[HISTORY: Adopted by the Board of Trustees of the Village of Coal City 2-25-2008 by Ord. No. 08-05. Amendments noted where applicable.]
The Village of Coal City shall keep a verbatim record of all closed or executive session meetings of the corporate authorities of the Village or any subsidiary "public body" as defined by the Illinois Open Meetings Act, ILCS Ch. 5, Act 120, § 1. The verbatim record shall be in the form of an audio or video recording as determined by the corporate authorities.
The Village Clerk or his or her designee shall be responsible for arranging for the recording of such closed or executive sessions. In the absence of the Village Clerk or his or her designee, the meeting chair will arrange for the audio or video recording of the closed or executive session of the Village Board. Each subsidiary public body of the Village shall designate an individual who will be responsible for the recording of any and all closed or executive sessions of the subsidiary body and for providing the Village Clerk with a copy of such recording. The Village Clerk, or his or her designee, shall securely maintain the verbatim recordings of all closed sessions of the corporate authorities of the Village and all subsidiary public bodies of the Village within a designated area.
In addition to the recordings of the closed and executive session as addressed in this chapter, the Village will keep minutes of all closed meetings in accordance with the requirements of the Open Meetings Act, ILCS Ch. 5, Act 120, § 1.
At the beginning of each closed session, those present shall identify themselves by voice for the audio recording. If the meeting is videotaped, those present shall individually appear on camera and identify themselves by voice at the beginning of the closed session. The meeting chair shall also announce the times the closed session commences and ends at the appropriate points on the recording.
The Village will maintain sufficient tapes, batteries and equipment for the Village to comply with this chapter. The Village Clerk or his or her designee will periodically check the equipment to confirm that it is functioning. In the event that anyone present at a closed session determines that the equipment is not functioning properly, the closed session will be temporarily suspended to attempt to correct any malfunction. In the event that an equipment malfunction cannot be corrected immediately, the closed session will terminate until such time as time as the closed session may proceed with a functioning recording device.
The Clerk or his/her designee shall be responsible for taking the minutes of every closed session meeting of the corporate authority. The minimum requirements for such minutes shall include:
The corporate authority of the Village shall approve written record of closed session minutes previously conducted in a timely manner. Closed session minutes shall be approved prior to the semi-annual review by the appointed designee. Said review shall be conducted in a closed session meeting and reported in open session in compliance with the Open Meetings Act.
Two times each calendar year, and at any other meetings as necessary, the agenda shall include the item "Review of all closed session minutes that have not been released for public review." The corporate authorities of the Village shall review the minutes and, in consultation with its attorney, make a determination as to whether the closed session minutes may be opened for public review or find that a need for confidentiality still exists. Minutes of closed sessions shall be kept indefinitely.
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 or her designee.
The Village Clerk or his or her designee is hereby authorized to destroy the audio and video recordings of those closed sessions for which:
The corporate authorities of the Village have approved the minutes of the closed sessions as to accurate content, regardless of whether the minutes have been released for public review;
More than 18 months have elapsed since the date of the closed session;
There is no court order requiring the preservation of such recording; and
The corporate authorities of the Village have not passed a motion requiring the preservation of the verbatim recording of that meeting.