§N� k'- tip>:a-,.,,t All improvements have been completed and are hereby presented for initial Acceptance and Conveyance to the Village of Buffalo Grove. I also herewith acknowledge my responsibility to provide a one-year Guarantee to cover workmanship, materials, and maintenance for all improvements referred to herein. The undersigned Owner does hereby convey and deliver to the Village of Buffalo Grove the foregoing listed public improvements. and does_ hereby co verrr np int that said irrovernents �-jre free of @II encumbrances and does hereby w.;rrarri; and willc4��fen the ~�r e -gair� t the claitr;s and .lernanriz� of all y, persons. .a Owner's r ature Page 1 of 2 MUNICIPAL INSPECTOR'S CERTIFICATION I/we hereby certify that I/we have regularly inspected the above described unit(s) of the above described Subdivision during the progress of construction and to the best of my/our knowledge; the work has been completed in conformance with the approved plans and specifications. r, Date M nicipal I spector Date Municipal Inspector VILLAGE ENGINEER'S CERTIFICATION I hereby certify that the Division of Engineering Services has reviewed the above described unit(s) of the above described Subdivision and find them in conformance with the applicable Village ordinances, codes, and a reem ts. 12-/k��0 1 /0 Date Village Engineer PUBLIC WORK'S CERTIFICATION I hereby certify that the Department of Public Works has inspected all public improvements described above and find them in proper condition for acceptance for main Hance by this D p ment. /2-/ 12-6 Date Dire or f u Wo s VILLAGE MANAGER'S CERTIFICATI N I hereby certify that all applicable Village ordinances, codes, and special agreements have been complied with by the Owner of the above described Subdivision. Date Village Manager ACCEPTANCE OF PUBLIC IMPROVEMENTS The Village of Buffalo Grove does hereby approve and accept for ownership the above described public improvements subject to the one-year Guarantee by the Developer covering all materials, workmanship, and maintenance. Village Board of Trustees Action: Date Page No. Date Village President Page 2 of 2 6/22/04 G:1,ENG1NEER\FORMS',CERT OF INT ACC&APP.doc Location Map : Busch Grove Community Park - HQ)Nh Q Existing Telecommunications Tower and Ground Equipment ,o o t60 920 80 80 240 Map prepared by the Division of Planning Se rvlres,12/8/2009 uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuui uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu DuuuuuuuuuuuuuuuuRuuuiFuluEuuuLouiuDuuuuuuuuuuuiPuuuuKiuuuWuuuYiuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuui uuuuE E 105 1 T601 106 Busch Grove co 1 FITNESS CENTER D Community Park o 515 0 G FT] 92 1109 0 5 5 �JA 4� C9 Q ............ 5 COCD Existi C50 Monop e � Existing Tower lb �� 50 equipment shelter Proposed ID 740 Cabinet 741 3 30 7 21 �i��i��i�� 720 � 720 711 710 710 uuuuuuuulll ��`�� 701 uuuuu,uuuu �� 700 0 700 521 CD 690 0 51 0 690 531 681 0 620 U i n 0 rr a W o O z O Q CU z D O I CU W J W rr n z C i G 41, ' � I W rr rr au LLJ 1 LL o f-j z O w / Z (D o0 C) I u9 co 1l' 1 'o3119IHOekd S ONI'BINV1'45N00 N012i3174 dO 1N99NOD N311RIS 43993,Jdx3 3H1 it(I]OHilm-MIT`Yd'4 SIN dO 3sn1 a ANV 1J3rob6 Slnl j0 3Sfl 3nnn'i�x3 3111 a'Od SI 11-JNI"SiNJlii S D'.N Hd Nj%Po NU18]J d d0 SI 9411TV8O SWL �-ro S a NF}g8 m o w w 1L m Q @ 0 S z> W E I) a U w w z LU N cu (3) x o ®- co � LAI -141 1n �, ^^ > DO 60U' z Y�O z \ X zz 6 a w mph w w w w _ LL "' w �o m Qz zz 2te_o g Oj (J) I- ° �� o° L zo n � � Nw � me -� � �Qo„ �• W •.Q Q J U- Q U W LU o W �vm= a z N w rr o W a�w � a - N z w z zly - www = w u u u z e a Q �soNe o� pz WN c SZ�� W UE co 1w z Wa=Uw� Zow�aW Cw lY 30 co Z ° ( U ' � m Q I U JI (Y wQ W� W u W O n Q q U nu IO w (yU1 1- - pz� a C� base Q is z� Z 0 ll.l Q U V Lu U _W ppp 1 L W �OLU N cp U) rn J w ux �Q X 11 EV U k" w Q L z IV o m wo o a N of •�O 17W—°'a' V N ° w L_} � S°OVv a p Q' QZ Z (^TS+B n_ Q W� � �WLL Z) u Q aW an z UQN U a>U wzU 2 S ua rLL QU 1 W > pi p Q U GI2G�E U � n z @ n W a LLI z y IL Z � � m � � ez �Q •em�w� � ° pZ Q U LL feW Ct° y°p«RimZ {�Q 1�N019NIa'iH'b'? 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U oLU w - LW LY q- 07 .9 6 x - wm M Ed 6 B ci 0 1w .1 '7 IL Or I.V 13 D,� L 10 75 cl 0 F4 waLL >wE 00 w tow IL 0 Z�L > ' z D E'. s W, X w W-W DO lz Li no 0 - 'I t .0 m, - m w E 0 41 via w r NZ u IV w E 0 d 4 a' W 5 0 W- CL LU Ot (LIll w M 0! n, WW (L Xo 'd w w W7 zz w no 4 z w NO z z ly W tory a 0 wo am to IL IV w z , Ll,spy w 4 w, w '61-1 --mw-�O--�c LL Z 12/9/2009 ORDINANCE NO. 2009— SECOND AMENDMENT TO ORDINANCE NO. 2005-10 CONCERNING THE SPECIAL USE IN THE R-E DWELLING DISTRICT FOR THE CELLULAR COMMUNICATIONS TOWER FACILITY AT BUSCH GROVE COMMUNITY PARK 801 McHenry Road WHEREAS, the Village of Buffalo Grove is a Home Rule Unit by virtue of the Illinois Constitution of 1970; and, WHEREAS, the Buffalo Grove Park District is the owner ("Owner") of the real property legally described in EXHIBIT A ("Property"); and, WHEREAS, the Property is zoned in the R-E One-Family Dwelling District with a Special Use for a public park; and, WHEREAS, the Village approved Ordinance No. 2005-10 approving a special use for a cellular communications tower facility, including a ground level equipment shelter, and said tower (120 feet in height) and antenna was constructed by T-Mobile USA, Inc.; and, WHEREAS, the Village approved Ordinance No. 2005-72 as the first amendment to Ordinance No. 2005-10 allowing collocation of an antenna for a second cellular communications provider on the tower and use of the ground level equipment shelter; and, WHEREAS,Clearwire Corporation("Clearwire")requests approval to allow collocation of a third antenna on the tower and expansion of the ground—level fenced area around the tower and existing equipment shelter to accommodate an equipment cabinet; and, WHEREAS, said expansion of the ground level fenced area will be a lease area of 76 square feet(8 feet by 9.5 feet) at the northeast corner of the current fenced area; and, WHEREAS, the Clearwire antenna, ground—level equipment cabinet and expanded fenced area shall be constructed in compliance with the following exhibits: 2 EXHIBIT A Legal Description EXHIBIT B Acceptance and Agreement concerning amendment of Ordinance No. 2005-10 EXHIBIT C Site Survey (Sheets 1 to 3) dated September 28, 2009 by Fullerton Engineering Consultants EXHIBIT D Site Plan (Sheets C-1 and C-2) dated November 13, 2009 by Fullerton Engineering Consultants EXHIBIT E Tower Elevation(Sheet C-3)and Antenna Details(Sheet C-4)dated November 13, 2009 by Fullerton Engineering Consultants EXHIBIT F Equipment Cabinet and Platform Details (Sheet C-5) dated November 13, 2009 by Fullerton Engineering Consultants EXHIBIT G Fence Details (Sheet C-6) dated November 13, 2009 by Fullerton Engineering Consultants EXHIBIT H Letter dated October 12,2009 from Dale Ducommun,Buffalo Grove Park District, concerning landscape screening WHEREAS, the Corporate Authorities of the Village have determined that the proposed collocation of the Clearwire antenna on the existing tower and expansion of the ground—level fenced area to accommodate an equipment cabinet,in accordance with the exhibits hereto,is an appropriate modification of the existing telecommunications facility and will not have adverse impacts on the Busch Grove Community Park facilities or adjacent properties, and said additional antenna is consistent with the Village's policy to encourage collocation of communication antennas on towers. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS: Section 1. This ordinance is made pursuant to and in accordance with the Village's Zoning Ordinance and the Village's Home Rule powers. The preceding whereas clauses are hereby made a part of this Ordinance. Section 2. The Corporate Authorities hereby approve the second amendment to Ordinance No. 2005-10 to allow installation of the Clearwire antenna and equipment cabinet and expansion of the fenced area as depicted on the exhibits hereto, subject to the following conditions: 3 A. Prior to issuance of any permits by the Village for construction of the proposed Clearwire antenna and ground—level improvements, Clearwire shall provide documentation acceptable to the Village Engineer that all required approvals by agencies other than the Village concerning stormwater and wetlands management have been obtained. B. Landscape screening, as approved by the Village Forester, shall be provided outside of the new fenced area constructed for the Clearwire facility. Section 3. All other provisions and conditions set forth in Ordinance No. 2005-10 and Ordinance No. 2005-72 remain in full force and effect unless specifically modified by this Ordinance. Section 4. This Ordinance shall be in full force and effect upon submittal of the Acceptance and Agreement as set forth in Exhibit B of this Ordinance. This Ordinance shall not be codified. AYES: NAYS: ABSENT: PASSED: APPROVED: ATTEST: APPROVED: Village Clerk ELLIOTT HARTSTEIN, Village President 4 EXHIBIT A Legal Description Busch Grove Community Park 801 McHenry Road SUBJECT PROPERTY LEGAL DESCRIPTION: Lot 2 in Stone Creek subdivision, being a subdivision of part of the east half of the northeast quarter of Section 32 and part of the southwest quarter of the northwest quarter of Section 33, Township 43 North, Range 11 East of the Third Principal Meridian, in Lake County, Illinois. SUBJECT PROPERTY COMMON