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TO: Mayor Richard C. Irvin
FROM: Wendy McCambridge, City Clerk
DATE: July 19, 2017
SUBJECT:
A Resolution concerning the authorization of the destruction of certain closed session tapes.
PURPOSE:
Council approval to destroy certain verbatim records of the closed session minutes.
BACKGROUND:
The Open Meetings Act allows for municipalities to destroy the verbatim recordings of closed sessions after eighteen (18) months with the permission from City Council and when there is no lawsuit pending on the validity of holding a closed session.
DISCUSSION:
The Council is permitted by the Open Meetings Act to destroy the verbatim recordings of Closed Sessions and best practice is to control the volume of records by regularly adhering to a retention schedule. At the bi-annual meeting to review the release of written minutes the destruction of verbatim recordings should also be considered and acted upon by Council.
IMPACT STATEMENT:
None.
RECOMMENDATIONS:
To approve the resolution for the destruction of the verbatim recordings from Closed Sessions held on the dates in the corresponding Resolution.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing the Destruction of Certain Closed Session Recordings.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the provisions of the Open Meetings Act require the verbatim record in the form of an audio or video recording of all Closed Sessions of all governmental bodies; and
WHEREAS, the Open Meetings Act permits governmental bodies to destroy the verbatim record of closed meetings without notification to or the approval of a Records Commission of the State Archivist not less than eighteen (18) months after the completion of the meeting recorded, but only after it approves the destruction of a particular recording an approved written Minutes of the closed meeting; and
WHEREAS, the written Minutes of the following Closed Sessions of the City Council have met the requirements of the Open Meetings Act and the audio recordings are now ready for destruction, as follows:
January 12, 2010 March 10, 2011 September 7, 2013
January 26, 2010 July 12, 2011 October 22, 2013
February 7, 2010 July 26, 2011 December 10, 2013
February 16, 2010 September 20, 2011 January 14, 2014
February 23, 2010 December 20, 2011 March 18, 2014
March 9, 2010 February 7, 2012 April 8, 2014
March 23, 2010 April 17, 2012 June 17, 2014
April 13, 2010 September 25, 2012 August 12, 2014
April 27, 2010 June 4, 2013 September 9, 2014
May 11, 2010 June 18, 2013 September 23,2014
May 25, 2010 June 25, 2013 October 7, 2014
July 13, 2010 July 2, 2013 October 28, 2014
September 14, 2010 August 13, 2013 November 25, 2014
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the audio recordings of the Closed Session of the City Council from all meetings listed here and held prior to December 31, 2014 be hereby destroyed.