Section 2525.10  Public Information and Submissions

The procedures for submissions requesting public information and the Commission's responses shall be in accordance with the Freedom of Information Act [5 ILCS 140]. Requests shall be directed to:

Illinois Medical District Commission

2100 West Harrison Street

Chicago, Illinois  60612

Attention:  FOIA Officer

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.20  Summary and Purpose

a)         This Part is established to implement the provisions of the Freedom of Information Act (FOIA) [5 ILCS 140].  The purpose of this Part is to support the policy of providing public access to the public records of the Illinois Medical District Commission while protecting legitimate privacy interests and maintaining administrative efficiency.

b)         This Part establishes the procedure by which the public may request and obtain public records of the Commission and sets forth the procedures to be followed by the Commission in responding to requests for information.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.30  Persons to Whom Requests Are Submitted and Forms and Contents of Requests

a)         Requests for public records shall be submitted to the Commission's FOIA Officer.  Requestors should address requests for public records to:

Illinois Medical District Commission

2100 West Harrison Street

Chicago, Illinois  60612

ATTN:  FOIA Officer

b)         All requests for public records submitted to the Commission under FOIA shall be in writing.  Requestors are encouraged to submit all requests via email to foia@medicaldistrict.org.

c)         The requestor should include the following information in any request for public records:

1)         The requestor's full name, email address, mailing address and telephone number, including area code, at which the requestor can be reached during normal business hours.

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 and

4)         Whether the request is for a commercial purpose.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.40  Procedures for the Commission's Response to Request for Public Records

a)         The Commission shall respond to a written request for public records within five working days after receipt of the request.

b)         In the event that the request for public records cannot be responded to within five days for one of the reasons provided in Section 3(d) of FOIA, the Commission shall have an additional five working days in which to respond.  The Commission shall give the requestor notice of the extension of time to respond. The notice of extension shall set forth the reasons why extension is necessary.

c)         The Commission shall respond to a request for public records in one of three ways:

1)         Approve the request;

2)         Approve in part and deny in part;

3)         Deny the request.

d)         When a request for public records has been approved, the Commission will provide an electronic copy, give notice that the requested material will be made available upon payment of reproduction costs, or give notice of the time and place for inspection of the requested material.

e)         A denial of a request for public records shall be made in writing.  It shall state the reasons for the denial in accordance with either Section 3(f) or Section 7 of FOIA.  The denial shall also inform the requestor of the right to request review by the Public Access Counselor at the Office of the Illinois Attorney General and the right to seek judicial review by filing a lawsuit in the Circuit Court of Cook County.

f)         Categorical requests that place an undue burden on the Commission 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 3(f) of FOIA.

g)         Failure to respond to a written request within five working days may be considered by the requestor as a denial of the request.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.50  Procedures for Providing Public Records to Requestors

a)         Generally, public records will be sent electronically to the requestor's email address or made available for inspection at the Commission's office between the hours of 9:00 a.m. and 5:00 p.m., Monday through Friday, except on State holidays.  A place will be provided in which the requestor may inspect public records.

b)         An employee of the Commission may be present throughout the inspection.

c)         A requestor shall not be permitted a brief case, folder or other materials or pens in the room in which the inspection will take place.

d)         A requestor will be permitted to take pencil and paper into the room while inspecting public records.

e)         Documents that the requestor wishes to have copied shall be segregated during the course of the inspection.  Generally, all copying will be done by Commission employees.

f)         Copies of public records shall be provided to the requestor only upon payment of any charges that are due.

g)         Charges for copies of public records shall be assessed in accordance with Section 6(b) of FOIA.

h)         Charges shall be waived if the requestor is a State agency, a constitutional officer or a member of the General Assembly.

i)          The Executive Director shall make available to the public at no charge the following materials:

1)         A brief description of the organizational structure and budget of the Commission;

2)         A brief description of the means for requesting information and public records; and

3)         A list of types and categories of public records maintained by the Commission.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.100  Organization of the Commission

