(A) Statutory authority for participation. Pursuant to Pub. Act 94-1058, which amends the Open Meetings Act in 5 ILCS 120/7, this municipality does hereby establish a policy that permits members of the corporate body to attend meetings by means other than physical presence.
(Prior Code, § 1-5-11)
(B) Definition. The term MEETING shall mean any gathering, whether in person or by video or audio conference, telephone calls, electronic means (such as, without limitation, electronic mail, electronic chat, and instant messaging), or other means of contemporary interactive communication of a majority of a quorum of the members of a public body held for the purpose of discussing public business or such other definition as shall be contained within the state statutes.
(Prior Code, § 1-5-12)
(C) Amendment of previous terms. The definition of meeting set forth in division (B) above shall supersede and replace any other definition used in any previous or existing ordinance.
(Prior Code, § 1-5-13)
(D) Remote participation policy. The city hereby adopts the Remote Participation Policy, as outlined in division (E) below, that permits a member of the public body to attend and participate in any meeting of a public body, as defined in the Open Meetings Act, from a remote location via telephone, video, or internet connection, provided that such attendance and participation is in compliance with the policy and any applicable laws.
(Prior Code, § 1-5-14)
(E) Governmental Unit Remote Attendance Policy.
(1) Policy statement. It is the policy of the city that a member of any group associated with this unit of government, which is subject to the provisions of the Open Meetings Act, may attend and participate in any open or closed meeting of that covered group from a remote location via telephone, video, or internet connection, provided that such attendance and participation is in compliance with this policy and any other applicable laws.
(2) Prerequisites. A member of the covered group of the city shall be provided the opportunity to attend an open and closed meeting or only one of such meetings from a remote location if the member meets that following conditions and a majority of a quorum of the covered body votes to approve the remote attendance.
(a) The member must notify the Recording Secretary or Clerk of the covered body at least 24 hours before the meeting, unless advance notice is impractical.
(b) The member must meet one of three reasons described herein why he or she is unable to physically attend the meeting, including either: the member cannot attend because of personal illness or disability; the member cannot attend because of employment purposes or the business of the city; or the member cannot attend because of a family or other emergency.
(3) A quorum of the covered body must be physically present.
(3) Voting procedure. After roll call, a vote of the covered body shall be taken, considering the prerequisites set forth in division (B) above, on whether to allow an off-site Board member to participate remotely. All of the members physically present are permitted to vote on whether remote participation will be allowed. A vote may be taken to permit remote participation for a stated series of meetings if the same reason applies in each case. Otherwise, a vote must be taken to allow each remote participation.
(4) Quorum and vote required. A quorum must be established by members physically present at any meeting before it can be considered whether to allow a member to participate in the meeting remotely. A vote of a majority of a quorum shall be necessary to decide the issue. For the meeting to continue, there shall always need to be a quorum physically present.
(5) Minutes. The member participating remotely shall be considered an off-site participant and counted as present by means of video or audio conference for that meeting of the members and is allowed to participate. The meeting minutes of the city shall also reflect and state specifically whether each member is physically present, present by video, or present by audio means.
(Prior Code, Chapter 1, Addendum A)
Statutory reference:
Related provisions, see 5 ILCS 120/7