DESCRIPTION:Busch Grove Community Park,801 McHenry Road, Buffalo Grove, IL. PIN 15-32-213-001 5 EXHIBIT B Busch Grove Community Park 801 McHenry Road Clearwire Corporation does hereby accept and agree to abide by and be bound by each of the terms,conditions and limitations set forth in Ordinance No.2009 duly passed and approved by the Village of Buffalo Grove, IL modifying Ordinance No.2005-10 to allow installation of an antenna as set forth in the exhibits to Ord.No. 2009— Clearwire Corporation acknowledges that it has read and understands all of the terms and provisions of said Buffalo Grove Ordinance No. 2009 and does hereby acknowledge and consent to each and all of the provisions,restrictions, and conditions of said Ordinance. CLEARWIRE CORPORATION By: Name(print): ----------------------- Title: ----------------------------- T-Mobile USA,Inc. does hereby accept and agree to abide by and be bound by each of the terms,conditions and limitations set forth in Ordinance No.2009 duly passed and approved by the Village of Buffalo Grove, IL modifying Ordinance No.2005-10 to allow installation of an antenna as set forth in the exhibits to Ord.No. 2009— T-Mobile USA, Inc. acknowledges that it has read and understands all of the terms and provisions of said Buffalo Grove Ordinance No. 2009 and does hereby acknowledge and consent to each and all of the provisions,restrictions, and conditions of said Ordinance. T-MOBILE USA,INC. By: Name(print): ----------------------- Title: ----------------------------- The undersigned Owner of the Property acknowledges that it has read and understands all of the terms and provisions of said Buffalo Grove Ordinance No. 2009 By: ---------------------------------- Name(print): —----- Title: ----------------------------------- �%.LIN 0/. District October 12, 2009 Robert Pfeil Village Planner Village of Buffalo Grove 50 Raupp Boulevard Buffalo Grove, Illinois 60089 RE:Clearwire facilities at Busch Grove Community Park Dear Mr. Pfeil: My review of the site plan submitted by Clearwire Wireless Broadband and an onsite inspection, I have determined that the proposed expansion of security fencing to the east of the cell tower will have no impact on any mature trees in the area. The two plants indentified on the Clearwire's plan are two arborvitae trees that were planted during the original development by T-Mobile. If Clearwire were permitted to expand the enclosure, my recommendations would be to transplant the two existing trees to the easterly edge of the fence and add a minimum of three arborvitaes to screen the north and south side of the new addition. Should there be any questions please contact me at 847-459-2312 ex. 160. Sincerely Yours Dale Ducommun Superintendent of Parks Buffalo Grove Park District '30 Berriar fDrive �,,fffal Grove, 111iriois f�(J08 (84) 850 2100 p.::ax: (84 7) 459 5741 Ibglrrai°k isli°icl,oi°g 11/18/09 ORDINANCE NO. 2009- AN ORDINANCE AMENDING CHAPTER 2.49, STATE OFFICIALS AND EMPLOYEES ETHICS ACT, OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village has previously enacted Ordinance No. 2004-48 pursuant to the requirements of Section 70-5 of the State Officials and Employees Ethics Act, 5 ILCS 430/1-1 et seq. ("Act"). NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT and BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, LAKE and COOK COUNTIES, ILLINOIS IN THE EXERCISE OF ITS HOME RULE POWERS,as follows: Section 1. The foregoing recitals are hereby adopted and incorporated into and made a part of this Ordinance as if fully set forth herein. Section 2. Chapter 2.49, State Officials and Employees Ethics Act, of the Buffalo Grove Municipal Code is amended to read as follows: I. General Provisions 2.49.010 Adoption of Act. A. The regulations of Sections 5-15 (5 ILCS 430/5-15) and Article 10 (5 ILCS 430/10-10 through 10-40) of the State Officials and Employees Ethics Act, 5 ILCS 430/1-1 et seq., (hereinafter referred to as the "Act" in this Section) are hereby adopted by reference and made applicable to the officers and employees of the Village to the extent required by 5 ILCS 430/70-5. B. The solicitation or acceptance of gifts prohibited to be solicited or accepted under the Act, by any officer or any employee of the Village, is hereby prohibited. C. The offering or making of gifts prohibited to be offered or made to an officer or employee of the Village under the Act is hereby prohibited. D. The participation in political activities prohibited under the Act, by any officer or employee of the Village, is hereby prohibited. 1 E. For purposes of this Chapter, the terms "officer"is defined as an elected or appointed official of the Village; regardless of whether the official is compensated and shall include, but not by way of limitation, members of Village commissions, committees and boards appointed by the Village President by and with the advice and consent of the Board of Trustees. F. For purposes of this Chapter, the term "employee" is defined as a full- time,part-time, or contractual employee of the Village. 2.49.020 Existing Ethics Ordinance. This Chapter does not repeal or otherwise amend or modify Chapter 2.48 of the Village Code which regulates the conduct of Village officers and employees. To the extent that Chapter 2.48 is less restrictive than this Chapter, then the provisions of this Chapter shall prevail in accordance with the provisions of 5 ILCS 430/70-5(a). II.Ethics Commission 2.49.030 Ethics Commission Created A. There is hereby created a commission to be known as the Ethics Commission of the Village of Buffalo Grove ("Commission"). The Commission shall be comprised of seven (7) members ("Commissioners") appointed by the Village President by and with the consent of the Board of Trustees. All members shall be residents of the Village and eligible to vote throughout their respective terms of office. No person shall be appointed as a member of the Commission who is related, either by blood or by marriage up to the degree of first cousin, to any elected officer of the Village. B. Appointments shall be for a one-,two-, or three-year term to run from May 1"to the appropriate April 30`", with the exception of initial appointees which shall begin their term on the date of appointment. An appointment hereunder shall not exceed the full term to which the Village President was elected. C. The Village President, by and with the advice and consent of the Board of Trustees, shall appoint one of the members as Chairperson and one of the members as Vice Chairperson. D. The Corporate Authorities may establish rules of procedure for the Commission. 2.49.040 Meetings, quorum and voting A. Meetings of the Commission shall be held at the call of the Chairperson, as a majority of the Commission shall determine, or at the direction of the Corporate Authorities. B. A majority of the Commissioners holding office shall constitute a quorum. An affirmative vote of the majority of the Commissioners holding office shall prevail. 2 2.49.050 Powers and Duties The Commission shall have the following powers and duties: A. To recommend to the Corporate Authorities modifications to its procedures and rules governing the performance of its duties and the exercise of its powers. B. Upon receipt of a referral from the Corporate Authorities , to investigate, conduct hearings and deliberations, make recommendations to the Corporate Authorities for judicial and disciplinary actions and/or fines. The Commission shall, however, act only upon the receipt of a referral from the Corporate Authorities and not upon its own prerogative. C. To receive information from the public pertaining to its investigations and to require additional information and documents from persons who may have violated the provisions of this Chapter. D. To compel the attendance of witnesses and to compel the production of books and papers pertinent to an investigation. It is the obligation of all officers and employees of the Village to cooperate with the Commission during the course of its investigations. E. The powers and duties of the Commission are limited to matters clearly within the purview of this Chapter. 