MINUTES ATTACHMENT
Moraine Township Board of Trustees
Thursday, June 11, 2009
Moraine Township Office

Summary of Highlights from Lake County Clerks Training, June 10, 2009 in Round Lake Beach, as prepared by Clerk Gussin, Moraine Township

Open Meetings Act
Ad Hoc committee meetings – must be careful not to violate the rules; if considered a sub-committee meeting the Open Meetings Act rules apply (on the Township’s five-person Board, more than two constitute the majority of the quorum in which all the requirements apply – proper notice (48 hours); agenda posting; minutes; etc.

Cannot move a meeting to a new location without giving 48 hours of notice.

Although two persons from a five member Board can gather in public, and discuss Board business, it is suggested that the Board members be careful when together in public and avoid assembling in any group of three – one should walk away – so as not to raise suspicion among the public. Of course, matters other than Board business can always be discussed, but keep in mind the intent of the Act is to protect the citizen’s right to know.

Any discussion of business through email (which includes any response to an email from Board member to Board member) should be avoided, as email is now considered a way of conducting business. (Responses to the Clerk are fine.)

Freedom of Information Act (FOIA)
Underlying principle – public should have access to records and information regarding inner workings of their government.

Currently, must supply requested information within 7 business days and can charge actual cost, but Senate Bill 189 awaiting the Governor’s signature will effect change in 2010 as follows:
    Requires public bodies to designate trained FOIA officers to ensure proper responses
Shortens time to respond to 5 business days; reduced time for extension to 5 business days – all requests fulfilled in 10 days
   May fulfill requests via email
   First 50 pages of copies are free, then 15 cents per page
   Allow requester to search public documents at no cost
   Suggests providing FOIA Request form via website and in office
   Keeping comprehensive, on-going log of requests in binder maintained in secure location with staff cross-trained to handle during absences and vacations
   Maintaining file copies of all requests attached to response letter and invoice (if applicable) indicating date and method of delivery for documents to be sent to requestor.

 

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