R-984 - 07/10/2007 - BOARD - Resolutions Supporting Documentsr �
IT13M 66'110
AGENDA ITEM
Regular Board of Trustees Meeting
of
July 10, 2007
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 -984, A Resolution
Authorizing the Destruction of the Verbatim Record of Closed Meetings of the Village of
Oak Brook Board of Trustees
Background/History:
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 recordings of the December 13, 2005 and January 10, 2006 Closed Meetings are
before the Board to consider under the consent agenda for the approval of its destruction. These
verbatim recordings are 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 these closed meetings 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 V \AGENDA \Consent Agenda Destruction of Tapes 121305AGENDA ITEM doc
Last printed 7/6/2007 8 38 AM
Recommendation:
I recommend passage of Resolution R -984, 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 V \AGENDA \Consent Agenda Destruction of Tapes 121305AGENDA ITEM doc
Last printed 7/6/2007 8 52 AM