2.49.060 Complaints and Procedures A. Any person may file a written complaint of an alleged violation of this Chapter with the Village Clerk. The written complaint shall include the following information: (i) the complaint shall set forth the date or time period when the alleged violation occurred; (ii) the complaint shall describe in detail the act or acts complained of and provide a list of witnesses to the act or acts; (iii) the complaint shall contain the complainant's home address, business telephone number and personal telephone number; and(iv)the complaint shall be signed by the complainant and notarized. B. Within three (3) business days after the receipt of a complaint, the Village Clerk shall send by certified mail, return receipt requested or by personal delivery service, a notice to the respondent that a complaint has been filed against him or her and a copy of the complaint. Within three (3) business days after the receipt of a complaint, the Village Clerk shall send by certified mail, return receipt requested or by personal delivery service, a confirmation of the receipt of the complaint to the complainant. A copy of the complaint shall be forwarded to the Village President and the Village Manager. C. The respondent shall have ten (10) business days after receipt of the complaint to file a written response thereto. The response shall be served upon the Village Clerk. In the event a written response is not filed within said ten (10) business days, then it shall be assumed that the allegations in the complaint are denied generally. A copy of the response shall be forwarded to the Village President and the Village Manager_ 3 D. The Corporate Authorities shall meet within thirty (30) calendar days after receipt by the Village Clerk of the complaint and any response thereto. The Corporate Authorities shall consider the allegations of the complaint and response thereto and shall, by majority vote, either dismiss the complaint as being unfounded, or refer the complaint and response to the Ethics Commission for investigation and recommendation. E. Within five (5) business days after receipt of the referral from the Corporate Authorities the Commission shall meet to review the complaint and shall schedule a hearing date on the complaint and any response thereto within thirty (30) calendar days after the date of said meeting. The Commission shall send notice of the hearing date by certified mail, return receipt requested or by a personal delivery service to the complainant and the respondent which notice shall set forth the date, time and place of the hearing. F. Upon setting the hearing date the Commission shall notify in writing the attorney designated by the Corporate Authorities to prosecute such actions and shall transmit to the attorney a copy of the complaint, any response thereto and all additional documents in the custody of the Commission concerning the alleged violation. G. On the scheduled date and upon at least five (5) business days public notice of the meeting, the Commission shall conduct a hearing on the complaint and shall allow both parties the opportunity to present testimony and evidence_The complainant and the respondent shall have the right to engage in discovery, call witnesses and cross examine witnesses. The formal and technical rules of evidence shall not apply at the hearing. Evidence, including hearsay, may be admitted only if it is of a type commonly relied upon by a reasonably prudent person in the conduct of their affairs. H. Within thirty (30) calendar days after the date of the hearing or any recessed hearing is concluded, the Commission shall either (i) dismiss the complaint or(ii)issue its findings and recommendation to the Corporate Authorities. I. The Corporate Authorities, upon receipt and review of the findings and recommendations of the Commission may accept or reject the recommendation of the Commission or may remand the matter to the Commission for further proceedings. If the Corporate Authorities determine that a violation of this Chapter has occurred then they may take the appropriate corrective and/or disciplinary action against the respondent. The Corporate Authorities, as appropriate to the case, may also-direct that appropriate administrative or legal proceedings be instituted for the purpose of imposing fines and/or removal of the appointed official or employee from office provided that the Corporate Authorities may not remove an elected officer from office. Any discipline provided for under this Chapter shall comply with any collective bargaining agreement applicable to the respondent. J. A complaint alleging a violation of this Chapter must be filed within one (1) year after the alleged violation. 4 2.49.070 False or Frivolous Complaints Any person who knowing makes a false, misleading or unsubstantiated statement or claim in a complaint is subject to prosecution for perjury or possible civil liability. If after reviewing a complaint and a response thereto, it is determined that the complaint is groundless and appears to have been filed in bad faith or for the purpose of harassment, or that intentionally false or malicious information has been provided then the Village Attorney, at the Corporate Authorities direction, shall refer the matter to the appropriat law enforcement authority for review and possible prosecution. A Village officer who seeks to take civil action regarding any such complaint shall do so at their own expense. III.Amendments; Severability 2.49.080 Future Amendments to State Officials and Employees Ethics Act. Any amendment to the Act that becomes effective after the effective date of this Chapter shall be incorporated into this Chapter by reference and shall be applicable to the solicitation, acceptance, offering and making of gifts and to prohibited political activities. However, any amendment that makes its provisions optional for adoption by municipalities shall not be incorporated into this Chapter by reference without formal action by the Corporate Authorities of the Village. 2.49.090 Future Declaration of Unconstitutionality of Act. A. If the Illinois Supreme Court declares the Act unconstitutional in its entirety, then this Chapter shall be repealed as of the date that the Illinois Supreme Court's decision becomes final and not subject to any further appeals or rehearings. This Chapter shall be deemed repealed without further action by the Corporate Authorities of the Village if the Act is found unconstitutional by the Illinois Supreme Court. B. If the Illinois Supreme Court declares part of the Act unconstitutional but upholds the constitutionality of the remainder of the Act, or does not address the remainder of the Act, then the remainder of the Act as adopted by this Chapter shall remain in full force and effect; however, that part of this Chapter relating to the part of the Act found unconstitutional shall be deemed repealed without further action by the Corporate Authorities of the Village. III.Penalties 2.49.100 Penalties A. A person is guilty of a Class A misdemeanor if that person intentionally violates any provision of subsection D. of Section 2.49.010 of this Chapter. 5 B. A person who intentionally violates any provision of Subsection B. of Section 2.49.010 of this Chapter is subject to a fine of at least $1,001 and up to$5,000. C. Any person who intentionally makes a false report alleging a violation of any provision of this Chapter to the Village is guilty of a Class A misdemeanor. D. The Village may levy an administrative fine of up to $5,000 against any person who violates this Chapter, who intentionally obstructs or interferes with an investigation conducted under this Chapter, or who intentionally makes a false,frivolous, or bad faith allegation E. In addition to any other penalty that may apply, whether criminal or civil an officer or employee who intentionally violates any provision of this Chapter is subject to discipline or discharge except that the Corporate Authorities shall not remove an elected officer from office. Section 2. If any section, paragraph, clause or provision of this ordinance shall be held invalid, the invalidity thereof shall not affect any other provision of this ordinance. Section 3. This ordinance shall be in full force and effect from and after its passage, approval and publication. This ordinance may be published in pamphlet form. AYES: NAYES: ABSENT: PASSED: 2009. APPROVED: 2009. PUBLISHED: 2009. APPROVED: Village President ATTEST: Village Clerk F:Adocs\clients\103\1001\ORD\00056537.DOC 6 VILLAGE OF BUFFALO GROVE, ILLINOIS 50 RAUPP BOULEVARD BUFFALO GROVE, ILLINOIS 60089 Village of Buffalo Grove Illinois Freedom of Information Act Directory Pursuant to the Illinois Freedom of Information Act (5 Illinois Compiled Statutes 140/1 et seq.) Through Public Act 96-542 Effective January 1, 2010 Table of Contents PAGE 1. Statement of Purpose 1 2. Statistical Information 2 3. Municipal Officials 3 4. Catalogue of Records 4 5. Catalogue of Departmental Records 7 6. Procedure for Request of Public Records 9 7. Public Access Counselor 14 Exhibits A. Organizational Chart of the Village of Buffalo Grove B. Committees, Commissions and Boards of the Village of Buffalo Grove C. Illinois Freedom of Information Act D Freedom of Information Request E. Extension Notification Letter F. Approval for Request for Public Records G. Unduly Burdensome Extension Notification Letter H. Letter of Denial L Letter of Partial Denial J. Requests for Commercial Purposes K. Personal Privacy/Preliminary Policy Drafts Exemption 11/24/09 STATEMENT OF PURPOSE The Village of Buffalo Grove was incorporated as an Illinois municipal corporation on March 7, 1958, and achieved home rule status on March 1, 1980,pursuant to referendum. The purpose of the Village is to provide for the health, safety and welfare of its residents through the various departments of the Village that provide police and fire protection; sewer and water service; building, zoning, health and engineering inspection; general administration; municipal golf courses; and other traditional public services. A full text of the Illinois Freedom of Information Act("Act")5 ILCS 140/1 et seq.is included as Exhibit C to this Directory. FREEDOM OF INFORMATION OFFICERS The following are designated Freedom of Information Officers, as that position has been identified and defined in 5 ILCS 140/3.5. William H. Brimm Village Manager 50 Raupp Boulevard Buffalo Grove, Illinois 60089 847-459-2525 Fax 847-459-7906 Ghida Neukirch Deputy Village Manager 50 Raupp Boulevard Buffalo Grove, Illinois 60089 847-459-2518 Fax 847-459-7906 Jane Olson Deputy Village Clerk 50 Raupp Boulevard Buffalo Grove, Illinois 60089 847-459-2511 Fax 847-459-0332 Arthur Malinowski Director of Human Resources 50 Raupp Boulevard Buffalo Grove, Illinois 60089 847-459-2500 Fax 847-459-0332 Steve Balinski Chief of Police 46 Raupp Boulevard Buffalo Grove, Illinois 60089 847-459-2560 Fax 847-459-0201 Terry Vavra Fire Chief 1051 Highland Grove Drive Buffalo Grove, Illinois 60089 847-537-1106 Fax 847-537-7370 Gregory P. Boysen Director of Public Works 51 Raupp Boulevard Buffalo Grove, Illinois 60089 847-459-2547 Fax 847-537-5845 While the Act requires the designation of a Freedom of Information Officer or Officers,the Village can also provide for designees within each of its operating departments to assist in complying with the Act. 11/24/09 1 STATISTICAL INFORMATION 1. The Village's Budget for Fiscal Year 2010 was adopted on December 7,2009 per Resolution No. 2009-xx. The anticipated revenue for Fiscal Year 2010, for all funds is estimated to equal $64,409,704 with approved expenses or expenditures equal to $62,353,665. 