§ 2-81. Procedures for remote participation.

(a)

Definition of meeting. That the term "meeting" as used in any existing resolutions, ordinances or rules of the Village of Godfrey shall be defined to mean "any gathering, whether in person or by video or audio conference, telephone calls, electronic means (such as, without limitation, electronic mail, electronic chat and instant messaging), or other means of contemporary interactive communication, of a majority of a quorum of the members of a public body held for the purpose of discussing public business" or such other definition as shall be contained within the state statutes.

(b)

Amendment of previous terms. The definition of "meeting" set forth in subsection (a) shall supersede and replace any other definition used in any previous or existing ordinance, resolution or policy.

(c)

Remote participation policy. The Village of Godfrey hereby adopts the "remote participation policy," attached hereto as Exhibit A and incorporated herein, that permits a member of the public body to attend and participate in any meeting of a public body as defined in the Open Meetings Act from a remote location via telephone, video or internet connection; provided, that such attendance and participation is in compliance with the policy and any applicable laws.

(Ord. No. 09-2015, §§ 2—4, 9-1-2015)

EXHIBIT A
REMOTE ATTENDANCE POLICY

Section 1. Policy Statement: It is the policy of the Village of Godfrey that a member of any Village Board of Trustees, or of any official Board, Commission or Committee associated with the Village of Godfrey which is subject to the provisions of 5 ILCS 120/7—The Open Meetings Act (i.e., any member of the Village Board of Trustees or any Board, Committee or Commission) may attend and participate in any open or closed meeting of that Village Board of Trustees, Board, Committee or Commission from a remote location via telephone, video or internet connection, provided that such attendance and participation is in compliance with this policy and any other applicable laws.

Section 2. Prerequisites: A member of the Village Board of Trustees or of any Board Committee or Commission 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 a quorum of the Village Board of Trustees, Board, Committee or Commission votes to approve the remote attendance:

a.

The member must notify the Village Clerk her or his designee that the particular Trustee, or member of any Board, Committee or Commission desires to participate remotely at least 24 hours before the meeting unless advance notice is impractical;

b.

The Trustee or member must meet one (1) of three (3) reasons described herein why he or she is unable to physically attend the meeting: (i) That the Trustee or member cannot attend because of personal illness or disability; (ii) That the Trustee or member cannot attend because of employment purposes or the business of the Village of Godfrey; or (iii) That the Trustee or member cannot attend because of a family or other emergency; and

c.

A quorum of the Village Board of Trustees, Board, Committee or Commission must be physically present for the particular meeting where remote participation is requested.

Section 3. Voting Procedures: A roll call of the Village Board of Trustees, Board Committee or Commission shall be taken on whether to allow an off-site Trustee or member to participate remotely. All of the Trustees or 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 related series of meetings if the same reason applies in each case. Otherwise, a vote must be taken to allow each case of remote participation.

Section 4. Quorum and Vote Required: A quorum must be established by the Trustees or members physically present at any meeting before consideration can be made as to whether to allow a member to participate in the meeting remotely. A vote of a majority of a quorum shall be necessary to decide the issue. For the meeting to continue there shall always need to be a quorum physically present.

Section 5. Minutes: The Trustee or 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 Godfrey, Board, Committee or Commission shall also reflect and state specifically whether each member is present physically, present by video means, or present by audio means.

Section 6. Rights of Remote Member: The Trustee or 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 participant shall be heard, considered, and counted as to any vote taken. Accordingly, the name of any remote participant 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 remote participant may leave a meeting and return as in the case of any other meeting participant.

Section 7. Meetings: The term "meeting" as used herein refers to any gathering, whether in person or by video or audio conference, telephone call, electronic means (such as, without limitation, electronic mail, electronic chat, and instant messaging), or other means of contemporaneous interactive communication, of a majority of a quorum of the members of a public body held for the purposes of discussing public business.

Section 8. Closed Meetings: A quorum of the Village Board of Trustees, Board, Committee or Commission 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.

Section 9. Costs: A Trustee or member participating remotely via telephone shall be reimbursed for the cost of the telephone call upon presentation of a valid receipt as provided by the policy of the Village of Godfrey. Any other costs associated with remote participation, including video conferencing and other audio and video equipment, must be approved by the Board of Trustees of the Village of Godfrey.

(Ord. No. 09-2015, 9-1-2015)