The organization of the Commission is governed by this Subpart; Sections 2525.110 through 2525.230 have been historically known as the By-Laws of the Commission.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.110  Officers

a)         The officers of the Commission shall be a President, Vice-President, Treasurer and Secretary, who shall constitute the Executive Committee of the Commission.

b)         Officers of the Commission shall be members of the Commission elected to their posts by the Commission at its annual meeting, and shall hold office for one year and until their respective successors have been elected.

c)         Vacancies may be filled or new offices created at any meeting of the Commission, duly called for that purpose.

d)         Any vacancy in any office of the Commission occurring by reason of death, resignation, disqualification, removal, or failure or refusal to act shall be filled for the unexpired portion of the term by election by the Commission at a meeting duly called for that purpose or at any regular or special meeting of the Commission.

e)         The President shall in general supervise the business and affairs of the Commission. The President shall preside at all meetings of the Commission.  The President may sign, with the Secretary or any other proper officer of the Commission, any deeds, mortgages, bonds, contracts or other instruments the Commission has authorized to be executed or that are otherwise required by law to be signed and executed, and in general shall perform all duties incident to the office of President and all other duties as prescribed by the Commission.

f)         The Vice-President shall act with full power of the President in case the President is absent or unable or unwilling to act, or there is a vacancy in the office of the President.

g)         The Treasurer shall have charge and custody of, and be responsible for, all funds and securities of the Commission; shall receive and give receipts for moneys due and payable to the Commission, from any source whatsoever, and deposit all those moneys in the name of the Commission in a bank, trust company or other depository selected by the Commission; and, in general, shall perform all duties incident to the office of Treasurer and other duties assigned by the President or the Commission.  Some or all of these duties may be delegated to the Executive Director or their designee.

h)         The Secretary shall prepare and keep the minutes of the Commission meetings; be custodian of the records of the Commission; attest the act of the President or Vice-President when required by law; and render all duties required by statute, by the President or by the Commission.  The Secretary shall keep all records of the Commission in the principal office of the Commission, and the records shall not be removed from the principal office except on order of the President.  Some or all of these duties may be delegated to another officer or to the Executive Director or to the Executive Director's designee.

i)          All officers shall assume the duties of their respective offices immediately upon their election.

j)          In the event of the absence of the President and Vice-President from any regular or duly called special meeting of the Commission, or their inability or refusal to act, the members present may elect, by a majority vote of the Commissioners present, a temporary chair.

k)         In the event of the absence of the Secretary from any meeting of the Commission, the chair of the meeting shall appoint one of the Commissioners present to act as Secretary.

l)          In the event of absence, refusal, or inability to act of any officer (except the President), the President may appoint one of the other Commissioners to act in place of that officer.  In the event of the death of an officer, the President may appoint one of the other Commissioners to act in that officer's place until a successor is elected and assumes the office.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.120  Meetings

a)         The annual meeting of the Commission shall be held in May of each year, at which time there shall be held the election of officers and the adoption of a budget.  When no meeting of the Commission is held in May, a meeting must be held in June, at which time there shall be held the election of officers and the adoption of the budget.  The annual meeting is to be considered a regular meeting of the Commission for all other purposes.

b)         Regular meetings shall be held at least once each quarter or as often as the President of the Commission deems necessary, or upon the request of the majority of Commission members qualified to serve.

c)         Special meetings may be called by the President or by any 2 members of the Commission upon 3 days written notice.  The notice shall not be required when a written waiver of notice of a special meeting is signed by all Commission members qualified to serve.  Notices of special meetings shall state the time, place and purpose of the meeting.

d)         Meetings of the Commission shall be open to the public, but executive sessions may be held as provided for in the Open Meetings Act [5 ILCS 120] and meetings by audio or video conference may be held as provided for in the Open Meetings Act and applicable case law.

e)         Meetings shall be at the Commission's principal office or at another place as is designated by the President or other person calling the meeting.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.130  Seal (Repealed)

