Code of Ordinances

of Union County, Illinois.

Ordinance Chapter: Division II - Remote Meeting Participation

(A) Pol­i­cy State­ment.  It is the pol­i­cy of the Coun­ty that a mem­ber of any group asso­ci­at­ed with this unit of gov­ern­ment which is sub­ject to the pro­vi­sions of the Open Meet­ings Act may attend and par­tic­i­pate in any open or closed meet­ing of that Cov­ered Group 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.

(B) Pre­req­ui­sites.  A mem­ber of the Cov­ered Group of the Coun­ty 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 that fol­low­ing con­di­tions and a major­i­ty of a quo­rum of the Cov­ered Body votes to approve the remote atten­dance;

  1. the mem­ber must noti­fy the record­ing sec­re­tary or clerk of the Cov­ered Body at least twen­­­ty-four (24) hours before the meet­ing unless advance notice is imprac­ti­cal;
  2. the mem­ber must meet one of three rea­sons described here­in why he or she is unable to phys­i­cal­ly attend the meet­ing, includ­ing either: (a) that the mem­ber can­not attend because of per­son­al ill­ness or dis­abil­i­ty; (2) the mem­ber can­not attend because of employ­ment pur­pos­es or the busi­ness of the Coun­ty; or (3) the mem­ber can­not attend because of a fam­i­ly or oth­er emer­gency; and
  3. a quo­rum of the Cov­ered Body must be phys­i­cal­ly present.

(C) Vot­ing Pro­ce­dure.  After roll call, a vote of the Cov­ered Body shall be tak­en, con­sid­er­ing the pre­req­ui­sites set forth in para­graph (B), on whether to allow an off-site board mem­ber to par­tic­i­pate remote­ly.  All of the 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 stat­ed series of meet­ings if the same rea­son applies in each case.  Oth­er­wise, a vote must be tak­en to allow each remote par­tic­i­pa­tion.

(D) Quo­rum and Vote Required.  A quo­rum must be estab­lished by mem­bers phys­i­cal­ly present at any meet­ing before it can be con­sid­ered 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.

(E) Min­utes.  The mem­ber par­tic­i­pat­ing remote­ly shall be con­sid­ered an off-site par­tic­i­pant and count­ed as present by means of video or audio con­fer­ence, for that meet­ing of the mem­bers is allowed to par­tic­i­pate.  The meet­ing min­utes of the Coun­ty shall also reflect and state specif­i­cal­ly whether each mem­ber is phys­i­cal­ly present, present by video, or present by audio means.

The Coun­ty here­by adopts the Remote Par­tic­i­pa­tion Pol­i­cy, as out­lined in Adden­dum “A”, 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.

The def­i­n­i­tion of “meet­ing” set forth in Sec­tion 1–8–12 shall super­sede and replace any oth­er def­i­n­i­tion used in any pre­vi­ous or exist­ing ordi­nance.

The term “meet­ing” shall 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.

Pur­suant to Pub­lic Act 94–1058 which amends the Open Meet­ings Act in 5 ILCS 120/7, this Coun­ty does here­by estab­lish a pol­i­cy that per­mits mem­bers of the cor­po­rate body to attend meet­ings by means oth­er than phys­i­cal pres­ence.