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R-1001 - 11/27/2007 - BOARD - Resolutions Supporting Documentsy 0 • �a T v I IT EN 6.1. AGENDA ITEM Regular Board of Trustees Meeting of November 27, 2007 SUBJECT: Destruction of Audio Recordings of Closed Board Meetings FROM: Charlotte K. Pruss, Village Clerk 0 BUDGET SOURCE /BUDGET IMPACT: N/A RECOMMENDED MOTION: I move for passage of Resolution R -1001, 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 May 23, 2006 Closed Meetingsis 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. I43 Last saved by charty V \AGENDA \Destruction of Tapes AGENDA ITEM 112707 doc Last printed 11/19/2007 1 24 PM Recommendation: I recommend passage of Resolution R -1001, 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 \Destruction of Tapes AGENDA ITEM 112707 doc Last printed H/] 9/2007 1 24 PM