2. Five Administrative Offices or Departments are located in the Village Hall at 50 Raupp Boulevard: Office of the Village Manager(includes Planning, Communications and Information Technology) Finance&General Services Office of the Village Clerk(includes Legislative) Building &Zoning/Health Emergency Management Agency 3. Two Departments are located at the Public Service Center at 51 Raupp Boulevard: Engineering Services Public Works 4. Fire Stations are located at: 505 West Dundee Road 109 Deerfield Road 100 Half Day Road The Fire Service Administration Office is located at 1051 Highland Grove Drive. 5. The Police Department is located at 46 Raupp Boulevard. 6. The Buffalo Grove Golf Club is located at 48 Raupp Boulevard. The Arboretum Golf Course is located at 401 Half Day Road. 7. The Village has 234 full-time positions authorized along with approximately 60 part-time/seasonal employees.These employee authorizations were effective with the approval of the Fiscal Year 2010 Budget. 11/24/09 2 MUNICIPAL OFFICIALS Elected Village President Elliott Hartstein Village Clerk Janet M. Sirabian Trustees Jeffrey Braiman DeAnn Glover Jeffrey Berman Steve Trilling Lisa Stone Beverly Sussman Appointed Village Manager William Brimm Village Attorney William Raysa Deputy Village Clerk Jane Olson Village Treasurer Joseph Tenerelli 11/24/09 3 CATALOGUE OF RECORDS AGREEMENTS Executed agreements between the Village of Buffalo Grove and various governmental agencies, corporations companies and private individuals ANNEXATIONS Records compiled for property incorporated into Village limits APPLICATIONS Amusement License Animal License Business License Coin Operated Amusement Device License Food &Beverage Vending Machine License Liquor License Liquor Special Server Permit Massage Establishment Peddler&Solicitors License Public Passenger Vehicle&Chauffeur Licenses Raffle License Refuse License Swimming Pool License Tobacco License AUDITS Independent audits performed on Village financial statements and activities at the conclusion of the fiscal year. BIDS Bids and specifications for various Village projects BONDS General Obligation Bonds Revenue Bonds Special Service Area Bonds Tax Increment Allocation Bonds BUDGETS Annually approved budgets for all Village funds and departments. CONTRACTS Executed contracts between the Village and various governmental agencies, corporations, companies and private individuals. DEEDS For property which has been deeded to the Village. EASEMENTS Rights of Easement granted by persons to the Village for various municipal improvements along with Rights of Easement granted by the Village to individuals for various reasons. GOLF COURSE Records regarding Village owned Golf Courses INSURANCE Records of insurance claims and correspondence with the Intergovernmental Risk Management Agency(IRMA). Files also contain correspondence from group personal benefits providers. INVOICES Invoices sent by the Village for various services rendered as well as for goods, services and equipment purchased for Village operational needs. 11/24/09 4 LICENSES & All approved licenses and permits for which applications have been received. PERMITS MAPS Various mapping products such as street and zoning maps. MINUTES Minutes for all Commissions, Committees and Boards as well as the Village Board MOTOR FUEL TAX Documentation relating to Motor Fuel Tax projects ORDINANCES As passed by the Village Board PLATS All documents of this nature related to properties located within the Village. PETITIONS As received for consideration by various Departments, Committees, Commissions or Boards, including the Village Board. Also,petitions filed by residents. PROCLAMATIONS As issued by the Village President PUBLICATIONS Printed documents of the Village for both internal as well as external use by the general public. Would include,but not be limited to, Comprehensive Plan, Zoning Ordinance, Development Ordinance and Sign Code. RECORDED Any and all documents required to be recorded in either or both Cook and/or DOCUMENTS Lake County RESOLUTIONS As passed by the Village Board UTILITIES Documents related to the Village's water and sewer utility as well as those related to regulated utilities such as electric, gas,phone and cable television. 11/24/09 5 The foregoing records normally are to be found in the Village Clerk's Office, unless otherwise directed. Contact: Ms. Janet M. Sirabian Village Clerk 50 Raupp Boulevard Buffalo Grove, Illinois 60089 Telephone: 847-459-2511 Fax: 847-459-0332 They are to be considered a representative example of records maintained by the Village and are not meant to be all inclusive or limited to what are noted. The Village of Buffalo Grove affirms to follow the compliance requirements of the Act. However, the Act (Section 140/3.3) is not intended to require that the Village interpret or advise requestors as to the meaning or significance of any public record. The Village of Buffalo Grove Municipal Code is available for public review. The Code contains all ordinances which have been codified. Non-codified ordinances are also available for review and an index of all adopted ordinances are listed within the Municipal Code. The Municipal Code can also be viewed on the Village's web site www.v&,b.org 11/24/09 6 CATALOGUE OF DEPARTMENTAL RECORDS Requests for departmental public records shall be directed as indicated within the Catalogue of Departmental Records. A representative example of departmental documents, and not intended to be all inclusive, are as follows: BUILDING&ZONING DEPARTMENT: Contact: Carol Berman or Brian Sheehan Deputy Building Commissioners 50 Raupp Boulevard 847-459-2530 Citations &Court Action taken regarding violations of ordinances Inspections &Permits (building, electrical,plumbing, mechanical; applications and inspections) ENGINEERING DEPARTMENT: Contact: Richard Kuenkler Village Engineer 51 Raupp Boulevard 847-459-2523 Engineering Drawings Maps and Geographic Information System mapping products Plan and Specifications for construction and for development in Village Plats Traffic Studies FIRE DEPARTMENT: Contact: Fire Chief Terry Vavra 1051 Highland Grove Drive 847-537-0995 Fire Prevention Fire and Rescue Responses Inspections Paramedic and Emergency Medical Service Responses POLICE DEPARTMENT: Contact: Police Chief Steven Balinski 46 Raupp Boulevard 847-459-2560 Police Reports and Investigations PUBLIC WORKS DEPARTMENT: Contact: Gregory Boysen Director of Public Works 51 Raupp Boulevard 847-459-2545 Water and Sewer Records Snow Removal Street Repair and Reports Vehicle Titles Vehicle Repair Property Maintenance Forestry and Land Maintenance Facilities Management 11/24/09 7 HEALTH DEPARTMENT: Contact: Brian Sheehan Health Officer 50 Raupp Boulevard 847-459-2530 Citations &Court Action taken regarding violations of ordinances Inspections Permits (health; applications and inspections) GOLF OPERATIONS: Contact: Carmen Molinaro Director of Golf Operations 48 Raupp Boulevard 847-537-5819 INFORMATION TECHNOLOGY: Contact: Robert Giddens Director of Information Technologies 50 Raupp Boulevard 847-459-2518 FINANCE AND GENERAL SERVICES: Contact: Scott Anderson Director of Finance&General Services 50 Raupp Boulevard 847-459-2500 Arthur Malinowski Director of Human Resources 50 Raupp Boulevard 847-459-2500 OFFICE OF VILLAGE MANAGER: Contact: Ghida Neukirch Deputy Village Manager 50 Raupp Boulevard 847-459-2518 PLANNING SERVICES: Contact: Robert Pfeil Village Planner 50 Raupp Boulevard 847-459-2518 COMMUNICATIONS: Contact: Leisa Niemotka Assistant to the Village Manager 50 Raupp Boulevard 847-459-2518 The foregoing records normally are to be found in the possession of the Departments noted. They are to be considered a representative example of records maintained and are not meant to be all inclusive or limited to what are noted. 