A. Policy Statement: It is the policy of the village that any member of the village may attend and participate in any open or closed meeting of the village from a remote location by way of telephone, video or internet connection; provided, that such attendance and participation is in compliance with this policy and any other applicable laws.
B. Definition Of Meetings: The term "meeting", as used in this section, refers to any gathering, whether in person or by video or audio conference, telephone call, electronic means (such as, without limitation, electronic mail, electronic chat, and instant messaging), or other means of contemporaneous interactive communication, of a majority of a quorum of the members of a public body held for the purposes of discussing public business.
C. Prerequisites: A member of the village may attend a meeting from a remote location if the member meets the following conditions:
1. A quorum is physically present throughout the meeting; and
2. A majority of a quorum of the village votes to approve the remote attendance; and
3. The member should notify the village clerk at least twenty four (24) hours before the meeting so that necessary communications equipment can be arranged. Inability to make the necessary technical arrangements will result in denial of a request for remote attendance; and
4. The member must assert one of the following three (3) reasons why he or she is unable to physically attend the meeting:
a. The member cannot attend because of personal illness or disability; or
b. The member cannot attend because of employment purposes or the business of the village; or
c. The member cannot attend because of a family or other emergency.
D. Voting Procedures: After a roll call establishing that a quorum is physically present, any member present may move that a member be permitted to participate remotely, specifying the reason entitling the absent member to participate remotely. All of the members physically present are permitted to vote on whether remote participation will be allowed. The motion must be approved by a vote of a majority of the quorum.
E. Adequate Equipment Required: The member participating remotely and other members of the village must be able to communicate effectively, and members of the audience must be able to hear all communications. Before approving remote attendance at any meeting, the village shall provide equipment adequate to accomplish this objective.
F. Minutes: Any member participating remotely shall be considered an off site participant and counted as present by means of video or audio conference for that meeting if the member is allowed to participate. The meeting minutes shall also reflect and state specifically whether each member is physically present, present by video, or present by audio means.
G. Rights Of Remote Member: A member permitted to participate remotely 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 remote member shall be heard, considered, and counted as to any vote taken. Accordingly, the name of any remote member shall be called during any vote taken, and his or her vote counted and recorded by the village clerk and placed in the minutes for the corresponding meeting. A member participating remotely may leave a meeting and return as in the case of any member.
H. Closed Meetings: A quorum of the village must be physically present at any closed meeting. Members participating remotely shall otherwise be entitled to participate in closed meetings by video or audio conference in the same manner as at an open meeting.
I. Application To Committees, Boards And Commissions: This policy shall apply to all committees, boards and commissions established by authority of the village. However, when remote attendance is possible only by audio connection and an off site member will be unable to view visual exhibits or demonstrations which may influence a decision by the committee, board or commission, remote attendance should not be approved. (Ord. 2008-02, 1-22-2008)