Code of Ordinances

of Union County, Illinois.

Ordinance Chapter: Division I - Recording Closed Meetings

The Coun­ty Clerk or his or her designee is here­by autho­rized to destroy the audio and video record­ings of those closed ses­sions for which:

(A) The cor­po­rate author­i­ties of the Coun­ty have approved the min­utes of the closed ses­sions as to accu­rate con­tent, regard­less of whether the min­utes have been released for pub­lic review;

(B) More than eigh­teen (18) months have elapsed since the date of the closed session;

(C) There is no court order requir­ing the preser­va­tion of such record­ing; and

(D) The cor­po­rate author­i­ties of the Coun­ty have not passed a motion requir­ing the preser­va­tion of the ver­ba­tim record­ing of that meeting.

The audio or video tape record­ings of closed ses­sions shall be main­tained for eigh­teen (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 Coun­ty Board.  Mem­bers of the cor­po­rate author­i­ties may lis­ten to the closed ses­sion record­ings in the pres­ence of the Coun­ty Clerk or his or her designee.  Copies of such tapes will not be made or pro­vid­ed to any­one unless specif­i­cal­ly autho­rized by vote of the Coun­ty Board.

At one meet­ing at least every six (6) months, the agen­da shall include the item: “Review of the min­utes and record­ings of all closed ses­sions that have not yet been released for pub­lic review, and deter­mi­na­tion of which min­utes, if any, may be released.”  Min­utes shall be reviewed in closed ses­sion and shall not be released unless the cor­po­rate author­i­ties of the Coun­ty find that it is no longer nec­es­sary to pro­tect the pub­lic inter­est or the pri­va­cy of an indi­vid­ual by keep­ing them con­fi­den­tial.  As to any min­utes not released, the cor­po­rate author­i­ties shall find that the “need for con­fi­den­tial­i­ty still exists” as to those min­utes.  Min­utes of closed ses­sions shall be kept indefinitely.

The Coun­ty shall main­tain suf­fi­cient tapes, bat­ter­ies and equip­ment for the Coun­ty to com­ply with this Divi­sion.  The Coun­ty Clerk or his/her designee shall 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 the closed ses­sion may pro­ceed with a func­tion­ing record­ing device.

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.

In addi­tion to the record­ings of the closed and exec­u­tive ses­sion as addressed in this Divi­sion, the Coun­ty will keep min­utes of all closed meet­ings in accor­dance with the require­ments of the Open Meet­ings Act, 5 ILCS 120/2.06.

The Coun­ty 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 Coun­ty 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 Coun­ty Board.  Each sub­sidiary pub­lic body of the Coun­ty 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 Coun­ty Clerk with a copy of such record­ing.  The Coun­ty Clerk, or his or her designee, shall secure­ly main­tain the ver­ba­tim record­ings of all closed ses­sions of the cor­po­rate author­i­ties of the Coun­ty and all sub­sidiary pub­lic bod­ies of the County.

The Coun­ty shall keep a ver­ba­tim record of all closed or exec­u­tive ses­sion meet­ings of the cor­po­rate author­i­ties of the Coun­ty or any sub­sidiary “pub­lic body” as defined by the Illi­nois Open Meet­ings Act, 5 ILCS 120/1.  The ver­ba­tim record shall be in the form of an audio or video record­ing as deter­mined by the cor­po­rate author­i­ties.  (See 5 ILCS 120/2)