R-1315 - 11/26/2013 - BOARD - Resolutions Supporting Documents ITEM 6.F.2)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 26, 2013
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-1315,A Resolution
Authorizing the Destruction of the Verbatim Record of Closed Meetings of the Village of
Oak Brook 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 through December 31, 2010
have been approved.
Recommendation:
I recommend passage of Resolution R-1315.
RESOLUTION 2013-BD-CL-REC-D-R-1315
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. ("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; 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 prior to January 1, 2011; 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 occurring prior to January 1, 2011.
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.
[SIGNATURE PAGE FOLLOWS]
Resolution 2008-BD-CL-REC-D-R-1315
Destroy Verbatim Recordings
Page 2 of 2
APPROVED THIS 26th day of November, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of November, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk