A. Regular Meetings: Regular meetings of the board of trustees shall be held on the third Tuesday of each month at the hour of seven thirty o'clock (7:30) P.M., prevailing time, at the village office, except that if the third Tuesday of any month shall fall on a legal holiday, the regular meeting for that month shall be held on the following Wednesday at the same time and place. (Ord. 11-O-024, 12-20-2011)
B. Adjourned Regular Meetings: Regular meetings of the board of trustees that shall be adjourned to reconvene at a later time and place shall be so reconvened at a time and place fixed by motion adopted at the regular meeting.
C. Special Meetings: Special meetings of the board of trustees may be called by the village president or any three (3) trustees by the giving of written notice thereof of such special meeting to the president, village clerk, and each member of the board of trustees; such notice shall state the time and place of the special meeting, the purpose(s) for which it is called, and the person(s) calling such special meeting.
Notice of the special meeting shall be given as follows:
1. By delivering a copy of the notice to the persons entitled thereto personally, or by leaving a copy of said notice at the residence of said persons with a member of the family of persons of the age of ten (10) years or upwards and informing such person of the contents thereof prior to four o'clock (4:00) P.M., prevailing time, on the day preceding the day upon which the special meeting is to be held; or
2. By depositing a copy of said notice in the United States mail, postage prepaid in full, addressed to the persons entitled to notice thereof at his place of residence at least forty eight (48) hours prior to the time of the special meeting, exclusive of any intervening Sunday or legal holiday.
The notice of the special meeting may be prepared and served by any person calling said meeting or by the village clerk, upon instruction of the person calling said meeting.
Notwithstanding any provision of this section, if all trustees and the village president are present at any special meeting, no notice of said meeting shall be deemed necessary and all notice requirements shall be deemed waived by all persons entitled thereto. (Ord. 68-O-137, 6-6-1968)
D. Participation In Meetings Via Telephone Conference Call Or Other Electronic Means: The corporate authorities of the village find that it is in the public interest to adopt a set of rules and procedures that allow the members of the village board to participate in and vote at open and closed public meetings through the use of telephone conference calls or other electronic means (e.g., video or audio conference). Such voting shall be governed by the following rules and procedures:
1. The village board must comply with all of the applicable requirements of the open meetings act 1 , as amended.
2. The village board is prohibited from establishing a quorum to conduct business at an open or closed meeting through the attendance of Board members by the use of telephone conference calls or other electronic means. A quorum of members of a Village Board must be physically present at the location of an open or closed meeting.
3. Village Board members who wish to attend a meeting electronically must give notice forty eight (48) hours before the commencement of the meeting to the Recording Secretary or the Village Clerk (or Deputy Clerk), unless advance notice is impractical.
4. Meeting minutes must reflect whether a member is present physically or electronically, regardless of whether any members are attending through the use of a telephone conference call or other electronic means.
5. Provided that the audio, telephone or video conference connection allows the voice of an absent member to be clearly heard by the attendees of the meeting (including the public) and the absent member can clearly hear the voices of the attendees who participate in the meeting, a member of a Village Board may attend, participate and vote at an open or closed meeting through the use of a telephone conference call or other electronic means if the member is prevented from physically attending because of:
a. Personal illness or disability; or
b. Employment purposes or the business of the public body; or
c. A family or other emergency.
6. Where a member of the Village Board is attending the meeting by use of a telephone conference call or other electronic means, the presiding officer shall, immediately after convening of the meeting, announce to the public which member is attending the meeting by use of a telephone conference call or other electronic means, identify the method of attendance and the reason why the absent member is participating by such means.
7. If the Village President attends the meeting through the use of a telephone conference call or other electronic means, he or she shall vacate the chair and may not act in his or her capacity as the presiding officer.
8. The voice of the absent member participating by telephone conference call or other electronic means, after being identified by the other Village Board members as belonging to the absent member, shall be simultaneously broadcast to the public present at the meeting so that his or her voice can be heard, and the member shall also be able to hear any discussions of the other members and the public comment regarding any issue discussed at the meeting before a vote is taken.
9. The reasons for which an absent member of a Village Board may participate in a meeting by use of a telephone conference call or other electronic means are limited to those reasons set forth in subsection D5 of this section, and do not include vacations or other personal business. Any absent member participating in a meeting by use of a telephone conference call or other electronic means shall publicly state the reason(s) for his or her absence and the reason(s) shall be made part of the record of the meeting.
10. Only two (2) members of the Village Board shall be allowed to participate in any meeting by use of telephone conference call or other electronic means at a time.
11. No member of the Village Board shall be allowed to participate in any meeting by telephone conference call or other electronic means more than three (3) times in a fiscal year. (Ord. 08-O-1008, 3-19-2008)
Notes
| 1 | 1. 5 ILCS 120/1 et seq. |