(A) The member requesting electronic attendance, such as by telephone, video or internet connection, should notify the mayor, city clerk, or city collector, at least twenty four (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 city clerk, after receiving the electronic attendance request, shall inform the city council of the request for electronic attendance.
(C) The following conditions must be met before a member of the city council may attend any open meeting electronically 1 .
1. After a roll call establishing that a quorum is physically present, the presiding officer shall call for a motion before one or more members will be permitted to attend by electronic means. The presiding officer will specify the reason entitling the absent member, or members, to attend electronically. The motion must be approved by a vote of a majority of the members present. The presiding officer shall declare the requesting member, or members, present. The vote may not be reconsidered.
2. If more than one member participates by electronic means, the absent members may not meet at the same remote location if their joint presence at the remote location would constitute a violation of the Illinois open meetings act.
3. 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 city of Momence; or
(c) The member cannot attend because of a family or other emergency.
4. The member seeking participation shall be available on the telephone or other communication device not less than five (5) minutes prior to the meeting.
5. Costs associated with the member's participation shall be borne solely by the member and not the city.
(D) 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 of Momence shall provide equipment adequate to accomplish this objective at the meeting site.
(E) If the presiding officer of the public body is attending the meeting by electronic means, then the person who acts in the absence of the presiding officer shall chair the meeting. If there is none, then the presiding officer shall appoint a member of the public body who is physically present at the meeting to serve as chair of the meeting. The appointment of a chair shall be subject to the consent of the public body. The presiding officer who is participating by electronic means shall be authorized to participate in the meeting to the extent authorized by law or ordinance except for those acts involved with chairing the meeting.
(F) Any member attending electronically shall be considered an off site attendee and counted as present electronically for that meeting. The meeting minutes shall also reflect and state specifically whether each member is physically present or present by electronic means.
(G) Any 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 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.
(H) No member of a public body who is participating electronically in a public meeting shall be permitted to participate in any portion of the meeting which is closed to the public, including, but not limited to, executive sessions which are closed to the public under the applicable provisions of the open meetings act, 5 Illinois Compiled Statutes 120/1 et seq.
(I) No member of a public body may participate electronically in a public meeting more than twelve (12) times in a fiscal year. (Ord. 748, 10-15-2012)
Notes
| 1 | 1. As defined in 5 ILCS 120/7. |