(A) Regular meetings. Regular meetings of the full Board shall be held in the county board room on the last Wednesday of each month convening at 6:00 p.m., except when other meeting dates/times are designated. A monthly schedule of meetings shall be made available to all members and other interested persons. All meetings of the Board and its committees shall be open to the public, except for limited purposes as specified by law.
(B) Special meetings. Special meetings of the Board shall be held when requested by the Chairman or at least one-third of the members of the Board. The requests shall be in writing, addressed to the Clerk, and specify the time, place, and the nature of matters to be considered. Except in the event of a meeting being held for a bona fide emergency as provided in the Open Meetings Act, the requests shall be submitted by 4:30 p.m. at least five days before the meeting date. The Clerk shall immediately notify, in writing, each member and the County Administrator of the time and place of such meeting and shall also cause notice of such meeting to be published in a newspaper published in the county.
(C) Agenda preparation. The Chairman shall prepare, or cause to be prepared, an agenda for each regular meeting, listing the order of business in as much detail as is practical, and shall file the agenda with the County Clerk. The agenda shall include a "consent agenda" which shall include all matters that are to come before the Board that in the opinion of the Chairman will be of a routine nature.
(D) Reports and communications. Any committee Chairman or any elected or appointed county official who desires to present any report or communication to the Board shall deliver a copy of same to the Chairman by the sixth calendar day prior to the Board meeting. Failure to comply with this rule will not prohibit a report or communication from being considered by the Board. A Committee Chairman would not be precluded from scheduling an in-place meeting during a County Board meeting when approved by the County Board Chairman and proper notice will be provided as required by the Open Meetings Act.
(E) Agenda notification.
(1) At least three business days before each regular meeting, the County Administrator, or designee, shall send to each member, by email or other electronic method, the following documents:
(a) Agenda for the next meeting;
(b) Minutes of the previous meeting;
(c) Resolutions, ordinances, and written reports to come before the Board at next meeting, which has been filed with the Board office; and
(d) All other material that in the opinion of the Chairman will be of interest to Members.
(2) The County Administrator, or the County Administrator's designee, shall provide for public notice, including as required by the Illinois Open Meetings Act (5 ILCS 120/1 et seq.).
(F) Resolution of congratulations or bereavement. Any Board member who desires to have the Board adopt a resolution of congratulations or bereavement, recognition to an individual, group achievement, and/or community special event shall forward the resolution (or the information to be included in the resolution) to the Chairman's office six business days prior to the Board meeting (or as soon as possible for a bereavement). In lieu of a formal resolution of congratulations, a Board member may move that the Board Chairman prepare a letter of congratulations in recognition of an individual, group achievement, and/or community special event. The Chairman shall include all such letters on the consent agenda of the next regularly scheduled Board meeting.
(G) Items for final action by the Board. Ordinances, resolutions (except those covered by division (F) above), and other agenda items requiring final action by the Board must be reported out of a standing committee to the Board to be placed in the agenda for a final vote. A copy of the motion to be presented to the Board shall be given to the Chairman and the State's Attorney (unless prepared by the State's Attorney) at least six calendar days prior to the Board meeting at which it is to be considered. Any motion made that does not comply with this provision may only be considered by suspension of the rules. Matters which are frequently adopted by the Board in the same form except as to certain detail, such as highway resolutions, need not be so timely with the Chairman, or furnished to the State's Attorney.
(Prior Code, 1 TCC 4-4) (Ord. E-18-22, passed 2-25-2018; Res. E-23-90, passed 5-31-2023; Res. E-23-131, passed 10-25-2023)