R-1886 - 07/14/2020 - CLOSED MTG MINUTES - Resolutions ITEM 6.C.1
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R-9 , K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
July 14, 2020
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 2020-BD-CL-REC-D-R-
1886,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 October 1, 2017 through December 31, 2018 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 October 1, 2017 through December 31, 2018 involve any such
challenges.
Recommendation: I recommend passage of Resolution R-1886
BOT AGENDA -July 14,2020 Page I RG
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2020-BD-CL-REC-D-R-1886
A RESOLUTION AUTHORIZING THE DESTRUCTION OF
VERBATIM RECORDINGS OF CERTAIN CLOSED MEETINGS
OF THE VILLAGE BOARD OF TRUSTEES
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 14th day of July, 2020
RESOLUTION 2020-BD-CL-REC-D-R-1886
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 October 1,2017 through December
31,2018;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 October 1,2017 through December 31,2018.
Section 3: Effective Date. This Resolution shall be full force and effect from and after its
passage by two-thirds of the Trustees and its approval in them ner provided by law.
APPROVED THIS 14th day of July,2020. C
Gopal G.Lalmalani,Village President
PASSED THIS 141h day of July,2020.
Ayes: Trustees Baar,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None
Absent: None
PGE OF Oq�.�9p ATT ST: _G2.t,�
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� p Charlotte K.Pruss,Village Clerk
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