Electronic Participation in Board Committee Meetings

Article I. Electronic Participation.

The Cook Memorial Public Library District complies with the Open Meetings Act by allowing Trustees to attend Board/Committee meetings by means other than physical presence (5 ILCS 120/7). As provided by law, a Trustee may utilize video or audio conference calls under the following circumstances:

1. A quorum of the Board or Committee must be physically present at the meeting location; and
2. A Trustee wishing to attend by video or audio conference call must give advance notice to the recording secretary of the Board or Committee Chair unless advance notice is impractical; and
3. A majority of the Board or Committee must vote to allow a Trustee to attend by video or audio conference call; and
4. A Trustee may request to attend by video or audio conference call only if the Trustee is prevented from physically attending because of:
   1. Personal illness or disability;
   2. Employment purposes or the business of the Library;
   3. A family, or other, emergency.
   4. An unexpected childcare obligation.

Article II. Meeting Location.

1. The meeting location shall be equipped with a suitable speakerphone or other automated system in order that the public audience, attending Trustees, staff, and guests will be able to hear and/or see any input vote or discussion.
2. This policy shall not be construed to mean that electronic participation will be used regularly but that it may be used as necessary to allow the participation of Trustees.
3. Trustees attending meetings by electronic participation are entitled to vote. The Secretary or Secretary Pro-Tem will record in its meeting minutes all Trustees who attend by video or audio conference call.

Adopted: 09/21/04

Revised: 11/12/06

Revised: 03/20/07

Revised: 01/15/13

Reviewed: 04/18/17

Reviewed: 12/09/20

Revised: 12/19/23