11/24/09 8 Village of Buffalo Grove 50 Raupp Boulevard Buffalo Grove, Illinois 60089 Procedure for Request of Public Records Village of Buffalo Grove 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 Village 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 Office of Village Clerk although requests may also be submitted directly to the following locations: • Buffalo Grove Police Department 46 Raupp Boulevard • Buffalo Grove Fire Department 1051 Highland Grove Drive • Department of Building &Zoning 50 Raupp Boulevard • Department of Engineering/ 48 Raupp Boulevard Public Works Written requests can be submitted to the Village by personal delivery, mail, fax or other means available, including email. The Village may honor a verbal request to either inspect or copy a public record. The Village will provide a standard form,identified as Exhibit D to this Directory to assist in the request for public records although requests can be made in any other written manner as well. Requests for public records submitted to the Office of Village Clerk shall be directed to the Department or Division Director in those departments or divisions responsible for maintaining the public records requested. Requests made at Village locations other than the Office of Village Clerk shall be the responsibility of the Freedom of Information Officers, or their designees, at such locations. 11/24/09 9 Requests for public records will be handled during the following normal working hours: Monday-Friday 8:00 A.M. to 4:30 P.M. The Finance&General Services Department is open Mondays from 8:00A.M. to 7:30 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. Such requests may be submitted on forms, provided by the Village as shown on Exhibit D. or in a similar format. b) The requestor shall provide the following information in a request for public records: 1. The requestor's full name, address and phone number. 2. A description of the public records sought,being as specific as possible. 3. Whether 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 Village Response a) The Village 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 Village. Response would include either a compliance with the request, a written request for 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. Such notice of extension shall state the reasons why the extension is necessary and be in the format as shown on Exhibit E. c) A requestor and the Village 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 Village Responses a) The Village shall respond 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 Village 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 Village 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. A letter for this procedure is at Exhibit G. 11/24/09 10 d) A denial of a request for public records shall be made in writing. It shall state the reasons for the denial in accordance with Section 140/3 (g), Section 140/7,or Section 140/7.5 of the Act and the names and titles of individuals responsible for the decision,and shall include a detailed factual basis as to why the exemption was claimed. The format letter for denial is at Exhibit H. e) The Village 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 Village 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. Depending upon the reason for the redaction, the letter noted in Exhibit I will be provided. 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 Village 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. Section 4.2 Permission to Assert Two Specific Exemptions Under the Act If the Village believes that the records requested under the Act fall into one of two specific exemptions in the Act, and intends to assert those exemptions and withhold the records in whole or in part from disclosure,the Village must provide written notice to the Public Access Counselor("PAC"),within the Office of Attorney General,before asserting either exemption. A letter specific to requests for such exemptions is at Exhibit K. Specifically,if the Village intends to withhold information from disclosure because either(1)disclosure of the information would result in an unwarranted invasion of personal privacy (5 ILCS 140/7(1)(c)) ("personal information")or(2)the information falls into the exemption for preliminary policy drafts(5 ILCS 140/7(1)(f)), the Village must provide written notice to the PAC asserting either of the exemptions. Once the PAC receives the written notice from the Village, they have five(5) working days to determine if further inquiry is necessary. If it is determined that further inquiry is necessary to determine whether either of the exemptions may be used,the timeline for a Request for Review begins and the Village must provide any information requested by the PAC within seven(7)working days of receiving the PAC's request. During the time period that the PAC is reviewing whether the Village can assert either of these exemptions,the original response timeline requirements cease for the Village to respond to the request(5 ILCS 140/9.5(b)). ARTICLE V Section 5.1 Inspection of Records at Village Offices a) Generally, public records will be made available for inspection during normal working hours of the Village. 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 Village employees. c) Unless otherwise arranged, the inspection of records shall take place at the office of the Department concerned. For purposes of convenience, either the Village or the requestor may request that inspection take place in another Department office location. d) An employee of the Village may be present throughout the inspection. A requestor may be prohibited from bringing bags,brief cases or other containers into the inspection room. 11/24/09 11 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 required many copies to be made: Records Copy Services 30 North LaSalle#1800 Chicago, IL 60602 Phone: (312)726-6650 Certification fees are$1.00 per record. c) Charges may be waived, or provided at a reduced rate, in any case where the Village 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 Village 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 Requests for Commercial Purposes The Village 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 Village 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. A letter specific to requests for commercial purposes is at Exhibit J. Unless the records are exempt from disclosure,the Village 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 for a commercial purpose,if requested to do so by the Village. Section 6.2 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. 11/24/09 12 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. ARTICLE VII Section 7.1 Private Information&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 Village 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 Village under the Act, ensure that the Village, 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 Village shall disclose upon request. 11/24/09 13 PUBLIC ACCESS COUNSELOR The Illinois Attorney General's Office provides for the position of Public Access Counselor("PAC")whose mission is to assist individuals obtain public documents and to offer,as appropriate both advisory and binding opinions as part of ensuring public bodies comply with the Act. The PAC also has another responsibility under the Act,that being if the Village wants to withhold information from a requestor based upon one of two specific exemptions under the Act. They are(1)disclosure of personal information that would result in an unwarranted invasion of personal privacy; or (2) that the information requested falls under the exemption of preliminary policy drafts. In these cases, the Village must provide written notice to the PAC before asserting these exemptions. The Attorney General, through the PAC, can also provide the Village with an advisory opinion regarding compliance with the Act upon submittal of a written request. The request can only be submitted by the Village President or Village 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 Village. While the Village 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 Village 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 Village'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 Village (5 ILCS 140/9.5(a)). The Request must be submitted to the PAC within 60 days after the 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 62706 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 Village 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 Village and request more information that may involve records needed to complete their review. If a request for additional information is made, the Village has seven(7)working days to provide the requested information. Please note that the Village,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)). 11/24/09 14 Exhibit B Committees, Commissions and Boards of the Village of Buffalo Grove The following committees,commissions and boards have been authorized as of January 1, 2010: Appointed: Arts Commission Board of Fire &Police Commissioners Board of Health Buffalo Grove Days Committee Commission for Residents with Disabilities Community Blood Donor Commission Electrical Commission Emergency Management Commission Firefighter's Pension Fund Board Plan Commission Police Pension Fund Board Zoning Board of Appeals Elected: Village President and Board of Trustees Members of appointed Village committees, commissions and boards are appointed by the Village President by and with the advice and consent of the Board of Trustees. Appointments shall be for a one-, two- or three-year term to run from May 1" to the appropriate April 30`". An appointment hereunder shall not exceed the full term to which the Village President has been elected. The members of all Village committees, commissions and boards are available at the Village Clerk's office. 