(A) Rules statement. It is the decision of the corporate authorities of the city that any member of the corporate authorities may attend any open or closed meeting of the corporate authorities or any committee thereof 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.
(B) Prerequisites. A member of the corporate authorities of the city may attend a meeting electronically if the member meets the following conditions:
(1) The member should notify the Clerk a reasonable period of time 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 remote attendance.
(2) The member must assert one of the following four 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, however, this reason may be utilized only three times during any 12-month period; or
(c) The member cannot attend because of a family or other emergency; or
(d) The member cannot attend because of the business of the city.
(3) A 12-month period as described in division (B)(2)(b) above shall be deemed to commence when a member first utilizes that reason for an absence.
(C) Authorization to participate.
(1) The Clerk, after receiving the electronic attendance request, shall inform the corporate authority of the request for electronic attendance.
(2) After establishing that there is a quorum physically present at a meeting where a member of the corporate authority desires to attend electronically, the presiding officer shall state that:
(a) A notice was received by a member of the corporate authority in accordance with this section; and
(b) The member will be deemed authorized to attend the meeting electronically.
(D) Adequate equipment required. The member participating electronically and other members of the corporate authority 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 corporate authority shall provide equipment adequate to accomplish this objective at the meeting site.
(E) Minutes. Any member attending electronically shall be considered an off-site attendee and counted as present electronically for that meeting if the member is allowed to attend. The meeting minutes shall also reflect and state specifically whether each member is physically present or present by electronic means.
(F) 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 Clerk 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.
(G) Committees, boards and commissions. These rules shall apply to all committees, boards and commissions established by authority of the city.
(Ord. 2007-01, passed 2-26-2007)