(Source:  Repealed at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.140  Quorum

a)         A majority of Commission members qualified to serve shall constitute a quorum for the transaction of business at any meeting of the Commission, provided, however, if fewer than 4r members of the Commission are present at any meeting, a majority of the Commissioners present may adjourn the meeting from time to time. Three days notice of the time and place to which the meeting is adjourned shall be given to all Commissioners.

b)         The affirmative vote of the majority of Commissioners present and voting shall be required to pass any ordinance, resolution or motion presented to any meeting of the Commission.

c)         The chair of any meeting of the Commission shall be permitted to vote on, and discuss from the chair, any ordinance, resolution or motion presented to the meeting.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.150  Committees

a)         The President may appoint committees from the membership of the Commission to facilitate the work of the Commission, and shall appoint other committees as ordered by the Commission.

b)         Unless otherwise provided, all committees shall expire concurrently with the termination of the term of office of the President, whether the termination of office of the President is caused by expiration of his or her term of office, death, resignation or removal from office.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.160  Executive Director

The Commission shall appoint an Executive Director who shall report to the President.  The Executive Director shall be in charge of and supervise the staff and employees of the Commission. The Executive Director shall direct the work of the Commission consistent with the Illinois Medical District Act and the directive of the President and the Commission.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.170  Purchases and Contracts (Repealed)

(Source:  Repealed at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.180  Employment

The Commission shall determine from time to time its necessary personnel and shall employ those individuals as may be necessary for carrying out the functions of the Commission in accordance with Section 5b of the Illinois Medical District Act [70 ILCS 915/5b].

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.190  Order of Business

a)         The order of business at Commission meetings shall be as follows:

1)         Roll Call

2)         Approval of Minutes of Previous Meeting

3)         Report of Executive Director/Management Team Reports

4)         Financial Reports

5)         Unfinished Business

6)         New Business

7)         Adjournment

b)         Provided a quorum is present, the Commission may alter the order of business by a majority of Commissioners present and voting.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.200  Minutes

The minutes of each Commission meeting shall be distributed to the members before the next meeting.  The minutes and records of the findings of the Commission and its committees shall be open to the public as provided for in FOIA.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.210  Reports (Repealed)

(Source:  Repealed at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.220  Amendments

a)         Sections 2525.110 through 2525.230, historically known as the By-Laws, may be amended at any meeting of the Commission, provided that notice of any proposed amendment shall be sent to each member of the Commission prior to the date the amendment is voted upon. The amendment will become effective upon filing with the Secretary of State as required by the Illinois Administrative Procedure Act [5 ILCS 100] or at a later time established in the rulemaking.

b)         However, if prior notice is not given but an amendment is approved at any meeting, the amendment cannot go into effect until after the next meeting of the Commission.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.230  Robert's Rules of Order

The rules of parliamentary practice in the latest official edition of "Robert's Rules of Order Newly Revised" shall govern the proceedings of the Commission in all cases to which they are applicable and not inconsistent with the Illinois Medical District Act, any other relevant Illinois statute, this Part or any special rules of order adopted by the Commission.

(Source:  Amended at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.240  Committees (Repealed)

(Source:  Repealed at 29 Ill. Reg. 20428, effective December 31, 2005)

Section 2525.250  Advisory Boards

a)         The President may appoint advisory boards to the Commission as the President may determine will facilitate the work of the Commission, and shall appoint any other advisory boards ordered by the Commission.

b)         Unless otherwise provided, all advisory boards and membership on those advisory boards shall operate until dissolved.

(Source:  Amended at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.APPENDIX A   Request for Public Records (Repealed)

(Source:  Repealed at 48 Ill. Reg. 8616, effective May 28, 2024)

Section 2525.APPENDIX B   Fee Schedule for Duplicating Public Records (Repealed)

(Source:  Repealed at 48 Ill. Reg. 8616, effective May 28, 2024)