Clerk reports unauthorized records removal; Board approves keyless-entry system with audit trail

Clerk Dori Panthofer told the Board on Oct. 27 that several cases of village records were removed from Village Hall without use of the required file check-out card and without her knowledge. The Clerk said the removal included documents related to a lawsuit, multiple volumes on a street-lighting project, and other files, and that a file-cabinet key had been issued to a trustee without notifying two trustees, the Treasurer, or the Clerk.

President Roger Mellem confirmed the three cases of records were removed and subsequently returned, but the Clerk said the unauthorized access makes it impossible to determine with certainty whether all documents have been returned. During a phone call with the Clerk, Chief Tommy asked whether an investigation should be opened; the Clerk said she will record the contents and follow up if needed. Constable Rocco Castellano offered assistance if further action is required.

Citing the need for an audit trail, Constable Castellano moved to approve Hoernell Key Shop Inc. quote #3632 for a keyless entry system with audit capability at a cost of $4,060; Trustee Paul Schroeder seconded the motion and the Board voted unanimously to approve the purchase. Clerk Panthofer will contact Hoernell Key Shop to initiate the order and installation.

The Board did not state whether the President or the Clerk will request a formal criminal or administrative investigation; they recorded the offer of assistance from the Constable and a consultation with the police chief during the meeting.