(A) Generally. Robert's Rules of Order and the following procedure shall govern the deliberations and meetings of the Village Board.
(B) Location of meetings; regular meetings.
(1) All meetings of the Board of Trustees shall take place at the Shiloh Municipal Building and begin at the hour of 7:00 p.m.
(2) Regular meetings shall be held on the first Monday of each month; committee at large meetings shall be held on the third and fourth Monday of each month.
(3) If the meetings fall on a legal holiday, the meetings shall take place on the next secular day at the same hour.
(4) Adjourned meetings may be held at such times as the Board may determine and announced during the regular or committee at large meeting.
(C) Special meetings.
(1) Special meetings of the Board of Trustees may be called by the (President) Mayor or any three Trustees, by giving at least 48 hours notice thereof, by delivering to the (President) Mayor and Trustees personally or by leaving written or printed notices of the time of the meeting at the residences of the Trustees and President (Mayor). Compensation for attendance of special meetings shall be provided for by ordinance.
(2) In case all of the elected members of the Board are present at any meeting when a special meeting is called then the requirements of notice shall be unnecessary and shall be deemed waived. Absences from special meetings shall not apply to rules governing absences of the Board meetings.
(D) Presiding officer. The President (Mayor) shall be the presiding officer of the Board at all regular or special meetings and when the Board meets as a committee at large.
(E) Agenda. The Village Clerk shall publish an agenda.
(F) Quorum. A majority of the Board of Trustees or the President (Mayor) and three Trustees shall constitute a quorum to do business.
(G) Disruption of meeting. It shall be unlawful to disturb any meeting of the corporate authorities or of any committee thereof, or to behave in a disorderly manner at the meeting.
(H) Electronic attendance at meetings.
(1) Rules statement. It is the decision of the Village of Shiloh Board of Trustees that any elected official may attend any open meeting (Not executive (closed) session) of the Board of Trustees 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.
(2) Prerequisites. An elected official may attend two meetings per fiscal year electronically under the following conditions:
(a) The elected official must notify the village staff by 12:00 p.m. the day of the meeting to ensure the necessary communications equipment can be arranged. Inability to make the necessary technical arrangements will result in denial of a request for remote attendance.
(b) The elected official must assert that the member cannot attend because of travel, employment purposes, or the other business when approved by the Mayor.
(c) The elected official shall be able to participate electronically at the same meeting provided that enough members are present in person for a quorum.
(3) Authorization to participate.
(a) The village staff, after receiving the attendance request, shall inform the elected officials via email of the request for electronic attendance.
(b) After establishing that a quorum is physically present at a meeting where an elected official desires to attend electronically, the presiding officer shall state that:
1. A notice was received by elected officials in accordance with these rules; and
2. The elected official will be deemed authorized to attend the meeting electronically unless a motion objecting to the elected official's electronic attendance is made, seconded, and approved by two-thirds of the Trustees physically present at the meeting. If no such motion is made and seconded or if any such motion fails to achieve the required vote by the Trustees physically present at the meeting, then the request by the elected official to attend the meeting electronically shall be deemed approved by the Board of Trustees and the presiding officer shall declare the requesting elected official present. After such declaration by the presiding officer, the question of an elected official's electronic attendance may not be reconsidered.
(4) Adequate equipment required. The elected official participating electronically and other members of the Board of Trustees 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 Board of Trustees shall provide equipment adequate to accomplish this objective at the meeting site.
(5) Minutes. Any elected official attending electronically shall be considered an off-site attendee and counted as present electronically for that meeting if the elected official is allowed to attend. The meeting minutes shall also reflect and state specifically whether each member is physically present or present by electronic means.
(6) Rights of remote elected official. An elected official permitted to attend electronically, must attend the entire meeting except for executive (closed) session, will be able to express his or her comments during the meeting and participate in the same capacity as those elected officials physically present, subject to all general meeting guidelines and procedures previously adopted and adhered to. The elected official attending electronically shall be heard, considered, and counted as to any vote taken. Accordingly, the name of any elected official attending electronically shall be called during any vote taken, and his or her vote counted and recorded by the village staff and placed in the minutes for the corresponding meeting. An elected official attending electronically may leave a meeting and return as in the case of any elected official, provided the elected official attending electronically shall announce his or her leaving and returning.
(7) Committees and boards. These rules shall apply to all committees, boards and established by authority of the Village of Shiloh.