G-779 - 04/13/2005 - BOARD - OrdinancesP
ORDINANCE 2005- BD -BOT -G -779
AN ORDINANCE ESTABLISHING RULES OF CONDUCT OF BOARD
AND COMMISSION MEETINGS VIA ELECTRONIC MEANS
RELATING TO TELECONFERENCE VOTING FOR THE BOARD OF
TRUSTEES, PLAN COMMISSION AND THE ZONING BOARD OF
APPEALS FOR THE VILLAGE OF OAK BROOK, ILLINOIS
WHEREAS, from time to time the Village of Oak Brook may find that conditions, said conditions
being due to circumstances beyond a Trustee's, Commissioner's or Board Member's control, that prohibit
said Trustee, Commissioner or Board Member from personally attending its Board or Commission
meetings (hereinafter referred to as "Meeting "), and
WHEREAS, it is necessary that Village business continue to operate with maximum
representation and participation by its elected and appointed officials
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DUPAGE AND COOK COUNTIES, ILLINOIS, AS FOLLOWS
Section 1 Section 1 -413-4 (Rules of Procedure) of Article B (Village Board of Trustees) of
Chapter 4 (Elected Village Officials) of Title 1 (Administration) is hereby amended by adding a new
subsection A
A Attendance and Teleconference Voting Rules of conduct for attendance at Board of Trustee
meetings via electronic means as follows
A Trustee may attend a regular or special meeting without being physically present if
physical attendance is prevented by,
a personal illness or disability,
b absence from the Village for personal employment purposes or for Village
business,
c family or other emergency, which emergency shall be stated on the record and
be part of the minutes of that meeting
2 A Village Trustee wishing to attend a regular or special meeting of the Board of Trustees
by electronic means must notify the Village Clerk via electronic mail or facsimile not less
than forty -eight (48) hours before the meeting If for an emergency meeting, notice shall
be given as early as possible,
3 The Village President will announce the name(s) of any Trustees attending by electronic
means at the beginning of the meeting,
4 If the Village President or other presiding officer attends the meeting through the use of
electronic technology, he or she shall vacate the chair and a presiding officer as elected
by the Board of Trustees who is physically present, shall preside,
5 No more than two (2) Trustees may attend a regular or special meeting by electronic
means for any one (1) meeting Participation through electronic means shall be
recognized in the order the request to the Village Clerk is received,
6 A quorum of the Board of Trustees must be physically present for any public meeting
7 Trustees participating by electronic means shall attend the entire meeting and shall
preface their comments and votes by first stating their last name,
8 When any of the Trustees attend a meeting by electronic technology, all votes shall be by
roll call,
9 Any Trustee shall be considered present wherein the Trustee is present by
teleconference or other electronic means wherein voices are received from any location,
provided that the non - physical presence in excess of three (3) times per fiscal year shall
render such Trustee absent for purposes of these rules
Section 2 Chapter 1 (Plan Commission) of Title 2 (Boards and Commissions) is hereby
amended by adding a new Section 2 -1 -3, to read as follows
2 -1 -3 RULES OF PROCEDURE: "Robert's Rules of Order" shall govern the proceedings of
the Plan Commission where applicable and when not in conflict with statutes or ordinances, provided,
however, that the Plan Commission may adopt rules of order revising, repealing, amending or
supplementing in whole or in part "Robert's Rules of Order" In addition, any rules adopted by the Plan
Commission may be suspended by a majority vote of the members present
A Attendance and Teleconference Voting Rules of conduct for attendance at Plan Commission
meetings via electronic means as follows
A Commissioner may attend a regular or special meeting without being physically present
if physical attendance is prevented by
a personal illness or disability,
b absence from the Village for personal employment purposes or for Village
business,
c family or other emergency, which emergency shall be stated on the record and
be part of the minutes of that meeting
2 A Commissioner wishing to attend a regular or special meeting of the Plan Commission
by electronic means must notify the Secretary to the Plan Commission via electronic mail
or facsimile not less than forty -eight (48) hours before the meeting If for an emergency
meeting, notice shall be given as early as possible,
