G-739 - 01/13/2004 - BOARD - OrdinancesORDINANCE 2004 - VCODE- CL- MTG- PLCY -G- 739
PAMPHLET
FRONT OF PAMPHLET
AN ORDINANCE ADOPTING A CLOSED SESSION RECORDING POLICY
PUBLISHED IN PAMPHLET FORM THIS 15th DAY OF January , 2004, BY ORDER OF
THE CORPORATE AUTHORITIES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK
COUNTIES, ILLINOIS
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illage Clerk
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ORDINANCE 2004 - VCODE- CL- MTG- PLCY -G- 739
AN ORDINANCE ADOPTING A CLOSED SESSION RECORDING POLICY
WHEREAS, the State of Illinois has enacted Public Act 93 -523, which amends Section
2.06 of The Open Meetings Act ( "The Act "), 5 ILCS 120/2.06; and
WHEREAS, effective January 1, 2004 the Act requires that the Village of Oak Brook
keep verbatim records of its closed or executive session meetings;
NOW, THEREFORE,BE IT ORDAINED by the President and Board of Trustees of the
Village of Oak Brook, DuPage and Cook Counties, Illinois, as follows:
Section 1: That Chapter 4B of Title 1 (Administration) of the Village Code of the Village
of Oak Brook be amended by adding a new Section 1 -4B -6 to read as follows:
1 -413-6. Recording of Closed Sessions.
A. A verbatim record shall be kept of all meetings of the Trustees of the Village of Oak
Brook ( "corporate authorities ") and of all meetings of any other boards, commissions or
other subsidiary "public body" of the Village of Oak Brook (as defined by the Illinois
Open Meetings Act, 5 ILLS 120/2 et. seq ) which are closed to the public. The verbatim
record shall be in the form of an audio or video recording. In addition, minutes shall be
kept of all closed meetings in the manner required by the Illinois Open Meetings Act.
Minutes of closed meetings shall be placed before the corporate authorities or the
subsidiary body, as the case may be, for approval as to form and content as soon as
practicable following the closed meeting. The Village Clerk, or his /her designee, shall
securely maintain, in the Butler Government Center, the verbatim recordings and minutes
of all closed sessions of the corporate authorities and all subsidiary public bodies of the
Village.
B. At the beginning of each closed session, those present shall identify themselves by
voice for the audio recording. If the meeting is videotaped, at the beginning of the
meeting, those present shall individually appear on camera and identify themselves by
voice. The presiding officer shall also announce the times the meeting commences and
ends at appropriate points on the recording
C. Semi - annually, at the second regular Board meeting of the corporate authorities, in
January and July, the agenda shall include the following item: "Review of the minutes of
all closed sessions that have not yet been released for public review and determination of
which, if any, may then be released." Minutes or recordings shall not be released unless
the corporate authorities of the Village of Oak Brook find that it is no longer necessary to
keep them confidential to protect the public interest or to protect the privacy of an
individual. As to any minutes or recordings, or portions thereof, not released, the
corporate authorities of the Village of Oak Brook shall find that the "need for
confidentiality still exists" as to those minutes or recordings, or portions thereof. The
corporate authorities may require the Village Attorney's opinion regarding the release or
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Ordinance 2004 - VCODE- CL- MTG- PLCY -G -7 3 9
Adopting a Closed Session Recording
Policy Page 2 of 2
non - release of the respective recordings and minutes. Minutes of closed sessions shall be
kept indefinitely.
D. Semi - annually, at the second regular meeting of the corporate authorities, in
January and July, the agenda shall include the following item: "Authorization for
destruction of verbatim recordings of closed sessions." The Village Clerk shall present a
list to the corporate authorities of the dates of closed sessions where:
1. A verbatim recording exists;
2. The corporate authorities have approved the minutes of the closed
meeting as to form, regardless of whether the minutes have been
released for public review; and
3. There have been more than eighteen (18) months since the date of
the closed meeting.
The corporate authorities shall consider whether to authorize destruction of the verbatim
recordings of those meetings. When ordered by the corporate authorities, the Village
Clerk shall destroy the recording of that closed meeting in a suitable manner.
Section 2: That all ordinances or parts thereof in conflict with the provisions of this
ordinance be and the same are hereby repealed to the extent of such conflict.
Section 3: That this ordinance shall be in full force and effect from and after its
passage, approval and publication as provided by law.
Ayes
Nays:
APPROVED this 13th day of January,
c
i age Presi
PASSED THIS 13th day of January
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200
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2004.
Trustees Aktipis, Caleel, Craig, Korin, Miologos and Yusuf
None
ORDINANCE 2004 - VCODE- CL- MTG- PLCY -G- 739
PAMPHLET
BACK OF PAMPHLET
AN ORDINANCE ADOPTING A CLOSED SESSION RECORDING POLICY
PUBLISHED IN PAMPHLET FORM BY ORDER OF THE CORPORATE AUTHORITIES OF THE
VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS