A. Regular Meetings: All regular meetings of the village president and board of trustees shall be held in the village hall on the first and third Mondays of each month at the hour of seven thirty o'clock (7:30) P.M. Meetings of the village president and board of trustees acting as a committee of the whole shall be held in the village hall on the second Monday of each month at the hour of seven thirty o'clock (7:30) P.M. (Ord. 89-04, 4-3-1989)
B. Special Meetings: Special meetings of the board of trustees shall be called by the village president or by any three (3) members of said board. Such call shall be in writing, setting forth the object of such meetings and the hour thereof, and delivered to the village clerk, who shall thereupon file the same in her office and make copies thereof. A written or printed copy of such call shall be left at the place of residence or place of abode of the village president and members of said board of trustees, excepting those persons making the call, at least forty eight (48) hours prior to such meeting. When copies of notice of such meetings are delivered to the chief of police, it shall be his duty to serve such notices as herein provided. (Ord. 89-04, 4-3-1989; amd. 2004 Code)
C. Electronic Attendance At Meetings Rules: Attendance at any meeting by "other means" as defined in 5 Illinois Compiled Statutes 120/7 shall be in accordance with the following rules:
1. Rules Statement: Any member of the corporate authorities may attend any open or closed meeting of the corporate authorities 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: A member of the corporate authorities may attend a meeting electronically if the member meets the following conditions:
a. The member should notify the clerk at least twenty four (24) hours before the meeting, unless impractical, 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.
b. The member must assert one of the following three (3) reasons why he or she is unable to physically attend the meeting:
(1) The member cannot attend because of personal illness or disability; or
(2) The member cannot attend because of employment purposes or the business of the village; or
(3) The member cannot attend because of a family or other emergency.
3. Authorization To Participate:
a. The clerk, after receiving the electronic attendance request, shall inform the corporate authorities of the request for electronic attendance.
b. After establishing that there is a quorum physically present at a meeting where a member of the corporate authorities desires to attend electronically, the presiding officer shall state that: 1) a notice was received by a member of the corporate authorities in accordance with these rules, and 2) the member will be deemed authorized to attend the meeting electronically unless a motion objecting to the member's electronic attendance is made, seconded, and approved by two-thirds (2/3) of the members 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 members physically present at the meeting, then the request by the member to attend the meeting electronically shall be deemed approved and the presiding officer shall declare the requesting member present. After such declaration by the presiding officer, the question of a member's electronic attendance may not be reconsidered.
4. 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 corporate authorities shall provide equipment adequate to accomplish this objective at the meeting site.
5. Minutes: Any member attending electronically shall be 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 present by electronic means.
6. Rights Of 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 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.
7. Committees, Boards And Commissions: These rules shall apply to all committees, boards and commissions established by authority of the corporate authorities. (Ord. 06-64, 12-18-2006, eff. 1-1-2007)
D. Order Of Business: At regular meetings of the village president and board of trustees, the order of business shall be as follows:
1. Call to order
2. Roll call
3. Pledge Of Allegiance
4. Approval of agenda
5. Village president's report
6. Reports and questions from trustees and working groups
7. Village staff reports
8. Questions from the audience (not to exceed 30 minutes, with a limit of 5 minutes per person requesting to be heard)
a. Items on the agenda
b. Items not on the agenda
9. Consent agenda
10. Resolutions and ordinances
11. Unfinished business
12. New business
13. Executive session
14. Miscellaneous/future agenda items
15. Adjournment (Ord. 2016-29, 9-26-2016)
E. Rules Of Order: On all points of order not specially provided for by law, "Robert's Rules Of Order" are hereby adopted as the law to govern deliberations of said board of trustees.
F. Maintaining Order: The chief of police, or a designated police officer or in his inability to act, some person designated by the village president, may attend every meeting of the village president and board of trustees to preserve and maintain order.
G. Disrupting Meetings: It shall be unlawful for any person to interrupt, obstruct, interfere with or disrupt any meeting of the village president and board of trustees. Any person violating any provision of this section shall be subject to a fine or penalty of not less than twenty five dollars ($25.00) nor more than provided in the general penalty in section 1-4-1 of this code. (Ord. 89-04, 4-3-1989; amd. 2004 Code; Ord. 06-64, 12-18-2006, eff. 1-1-2007)