Any member of the Village of Schiller Park, Illinois, public body may attend and participate in any meeting of such public body as defined in the Open Meetings Act from a remote location by way of telephone, video or internet connection, provided that such attendance and participation is in compliance with the Remote Participation Policy set forth in this Division and any other applicable state or local laws.
(A) Policy Statement. It is the policy of the Village of Schiller Park that a member of any group associated with this unit of government which is subject to the provisions of the Open Meetings Act (herein "Subject Group") may attend and participate in any open or closed meeting of that Subject Group 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 state or local laws.
(B) Prerequisites. A member of the Subject Group of the Village of Schiller Park shall be provided the opportunity to attend an open and closed meeting or only one of such meetings from a remote location if the member meets the following conditions and a majority of the members present of the Subject Body votes to approve the remote attendance.
(1) The member must notify the clerk or recording secretary of the Subject Body at least twenty-four (24) hours before the meeting unless advance notice is impractical.
(2) The member must assert one of three reasons described herein why he or she is unable to physically attend the meeting, including either: (1) that the member cannot attend because of personal illness or disability; (2) the member cannot attend because of requirements of employment or the business of the Village of Schiller Park; or (3) the member cannot attend because of a family or other emergency; and
(3) A quorum of the Subject Body must be physically present.
(C) Voting Procedures. After roll call, a vote for the Subject Body shall be taken, considering the prerequisites set forth in the above mentioned Section, (B)(2), on whether to allow an off-site board member to participate remotely. All of the members physically present are permitted to vote on whether remote participation will be allowed. A vote may be taken to permit remote participation for a stated series of meetings if the same reason applies to each case. Otherwise, a vote must be taken to allow each instance of remote participation.
(D) Quorum and Vote Required. A quorum of physically present members must be established at any meeting before it can be considered whether to allow a member to participate in the meeting remotely. A vote of a majority of the members present shall be necessary to decide the issue. For the meeting to continue, there shall always need to be a quorum physically present.
(E) Minutes. The 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 of the Village of Schiller Park shall also reflect and state specifically whether each member is physically present, present by video, or present by audio means.
(F) Rights of Remote Member. The 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 Clerk or secretary 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, provided the member attending electronically shall announce his or her leaving and returning. A member participating remotely must be able to hear all of the meeting clearly without interruption and the Subject Group and public must be able to hear the member participating remotely.
(G) Closed Meetings. A quorum of the Village of Schiller Park's members 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 as provided above.
(H) Costs. A member participating remotely by way of telephone shall be reimbursed for the cost of the telephone call upon a valid receipt shown. Any other costs associated with remote participation, including video conferencing and other audio and video equipment, must be approved by the Village of Schiller Park.
(Ord. 13-2939, passed 10-3-13)