11/24/09 Exhibit D Village of Buffalo Grove Freedom of Information Request Requestor's name: Address: Phone: Description of requested records(be specific as possible): Reason for request(optional): Please indicate if you wish to inspect the above captioned records or desire a copy of them: Inspection Copy Both Is the request for commercial purposes? Yes or No If fees are due,do you request a waiver? Yes or No/Reason for Waiver: Do you wish to have copies certified? Yes or No Signature of Requestor Please note that fees may be due for the copying. Please refer to Village Freedom of Information Act Procedure (FOR OFFICE USE ONLY) Date received: Number of Copies Made: Time received: Amount Received: Date response due: Denial of Request: Date Letter Sent: Name&Department of person receiving request: Sent to: Building&Zonin4 Plannin4 Fire Department Finance Health Department Police Public Works OVM FOIA Officer/Designee: Date: How Complied With: Signature of Department Head: Date completed or denied: RETURN ORIGNAL REQUEST TO VILLAGE CLERK'S OFFICE 11/24/09 Exhibit E EXTENSION NOTIFICATION LETTER date TO: Re: Illinois Freedom of Information Act Request Dear: On 20 , you made a written request to the Village of Buffalo Grove, Illinois pursuant to the above mentioned Act. This letter is to advise you that there has been a delay in fulfilling your request for the following reason(s): O The requested records are stored in whole or in part at other locations than the office having charge of the requested records. O The request requires the collection of a substantial number of specified records. O The request is couched in categorical terms and requires an extensive search for the records responsive to it. O The requested records have not been located in the course of routine search and additional efforts are being made to locate them. O The requested records require examination and evaluation by personnel having necessary competence and discretion to determine if they are exempt from disclosure under Section 140/3 (g), Section 140/7 or Section 140/7.5 of the Act or should be revealed only with appropriate redactions. O The request for records cannot be compiled with by the public body within the time limits prescribed by Paragraph 140/3(d) of the Act. O The request for records cannot be complied with in that it is believe to be unduly burdensome or interfering with the operations of the public body without consideration of an attempt to reduce the request in a way that is manageable-Section 140/7 (g) of the Act. O There is a need for consultation, which shall be conduced with all practicable speed, with another public body or among two or more components of the public body having a substantial interest in the determination or in the subject matter of the request. O The information requested may result in an unwarranted invasion of personal privacy (5 ILCS 140/7(1)(c)) or the information may fall into the exemption for preliminary policy drafts (5 ILCS 140/7(1)(f)). The Village has requested an opinion from the PAC asserting either of the exemptions and awaits the opinion from the PAC. The records that you have requested will be made available to you or denied to you by , 20 Sincerely, Village of Buffalo Grove (By) 11/24/09 Exhibit F APPROVAL OF REQUEST FOR PUBLIC RECORDS date TO: Re: Illinois Freedom of Information Act Request Dear: Description of Requested Records: Your request dated 20 for the above captioned records has been approved. O The documents you requested are enclosed. O The documents will be made available upon payment of copying costs in the amount of O You may inspect the records at: On: 20 Sincerely, Village of Buffalo Grove (By) 11/24/09 Exhibit G SECTION 140/3 (g) OF ILLINOIS FREEDOM OF INFORMATION ACT UNDULY BURDENSOME EXTENSION NOTIFICATION LETTER (date) TO: Re: Illinois Freedom of Information Act Request Dear: On 20 , you made a written request to the Village of Buffalo Grove, Illinois, pursuant to the above mentioned Act. Your request is for all records falling within a category. Pursuant to Section 140/3 (g) of said Act, the Village hereby extends to you an opportunity to confer with it in an attempt to reduce your request to manageable proportions. Please contact at 847- so an appointment can be made for a conference. Sincerely, Village of Buffalo Grove (By) 11/24/09 Exhibit H LETTER OF DENIAL (date) TO: Re: Illinois Freedom of Information Act Request Dear: On 20 , you made a written request to the Village of Buffalo Grove, Illinois,pursuant to the above mentioned Act. This letter is to advise you of the Village's decision to deny your request. The reason(s)for said denial, which includes the specific statutory exemption(s), are as follows: Mr/Ms. of the Village is the person responsible for this denial. (name) (title/position) You are hereby notified of your right have this decision reviewed by the Office of Public Access Counselor located at the Office of Attorney General for the State of Illinois. That Office is located at: Public Access Bureau Office of the Attorney General 500 South 2nd Street Springfield, Illinois 62706 The phone number is 217-558-0486. The use of email is also allowed for at:publicaccess(�l)atg.state.il.us. In addition, you have a right for judicial review of this denial as set forth in Section 140/11 of the Illinois Freedom of Information Act. Such request for review must be filed in writing, not later than 60 days after the above date of this denial. The request for review must include a copy of the original and any amended requests for access to public records along with any responses received from the Village. Sincerely, Village of Buffalo Grove By 11/24/09 Exhibit I LETTER OF PARTIAL DENIAL (date) TO: Re: Illinois Freedom of Information Act Request Dear: The enclosed record(s) are in response to your , 20 written request to the Village of Buffalo Grove, Illinois, pursuant to the above mentioned Act. Portions of the enclosed record(s) have been redacted pursuant to the following exemptions set forth in the Freedom of Information Act: Mr/Ms. of the Village is the person responsible for this denial. (name) (title/position) You are hereby notified of your right have this decision reviewed by the Office of Public Access Counselor located at the Office of Attorney General for the State of Illinois. That Office is located at: Public Access Bureau Office of the Attorney General 500 South 2nd Street Springfield, Illinois 62706 The phone number is 217-558-0486. The use of email is also allowed for at: publicaccess(�l)atg.state.il.us. In addition, you have a right for judicial review of this denial as set forth in Section 140/11 of the Illinois Freedom of Information Act. Such request for review must be filed in writing, not later than 60 days after the above date of this denial. The request for review must include a copy of the original and any amended requests for access to public records along with any responses received from the Village. Sincerely, Village of Buffalo Grove By 11/24/09 Exhibit J REQUESTS FOR COMMERCIAL PURPOSES (date) TO: Re: Illinois Freedom of Information Act Request Dear: On 20 , you made a written request to the Village of Buffalo Grove, Illinois pursuant to the above mentioned Act, specifically for records to be used for commercial purposes. As required per 5 ILCS 140/3.1 of the Act,please note the following: Based upon the nature of the request, we estimate that the records requested will be available on and further, estimate that the fees that will be due, which must be paid in full before the Village will begin copying the requested documents, will be . Any additional fees due will be invoiced. Any fees paid in excess of the actual costs incurred will be refunded. Please note that if the Village believes that the request should be denied, based upon the exemptions provided for within the Act, a separate letter will be sent to your attention. Also,if the request is believed to be "unduly burdensome", again as provided for within the Act, that too will be communicated via separate letter. Please note that it is a violation of the Illinois Freedom of Information Act for any person to knowingly obtain a public record for a commercial purpose without having disclosed that such a request is for a commercial purpose,if that fact has been requested by the Village. Sincerely, Village of Buffalo Grove By 11/24/09 Exhibit K PERSONAL PRIVACY/PRELIMINARY POLICY DRAFTS EXEMPTION (date) Public Access Counselor Office of the Attorney General 500 South Second Street Springfield, Illinois 62706 Re: Village of Buffalo Grove FOIA Exemption Request Unwarranted Invasion of Personal Privacy/ Preliminary Policy Drafts The Village of Buffalo Grove requests permission from the Public Access Officer to assert an exemption under the Illinois Freedom of Information Act. The Village intends to withhold information requested because of the following: O Disclosure of the information requested would result in an unwarranted invasion of personal privacy (5 ILCS 140/7(1)(c), or O The information falls into the exemption for preliminary policy drafts (5 ILCS 140/7(1)(f). With this request for review, the Village has included a copy of the FOIA request dated the proposed response of the Village to the request, and a separate detailed summary of the Village's basis for asserting the exemption, all as required by the Act(5 ILCS 140/9.5(b)). The Village understands that while this request is under your