(A) Generally.
(1) The regular meetings of the Board of Trustees shall be held on the first and third Tuesday of each month at 7:00 p.m.
(2) The meeting place of the said Board shall be at the Village Hall, unless otherwise ordered by the Board.
(3) Special meetings may be called by the President of the village or any three trustees upon at least 24 hours notice to all members and the President; provided that if all of the Trustees are present at a special meeting no notice of the meeting shall be necessary to the Trustees and such notice shall be deemed waived.
(B) Recording. It shall be the responsibility and an additional duty of the Village Clerk to ensure compliance with the provisions of P.A. 93-0523 by arranging for all closed meetings of the Village Board of Trustees to be recorded by either audio or video recording. The Village Clerk shall further assist all Committees and Boards of the Village Government (subsidiary public body) in complying with the provisions of P.A. 93-0523 and this section. Each subsidiary public body of the Village shall designate an individual to be responsible for the recording of any and all closed sessions of the subsidiary public body and shall provide the Village Clerk with a copy of any such recording.
(C) Maintenance. The Village Clerk shall securely maintain the audio or video recording of each closed meeting for no less than 18 months after the completion of the recorded meeting and the Village Clerk is authorized to destroy each and every recording at the expiration of these 18 months, except in cases as follows:
(1) A court order of competent jurisdiction has ordered preservation of the recording; or
(2) The corporate authorities of the village have passed a motion requiring preservation of the recording.
(D)
Closed session minutes.
In addition to the audio or video recordings of closed sessions as outlined in P.A. 93-0523, the village shall maintain written minutes of all closed meetings in accordance with the requirements of the Open Meetings Act (ILCS, Ch. 5, Act 120, § 2.06).
(E)
Equipment malfunction.
In the event it is determined that the recording equipment has malfunctioned during the closed session, the closed session shall be temporarily suspended during the time frame of the malfunction. In the event that the equipment malfunction cannot be corrected immediately, the closed session shall terminate until such time as the closed session may proceed with a functioning recording device.
(F) Maintenance and public release of recordings and access to tapes. The audio or videotape recordings of closed sessions shall be maintained for 18 months after the closed session and shall not be released to the public unless such release is required by a court order or specifically authorized for release by a vote of the Village Board. Members of the corporate authorities may listen to the closed session recordings in the presence of the Village Clerk or his/her designee. Copies of such tapes will not be made or be provided to anyone unless specifically authorized by vote of the Village Board or required by court order.
(G)
Periodic review of written minutes.
Notwithstanding the periodic review of written minutes and any determination that confidentiality no longer exists as to written minutes, audio or video recordings of meetings shall be maintained for a minimum of 18 months.
('52 Code, Ch. 2, § 9) (Am. Ord. 957-97, passed 6-10-97; Am. Ord. 1158-03, passed 1-21-03; Am. Ord. 1195-04, passed 2-3-04)