R-1697 - 01/09/2018 - CLOSED MTG MINUTES - Resolutions Supporting Documents ITEM #6.E.8)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR e K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 9, 2018
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-1697,A Resolution
Authorizing The Destruction Of Verbatim Recordings Of Certain Closed Meetings Of The
Village Board Of Trustees
Background/History:
The Illinois Open Meetings Act,5 ILCS 120/1 et seq.("Act")permits the Village to destroy
the verbatim recordings of its closed meetings 18 months after the completion of the
meeting recorded if the Village Board: (i) approves the destruction of the verbatim
recordings; and(ii) approves the written minutes of the closed meeting.
In accordance with the Act, the Village has maintained verbatim recordings for more than
18 months and has approved the written minutes of all meetings of the Village Board of
Trustees that were closed to the public pursuant to the Act. Further, Ordinance G-830
passed on April 10, 2007 by the Village Board established procedures to authorize the
destruction of the verbatim record of closed meetings of the Village of Oak Brook Board
of Trustees.
Closed meeting minutes corresponding with all retained recordings which occurred
between January 1, 2015 through June 30, 2016 have previously been approved.
Obviously, any recordings of closed meetings which are the subject of a Public Access
Counselor (PAC) challenge regarding either the Open Meetings Act or the Freedom of
Information Act shall be retained until those matters are resolved. No closed meetings
during the time period of January 1, 2015 through June 30, 2016 involve any such
challenges.
Recommendation: I recommend passage of Resolution R-1697.
BOT AGENDA -January 9,2018 Page 1
RESOLUTION 2018-BD-CL-REC-D-R-1697
A RESOLUTION AUTHORIZING THE DESTRUCTION OF VERBATIM RECORDINGS
OF CERTAIN CLOSED MEETINGS OF THE VILLAGE BOARD OF TRUSTEES
WHEREAS, the Open Meetings Act requires the Village to make verbatim recordings of its closed
meetings; and
WHEREAS, the Illinois Open Meetings Act, 5 ILCS 120/1 et seq. ("Acyl permits the Village to
destroy the verbatim recordings of its closed meetings 18 months after the completion of the meeting
recorded if the Village Board: (i) approves the destruction of the verbatim recordings; and(ii)approves
the written minutes of the closed meeting; and
WHEREAS, in accordance with the Act, the Village has maintained verbatim recordings for more
than 18 months and has approved the written minutes of all meetings of the Village Board of Trustees
that were closed to the public pursuant to the Act; and
WHEREAS, pursuant to Section 2.06(c) of the Act, the President and Board of Trustees have
determined that it will serve and be in the best interests of the Village to destroy the verbatim recordings
of the closed meetings of the Village Board of Trustees that occurred from January 1, 2015 through June
30, 2016; and
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: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Destruction of Verbatim Recordings. The President and Board of Trustees shall,
and do hereby, authorize and direct the Village Clerk to destroy all verbatim recordings of all closed
meetings of the Village Board of Trustees that occurred from January 1, 2015 through June 30, 2016.
Section 3: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
APPROVED THIS 9th day of January, 2018.
Gopal G. Lalmalani, Village President
PASSED THIS 9th day of January, 2018.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss, Village Clerk