R-1015 - 04/08/2008 - BOARD - Resolutions Supporting Documents''►�;
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 8, 2008
SUBJECT: Destruction of Audio Tapes of Closed Board Meetings
FROM: Charlotte K. Pruss, Village Clerk
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move for passage of Resolution R -1015, A Resolution
Authorizing the Destruction of the Verbatim Record of Closed Meetings of the Village of
Oak Brook Board of Trustees
Background/Histor_y:
At the Village Board meeting of April 10, 2007 the Village Board passed Ordinance G -830
which established procedures to authorize the destruction of the verbatim record of closed
meetings of the Village of Oak Brook Board of Trustees.
The audio recording of the September 12, 2006 Closed Meeting is before the Board to consider
under the consent agenda for the approval of its destruction. This verbatim recording is eighteen
(18) months old and minutes have been approved for the meeting. A favorable vote shall be
deemed to authorize the Village Clerk to destroy the verbatim records of such closed meetings in
a suitable manner. Under separate cover in a confidential envelope are the minutes of this closed
meeting to indicate they were written and provide the context of the meeting.
Even with this procedure in place, the Manager, the Village Attorney, or a Trustee may
recommend or request that a particular tape be held. In order to retain a particular tape, a Trustee
would need to request that the item be removed from the consent agenda for separate
consideration and denial of approval for destruction. In most instances, however, it is in the
Village's best interest to destroy the tapes as soon as legally possible, as indicated above.
Last saved by charty J \AGENDA MEMOS \Destruction of Tapes AGENDA ITEM doc
Last printed 4/1/2008 8 43 AM
Recommendation:
I recommend passage of Resolution R -1015, A Resolution Authorizing the Destruction of the
Verbatim Record of Closed Meetings of the Village of Oak Brook Board of Trustees as
authorized by State Statute.
Last saved by charty J AGENDA MEMOS\Destruction of Tapes AGENDA ITEM doc
Last printed 4/1/2008 8 43 AM
RESOLUTION 2008- BD- CL- REC -D -R -1015
A RESOLUTION AUTHORIZING THE DESTRUCTION
OF AUDIO RECORDINGS OF CLOSED MEETINGS
WHEREAS, the Open Meetings Act requires governmental bodies to audio or video record their
closed meetings, and
WHEREAS, the Village of Oak Brook has complied with that requirement; and
WHEREAS, the Open Meetings Act permits governmental bodies to destroy the verbatim record of
closed meetings without notification to or the approval of a Records Commission or the State Archivists not
less than eighteen (18) months after the completion of the meeting recorded, but only after 1) It approves
the destruction of a particular recording, and 2) It approves the written minutes of the closed meeting; and
WHEREAS, for the verbatim record by audio tape of the Village of Oak Brook Board of Trustees
( "Board ") meetings set forth in Section 1 of this Resolution, at least eighteen (18) months have passed since
the completion of those meetings, and the Board has approved written minutes for each of the meetings or
portions of meetings set forth in Section 1; and
WHEREAS, the Board may order the destruction of the verbatim record even if it continues to
withhold the approved written minutes of the closed session until some later period of time
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows
Section 1: Based upon the statements made within the preamble to this Resolution, the President and
Board of Trustees of the Village of Oak Brook hereby order the destruction of the verbatim records, being
audio tapes of the full meeting, or portion of, the September 12, 2006 meeting.
Section 2 The Village Clerk is hereby authorized and directed to destroy said audio records
Section 3 This resolution shall be in full force and effect from and after its passage and approval as
provided by law.
APPROVED THIS 8th day of April, 2008
PASSED THIS 8th day of April, 2008.
Ayes
Nays
Absent.
John W. Craig
Village President
Resolution 2008- BD- CL- REC -D -R -1015
Destroy Audio Records
Page 2 of 2
ATTEST
Charlotte K. Pruss
Village Clerk