3 The Chairman will announce the name(s) of any Commissioners attending by electronic
means at the beginning of the meeting,
4. if the Chairman or other presiding officer attends the meeting through the use of
electronic technology, he or she shall vacate the chair and a presiding officer as elected
by the Plan Commission who is physically present, shall preside,
5 No more than two (2) Commissioners may attend a regular or special meeting by
electronic means for any one (1) meeting Participation through electronic means shall
be recognized in the order the request to the Secretary is received,
6 A quorum of the Plan Commission must be physically present for any public meeting
7 Commissioners participating by electronic means shall attend the entire meeting and
shall preface their comments and votes by first stating their last name,
8 When any of the Commissioners attend a meeting by electronic technology, all votes
shall be by roll call,
9 Any Commissioner shall be considered present wherein the Commissioner is present by
teleconference or other electronic means wherein voices are received from any location,
provided that the non - physical presence in excess of three (3) times per fiscal year shall
render such Commissioner absent for purposes of these rules
Section 3 Chapter 8 (Zoning Board of Appeals) of Title 2 (Boards and Commissions) is hereby
amended by adding a new Section 2 -8 -3, to read as follows
2 -8 -3 RULES OF PROCEDURE: "Robert's Rules of Order" shall govern the proceedings of
the Zoning Board of Appeals where applicable and when not in conflict with statutes or ordinances,
provided, however, that the Zoning Board of Appeals may adopt rules of order revising, repealing,
amending or supplementing in whole or in part "Robert's Rules of Order" In addition, any rules adopted
by the Zoning Board of Appeals may be suspended by a majority vote of the members present
A Attendance and Teleconference Voting Rules of conduct for attendance at Zoning Board of Appeals
meetings via electronic means as follows.
1 A Board Member may attend a regular or special meeting without being physically
present if physical attendance is prevented by
a personal illness or disability,
b absence from the Village for personal employment purposes or for Village
business,
c family or other emergency, which emergency shall be stated on the record and
be part of the minutes of that meeting
2 A Board Member wishing to attend a regular or special meeting of the Zoning Board of
Appeals by electronic means must notify the Secretary to the Zoning Board of Appeals
via electronic mail or facsimile not less than forty -eight (48) hours before the meeting If
for an emergency meeting, notice shall be given as early as possible,
3 The Chairman will announce the name(s) of any Board Members attending by electronic
means at the beginning of the meeting,
4 If the Chairman or other presiding officer attends the meeting through the use of
electronic technology, he or she shall vacate the chair and a presiding officer as elected
by the Zoning Board of Appeals who is physically present, shall preside,
5 No more than two (2) Board Members may attend a regular or special meeting by
electronic means for any one (1) meeting Participation through electronic means shall
be recognized in the order the request to the Secretary is received,
6 A quorum of the Zoning Board of Appeals must be physically present for any public
meeting
7 Board Members participating by electronic means shall attend the entire meeting and
shall preface their comments and votes by first stating their last name,
8 When any of the Board Members attend a meeting by electronic technology, all votes
shall be by roll call,
9 Any Board Member shall be considered present wherein the Board Member is present by
teleconference or other electronic means wherein voices are received from any location,
provided that the non - physical presence in excess of three (3) times per fiscal year shall
render such Board Member absent for purposes of these rules
Section 4 All ordinances or parts of ordinances in conflict with this ordinance are hereby
repealed to the extent of the conflict
Section 5 This ordinance shall be in full force and effect from and after its passage, approval
and publication as required by law
Ayes
APPROVED THIS 12th day of April, 2005
K in Quinlan
Village President
PASSED THIS 12th day of April, 2005
Trustees Aktipis, Craig, Korin, Yusuf and Zannis
Nays None
Absent Trustee Caleel
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ATTEST
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_r7 Linda K Gonnella, CMC
Village Clerk