(a) Reports. Upon reasonable request of the Mayor, a provider shall provide the Village with a list of any and all material communications, public reports, petitions, or other filings, either received from or submitted to any municipal, county, state or Federal agency or official (and any response thereto submitted by or received by a provider), and any other information or report reasonably related to a provider's obligations under this chapter which in any way materially effects the operation of the system or a provider's representations and warranties set forth herein, but not including tax returns or other filings which are confidential. Upon request, a provider shall promptly, but in no case later than thirty business days following the request, deliver to the Village a complete copy of any item on said list. Upon the request of the Village, a provider shall promptly submit to the Village any information or report reasonably related to a provider's obligations under this chapter, its business and operations with respect to the system or its operation, in such form and containing such information as the Village shall specify. Such information or report shall be accurate and complete and supplied within thirty days.
(b) Confidentiality. All information submitted to the Village that is considered confidential/proprietary information must be clearly marked as such when submitted. A provider, at any time after submitting information without confidential/proprietary information markings, may request and shall be provided the opportunity to, subsequently mark any provided information as confidential/proprietary information. The Village shall exercise all reasonable legal protections so as not to publicly disclose to any third party such information unless required by law. The Village shall, following receipt of a request for public disclosure of clearly marked trade secret and/or proprietary information submitted by a provider, endeavor to use reasonable best efforts to timely place the provider's system representative on notice that such a request for public disclosure has been made.
(c) Provider's Expense. All reports and records required under this chapter shall be furnished at the sole expense of a provider.
(d) Right of Inspection and Audit. The Village's designated representatives shall have the right to inspect, examine, or audit during normal business hours and upon reasonable notice to a provider under the circumstances; documents, records, or other information which pertain to a provider's operation of a system within the Village that are related to its obligations under this chapter. All such documents shall be made available within the Village or in such other place that the Village may agree upon in writing in order to facilitate said inspection, examination, or audit.
(e) Rules and Regulations. The Village Engineer may propose, and Village Council may adopt (and from time to time amend) the rules and regulations regarding this chapter, construction standards and occupancy requirements of the right-of-way. Such rules and regulations shall not materially increase the obligation of any provider hereunder, provided however that none of the following shall in any way be considered a material increase in obligation; the adoption of rules and regulations increasing fees; the requiring of the placement of facilities in designated portions of the rights-of-way (underground or otherwise); the overbuilding of facilities; or the requiring of joint-builds. Prior to the adoption or amendment of the rules and regulations, the Village shall provide written notice and a copy of the proposed language of such adoption or amendment, via United States Regular Mail, to each provider who holds a then current certificate of registration. Each provider shall then have thirty days following the date of the Village's mailing to provide written comment regarding the proposed language to the Village. At least forty-five days, but not more than sixty days following the date of the Village's mailing, the Village shall schedule and hold a meeting, to make available a forum at which all then current providers may address any questions, concerns and make reasonable suggestions regarding the proposed new rules and regulations to the Village. The Village Engineer shall, following said meeting and the review of the providers' comments and suggestions, adopt or amend the rules and regulations in a manner that best serves the Village, for approval by Village Council.
(Ord. 05-2017. Passed 6-5-17.)