(A) A verbatim record of all closed meetings of the village shall be kept in the form of an audio recording. The village shall provide the recording device and only one recording device will be allowed. Individuals shall not be allowed to bring their own recording device to closed meetings.
(B) The Village Clerk, or his or her designee if he or she is unavailable, will be responsible for operating the recording device for all closed meetings of the Board of Trustees. Each committee of the Board of Trustees shall designate in writing the individual responsible for recording closed meetings and submit such designation to the Village Clerk.
(C) The Village Clerk shall maintain the audio tapes in a safe and secure location under lock and key. Access to non-released tapes shall be limited to the Village President, Clerk, Treasurer, and legal counsel unless otherwise directed in writing by the governing body of the village. Individuals allowed access shall sign a log indicating the date and time they listened to a particular tape. Individuals allowed access shall listen to a tape only under supervision. No copies of any non-released tape shall be made.
(D) The verbatim record of a closed meeting may be destroyed 18 months after the completion of the meeting if the Board of Trustees approves the destruction of the particular recording and if it approves written minutes for the particular closed meeting that contain the following, as required by § 2.06 of the Open Meetings Act:
(1) The date, time, and place of the meeting;
(2) The members of the public body recorded as either present or absent; and
(3) A summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken.
(Res. R-04-02, passed 4-12-2004)