(A) Rules statement. Any member of the corporate authorities may attend any open or closed meeting of the village via electronic means (by telephone or video only) provided that such attendance is in compliance with these rules and any applicable laws.
(B) Prerequisite. Any member of the corporate authorities may attend a meeting electronically if the member meets the following conditions:
(1) A quorum is physically present throughout the meeting and a majority of the corporate authorities votes to approve the electronic attendance at the meeting.
(2) The member shall notify the Village Clerk at least 24 hours before the meeting, unless impractical, so that necessary technical arrangements will result in denial of a request for remote attendance.
(3) The member must assert one of the following three reasons why he or she is unable to physically attend the meeting:
(a) The member cannot attend because of personal illness or disability;
(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.
(C) Voting procedures. After a roll call establishing a quorum is physically present, the presiding officer shall call for a motion that a member shall be permitted to attend the meeting electronically after specifying the reason entitling the absent member to attend electronically. The motion must be approved by a vote of a majority of the corporate authorities.
(D) Adequate equipment required. The member participating electronically and other members of the corporate authorities 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 Village 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 reflect and state specifically whether each member is physically present or present by electronic means.
(F) Rights to 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 Village 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) If the Mayor is attending a meeting electronically, a trustee physically present at the meeting site will be appointed the presiding officer for that meeting via motion and approval by the corporate authorities.
(H) Committees, boards, and commissions. These rules shall apply to all committees, board, and commissions established by authority of the corporate authorities.
(Ord. 2007-003, passed 1-17-07)