R-989 - 08/28/2007 - BOARD - Resolutions Supporting Documents7
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ITEM 6,H.
AGENDA ITEM
Regular Board of Trustees Meeting
of
August 28, 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 -989, 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 recording of the February 28, 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.
ory\,
Last saved by charty J \AGENDA MEMOS \Consent Agenda Destruction of Tapes AGENDA ITEM doc
Last printed 8/24/2007 7 25 AM
Recommendation:
I recommend passage of Resolution R -989, 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 \Consent Agenda Destruction of Tapes AGENDA ITEM doc
Last printed 8/24/2007 7 25 AM