(A) The recitals contained in the preamble of the ordinance codified herein are hereby incorporated herein by reference, the same as if set forth in this section verbatim, as findings of the City Council.
(B) The City Council hereby adopts the Electronic Attendance at Meetings Rules, set forth in divisions (B)(1) through (B)(6) below, that permits its members to attend any meeting of the City Council (including committee meetings), as defined in 5 ILCS 120/1.01 et seq., the Open Meetings Act, via electronic means.
(1) Rules statement. It is the decision of the City Council that any member of the City Council, including the Mayor, may attend any open or closed meeting of the City Council (including committee meetings) via electronic means (such as by telephone, video or internet connection); provided that, such attendance is in compliance with these rules and any applicable laws.
(2) Prerequisites. A member of the City Council, including the Mayor, may attend a meeting electronically if a quorum is physically present throughout the meeting. In addition, the member should do the following.
(a) The member should notify the City Clerk, the City Clerk’s designee or the City Administrator at least 24 hours before the meeting, unless impractical, so that necessary communications equipment can be arranged. Inability to make the necessary technical arrangements will result in denial of a request for electronic attendance.
(b) The member must assert one of the following reasons why he or she is unable to physically attend the meeting:
1. The member cannot attend because of personal illness or disability;
2. The member cannot attend because of employment purposes or the business of the city;
3. The member cannot attend because of a family or other emergency; or
4. The member cannot attend because of being out of town.
(c) The City Clerk, the City Clerk’s designee or the City Administrator, after receiving the electronic attendance request, shall inform the City Council of the request for electronic attendance.
(3) Voting procedures. After a roll call establishing that a quorum is physically present, the presiding officer shall advise the City Council that a member is going to attend the meeting electronically after specifying the reason entitling the absent member to attend electronically.
(4) Adequate equipment required. The member participating electronically and other members of the City Council must be able to communicate effectively, and members of the audience must be able to hear all communications at the meeting site. Before allowing electronic attendance at any meeting, the city shall provide equipment adequate to accomplish this objective at the meeting site.
(5) Minutes. Any member attending electronically shall be considered an off-site attendee and counted as present electronically for that meeting. Said meeting minutes shall reflect and state specifically whether each member is physically present or present by electronic means.
(6) Rights of remote member. A member permitted to attend electronically will be able to express his or her comments during the meeting and participate in the same capacity as those members physically present, subject to all general meeting guidelines and procedures previously adopted and adhered to. The member attending electronically shall be heard, considered and counted as to any vote taken. Accordingly, the name of any member attending electronically shall be called during any vote taken, and his or her vote counted and recorded by the City Clerk, or the meeting’s recording secretary, and placed in the minutes for the corresponding meeting. A member attending electronically may leave a meeting and return, as in the case of any member; provided, the member attending electronically shall announce his or her leaving and returning.
(C) This section shall be in full force and effect following its passage and publication in pamphlet form, as provided by law. These rules are effective 3-12-2012.
(Ord. 11, Series 2011-2012, passed 3-12-2012)