(A) Policy statement. It is the policy of the City Council that any member of the City Council may attend and participate in any meeting of the Council by "other means" defined as, by video or audio conference, provided that such attendance and participation is in compliance with this policy and any other applicable laws.
(B) Prerequisites. A member of the City Council may attend a meeting electronically, by other means, if the member meets the following conditions:
(1) A quorum of the Council is physically present throughout the meeting; and, at least five affirmative votes of the members of the corporate authority physically present, votes to approve the electronic attendance of the meeting.
(2) The Council member requesting to attend remotely should notify the City Clerk at least 24 hours before the meeting so that necessary communications equipment can be arranged. Inability to make the 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; or
(b) The member cannot attend because of employment purposes or the business of the Council; or
(c) The member cannot attend because of a family or other emergency.
(4) At the meeting, the City Clerk shall inform the Council Members physically present of the request for electronic attendance.
(C) Voting procedures. After a roll call establishing that a quorum of at least five corporate members are physically present, the Mayor shall call for a motion, that a Council member may be permitted to participate electronically after specifying the reason entitling the absent member to participate electronically. All of the Council members physically present are permitted to vote on whether electronic attendance will be allowed. The motion must be approved by at least five members of the corporate authority that are physically present.
(D) Adequate equipment requirement. The Council member participating electronically, and all other members of the Council must be able to communicate effectively, and members of the audience attending the meeting must be able to hear all communications. Before approving electronic attendance at any meeting, the City Council shall provide equipment adequate to accomplish this objective.
(E) Minutes. Any member participating electronically shall be considered an off-site participant and counted as present electronically for that meeting if the member is allowed to participate. The meeting minutes shall also reflect and state specifically whether each member is physically present or by electronic means.
(F) Rights of remote member. A member permitted to participate 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. 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 participating 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.
(Res. 2020-06, passed 3-16-2020)