review, we no longer are required to respond to the original FOIA request (5 ILCS 140/9.5(b)). Thank you for your review of this request and please direct any questions or responses to the undersigned at the above address. Sincerely, Village of Buffalo Grove By 11/24/09 11/30/2009 Exhibit "A" VILLAGE OF BUFFALO GROVE CODE OF ETHICAL BEHAVIOR AND CONDUCT FOR VILLAGE ELECTED AND APPOINTED OFFICIALS ARTICLE I The residents of, as well as those conducting their business, in the Village of Buffalo Grove are entitled to have fair, ethical and accountable local government. It shall be the policy of the Village to uphold, promote and demand the highest standards of conduct and ethics from all its officials, whether elected or appointed. For purposes of this Code, the term "Public Officials" is defined as an elected or appointed official of the Village; regardless of whether the official is compensated and shall include, but not by way of limitation, members of Village commissions, committees and boards appointed by the Village President by and with the consent of the Board of Trustees. Public Officials shall: • Comply with the letter and spirit of laws and policies that affect the governance and operation of the Village. • Maintain the utmost standards of personal integrity, truthfulness, honesty and fairness in carrying out their public duties. • Be independent, impartial and fair in their judgment and actions. • Conduct public deliberations and processes openly, unless legally confidential, in an atmosphere of respect and civility. • Use their public office or position for the public good, not for any personal gain. • Act in a way that will enhance public confidence in the integrity of local government. • Maintain the obligation to promote and support the key principles of this Code by leadership and example so as to maintain and strengthen the public's trust and confidence in the Village and its governance. Behavior and conduct by Public Officials during meetings, as well as outside of meetings, may be subject to sanctions set out within this Code of Ethical Behavior and Conduct ("Code"). This Code sets forth principals and examples of proper behavior and conduct and also constitutes guidelines and standards that are enforceable, not merely suggestions. If there is deliberate violation of principals and guidelines set out herein, a Public Official may be subject to sanctions set out in this Code. Sanctions may be applicable if Public Officials fail to obey and observe the letter and spirit of the Constitution of the United States, the Constitution of the State of Illinois, and all federal, state and local laws, codes and ordinances, including this Code. 1 The President and Board of Trustees of the Village of Buffalo Grove ("Corporate Authorities") have the right to make and enforce its own rules and rules for its various commissions, committees and boards and to ensure compliance with those laws, rules, codes and regulations generally applicable to public bodies. Should any Public Official, act in any manner constituting a deliberate violation of this Code or other general laws, rules, codes or regulations, the Corporate Authorities may discipline that Public Official, including but not by way of limitation, by reprimand, public or private. To exercise the rights noted herein and to enforce the provisions of this Code, the Corporate Authorities has the right to investigate, or have investigated, the actions of any Public Official and impose any penalty or sanction, in a manner provided hereunder. ARTICLE II Ethical behavior and conduct of Village Public Officials will be guided by the following Canons of Ethics and Principals: CANON 1 Acting in the Public Interest The public interest must be a primary concern of Public Officials working for the common good of the residents of the Village and not for any private or personal interest. CANON 2 Compliance with the Law Public Officials shall comply with the statutes of the State of Illinois and Village ordinances in the performance of their public duties. These laws include, but are not limited to: conflicts of interest, election campaigns, financial disclosure, purchasing, employer responsibilities, and open process for government. CANON 3 Conduct of Public Officials Public Officials shall refrain from abusive conduct, personal charges or verbal attacks, direct or inferred attacks, or implied attacks upon the character or motives of other Public Officials, Village staff or the public. Public Officials and Village staff who are belligerent, impertinent, slanderous, threatening, and abusive or who engage in personal or disparaging attacks on other Public Officials or Village staff denigrate the governance process and preclude effective discussions and the successful resolution of issues. CANON 4 Respect for Process Public Officials' duties shall be performed in accordance with and respect for the processes and rules of order established by the Village. 2 CANON 5 Conduct of Public Meetings Public Officials shall inform themselves of public issues, listen attentively to public discussions before them and focus on the business at hand. Decisions shall be based upon the merits and substance of the matter at hand. CANON 6 Communication It will be the responsibility of all Public Officials to publicly share substantive information that is relevant to a matter under consideration that they have received from sources outside of the public decision-making process with all other members of their respective Boards, Commissions or Committees. CANON 7 Confidential Information Public Officials and Village staff shall respect the confidentiality of information provided to them concerning the confidential matters of the Village. They shall never disclose confidential information without proper authorization nor use such information to advance a personal, financial or private interest. Public Officials shall not release information subject to attorney-client privilege, unless expressly authorized by the Corporate Authorities or as required by law. CANON 8 Advocacy To the best of their ability, Public Officials shall (i) represent the official policies and positions of the Corporate Authorities and (ii) shall support and defend the ordinances of the Village. When presenting their personal opinions or positions, Public Officials shall explicitly state that they do not represent the Corporate Authorities or the Village. CANON 9 Improper Influence Public Officials shall refrain from using their position to improperly influence the deliberations or decisions of Village staff, and boards, commissions or committees of the Village. CANON 10 Positive Work Environment Public Officials shall support the maintenance of a positive and constructive environment for residents, businesses and Village employees. 3 CANON 11 Personal Opinion Public Officials have a right to individual opinions, which should be respected. The assumption is that all Public Officials have the appropriate motives and interest of the public in mind and will not criticize differing opinions because they believe them to be lacking judgment or were improperly motivated. CANON 12 Being Accountable Public Officials and Village staff shall be accountable to the public for their decisions and actions and as such, must consider all issues and actions on their merit, taking into account the views of others and the results that are expected from their actions. CANON 13 Respect and Cooperation The governance of the Village relies upon the cooperative efforts of the entire Corporate Authorities, who set policy, and the Village staff, who implement and administer the Corporate Authorities' policies and directives. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the Village, its residents and businesses. The Village staff has been directed to serve the Corporate Authorities as a whole, and therefore: 13.1 A member of the Corporate Authorities shall not direct Village staff to initiate any action, change a course of action or prepare any report, nor shall a member of the Corporate Authorities initiate any project or study without the approval of a majority of the Corporate Authorities. The Corporate Authorities may direct routine inquiries, or requests for information, to either the Village Manager or appropriate department/division director, as may be directed by the Village Manager. 13.2 The Corporate Authorities shall not attempt to pressure or influence discussions, recommendations, workloads, schedules or department/divisions priorities without the approval of a majority of the Corporate Authorities. 13.3 When preparing for any meeting of the Corporate Authorities, members should, to the greatest extent possible, direct questions ahead of time to the Village Manager, or designee, so that staff can provide the desired information at the Corporate Authorities meeting. 13.4 Any concerns of any member of the Corporate Authorities regarding the behavior or work of a Village employee should be directed to the Village Manager privately to ensure the concern is resolved. Members of the Corporate Authorities shall not reprimand employees directly nor should they communicate their concerns to anyone other than the Village Manager. 