[Adopted 8-3-2020 by Ord. No. 1870]
In exceptional circumstances as determined by the chair of the
applicable Village board, authority, committee or commission, meetings
may on a case-by-case basis be held on a virtual basis or otherwise
with remote attendance as described in this section. Virtual meetings
and remote attendance are only authorized when the chair determines
that health, safety, welfare, family or work circumstances warrant
a virtual meeting or remote attendance. Virtual meetings and remote
attendance may not be authorized solely for convenience. For meetings
that include quasi-judicial action requiring due process, the chair
must consult the Village Attorney before authorizing a virtual meeting
or remote attendance. Virtual meetings and remote attendance are subject
to the following:
A.
Remote attendance. When a meeting is held in person, the chair of
the applicable body may allow one or more members of the body to attend
the meeting by telephone or other electronic means, subject to the
requirements of this section. A member of the body seeking to attend
remotely shall notify the Village Manager of the request at least
48 hours in advance of the meeting. The Village Manager shall immediately
notify the chair. The chair shall decide whether to grant the request
at least 24 hours in advance of the meeting. The chair's determination
shall be final. Members of the body attending remotely shall have
all powers of participation, including counting toward a quorum and
having the opportunity to vote. Such attendance is only permitted
if systems allow the remote member to hear the proceedings and be
heard in the meeting room. If visual information is presented at the
meeting, the information shall be distributed or systems must allow
remote attendees to view what is presented. The Village does not warrant
remote attendance system performance. If circumstances leading to
one or more members of the body seeking to attend remotely are widely
shared by others in the general public, the chair should consider
providing a similar remote attendance option for the general public.
Such option must be provided to citizens in a timely manner as part
of the meeting agenda notice.
B.
Virtual meeting. Upon direction of the chair, a body may on a case-by-case
basis conduct an entirely virtual meeting, in which no member of the
body is present at Village Hall, subject to the requirements of this
section. Members of the body attending virtually shall have all powers
of participation, including counting toward a quorum and having the
opportunity to vote. If visual information is presented at the meeting,
remote attendees must have the opportunity before or during the meeting
to view what is presented or be prohibited from voting on the matter.
The public shall be given access to the system implementing the virtual
meeting platform. Information about access to the meeting shall be
provided to citizens in a timely manner as part of the meeting agenda
notice. Best efforts shall be used to ensure that members of the public
lacking access to the virtual meeting platform are provided alternative
reasonable methods to attend.