13.5 Information that is provided to a member of the Corporate Authorities in response to a request will be made available to all members of the Corporate Authorities so 4 that all have equal access to such information. Care must be taken in the sharing and discussion of information so as to not violate the Illinois Open Meetings Act. CANON 14 CONDUCT DURING MEETINGS During public meetings, the public is to feel welcome as an important part of the democratic process. No signs of partiality, prejudice or disrespect should be evident on the part of any Public Official toward an individual participating in a public forum. Every effort should be made to be fair and impartial in listening to public testimony. 14.1 Be welcoming to speakers and treat them with care and respect. 14.2 Be fair and equitable in allocating public hearing time to individual speakers. 14.4 Ask for clarification, but avoid debate and argument with the public. It is proper for only the Chair, to interrupt a speaker during a presentation. However, a Public Official can ask the Chair for a point of order if a speaker is off topic or exhibiting behavior or language that is deemed offensive or disturbing. Questions should be for the purpose of clarification or to expand information and should not be intended to challenge or belittle a speaker. 14.5 Make no promises on behalf of the Village. While it will always be appropriate to give an overview of Village policy and to refer the matter to the Village for further information, it is inappropriate to overtly or implicitly promise Village action, as well as staff action, to undertake a specific matter. The only exception is if a representation or promise has been duly authorized by the Corporate Authorities. 14.6 While it is acceptable to publicly disagree about an issue, it is unacceptable to make derogatory comments about other Public Officials, their opinions or actions, within any venue. 14.7 When making public comments or statements, Public Officials shall make it clear whether they are authorized to speak on behalf of the Village or the Corporate Authorities or whether they are presenting their own views. 14.8 If a member of the Corporate Authorities appears before another governmental agency or other entity to give a statement on an issue affecting the Village or its citizens, the member should indicate the majority position and opinion of the entire Corporate Authorities. 14.9 Personal opinions and comments will only be expressed if the elected or appointed official clarifies that such statements do not reflect the official position of the Corporate Authorities. 14.10 The Corporate Authorities are the policy making body of the Village. The Corporate Authorities speaks on policies and issues with one voice or not at all. While matters of opinion and debate are to be encouraged and respected, and while decisions of the Corporate Authorities may not be unanimous, once voted upon they should and will define the position of the Corporate Authorities. Village correspondence will reflect the Corporate Authorities adopted position, without regard to vote. 5 14.11 Members of the Corporate Authorities shall refrain from openly sending or receiving text messages during meetings of the Village Board. In addition, cells phones and similar devices shall be kept on "silent" and off the dais so as to not be distractive to both the public and Corporate Authority. 14.12 The passing of notes to or the receiving of notes from, the audience who are attending Village Board meetings is distracting and must be discouraged. However, the passing of notes between members of the Corporate Authorities absolutely necessary in the conduct of business can be undertaken but should only occur if absolutely necessary. CANON 15 INTERACTION WITH STAFF The Village of Buffalo Grove operates under the council-manager form of government as set forth in the Village's Municipal Code as well as State statute. Under this form of government, the Corporate Authorities provide legislative direction, set Village policy and monitor its execution by Village staff. The Village Manager serves as the Village's chief administrative officer and is responsible for directing the day-to-day operations of the Village. The Corporate Authorities shall: 15.1 Not interfere with the Village Manager's execution of his or her powers or duties, as they have been assigned by the Corporate Authorities. 15.2 Not interfere with the appointment by the Village Manager of any of the department or division directors or any other person to any position of employment with the Village; however, this is not intended to preclude the Village Manager from discussing employment decisions with the Corporate Authorities. 15.3 Address matters related to community delivered services only to the Village Manager unless, for purposes of efficiency and effectiveness, the Village Manager suggests that such questions or comments be directed to the appropriate department or division director. In all cases, the Village Manager will follow up for purposes of accountability. 15.4 Not give orders to any subordinate of the Village Manager, either publicly or privately. 15.5 Direct the Village Manager acting as a body, not as individual members, unless directed by a majority of the Corporate Authorities. 15.6 Once a project or program has been approved for implementation, not interfere with or direct the Village Manager's method of carrying out the decision, even if the project or program was conceived and initiated by an individual member of the Corporate Authorities, unless requested by the Village Manager or staff. 15.7 Allow the freedom and discretion necessary for the Village Manager to responsibly ensure the implementation of the Corporate Authorities decisions and directions in an efficient and effective manner. 6 CANON 16 RESPECT AND INTEGRITY Public Officials must act with a spirit of public service to the residents and businesses of the community with standards of conduct and integrity in all actions. Conduct and ethical behavior must be fair, impartial, responsible and trustworthy so as to advance the common good for the Village. Accordingly, Public Officials must: 16.1 Treat everyone fairly and with respect. 16.2 Be professional and responsive. 16.3 Work to make public services accessible and effective. 16.4 Strive to make a difference to the well-being of the Village of Buffalo Grove and all its residents and business owners/operators. 16.5 Be dedicated to the highest ideals of honor and integrity in all public and personal relationships so as to merit respect and confidence. 16.6 Make decisions in a fair, objective manner, in public and understandable. 16.7 Maintain the political climate that is required to enable us to work in a collaborative way with all stakeholders. 16.8 Carry out the functions of the Village, unaffected by any personal beliefs. 16.9 Support the Village so as to provide for dynamic and unbiased advice and information. 16.10 Respect the proper and appropriate authorities that affect Village operations. 16.11 Recognize that the chief function of local government at all times is to serve the best interests of all people. 16.12 Support the right of every citizen to full and equal participation in the Village's democratic processes. 16.13 Act lawfully and objectively. 16.14 Use the Village's resources carefully and only for intended purposes, avoiding waste and abuse. 16.15 Treat information with care and use it only for proper purposes. 16.16 Work to improve the performance and efficiency of the Village as we undertake day-to-day operations. 16.17 Be honest. 16.18 Ensure our actions are not affected by our personal interests or relationships. 16.19 Never misuse our positions for personal gain. 16.20 Never allow ourselves to be placed under any obligation or perceived influence. 16.21 Avoid any activities, work or non-work that may harm the reputation of the Village of Buffalo Grove. 16.22 Show respect for other Public Officials and Village staff. 16.23 Refrain from acting in a manner that would constitute a disturbance at any meeting. 7 CANON 17 MEETING PROCEDURES Meetings of the Corporate Authorities and appointed Village commissions and committees are governed by Chapters 2.02 and 2.03 of the Village's Municipal Code and State statutes. In addition to the Village's Municipal Code and State statutes, the following are to supplement established meeting procedures: 17.1 Members of the Corporate Authorities shall address all questions and comments to the Village President upon recognition by the Village President. Only the Village President, not individual members of the Corporate Authorities, may interrupt a speaker during a presentation. However, a member of the Corporate Authorities may ask the Village President for permission to question the speaker. 17.2 The Village President will maintain order during all meetings of the Corporate Authorities. This may include, but not be limited to, indication that a comment is out of order or that further inappropriate comments may be dealt with within the authority granted to the Village President. 17.3 Members of the Corporate Authorities shall assist the Village President to preserve decorum during meetings of the Corporate Authorities and shall not, by conversation or other action, delay or interrupt the proceedings or refuse to follow the directions of the Village President. Members of staff attending Corporate Authorities meetings shall observe the same rules of procedure, decorum and good conduct as applicable to the Corporate Authorities. 8