Adopted by the Board of Directors of Central Illinois Resource Center Inc. on MARCH 7TH, 2025

Purpose

Central Illinois Resource Center Inc. (“CIRC Inc.”), a registered and active 501(c)(3) nonprofit organization in the State of Illinois, is committed to transparency, inclusivity, and community engagement. This Public Meeting Policy establishes guidelines for how CIRC Inc. conducts meetings that are open to the public while maintaining order, respect, and compliance with applicable standards, including adopting transparency principles consistent with the Illinois Open Meetings Act (5 ILCS 120), even though CIRC Inc. is not legally bound by the Act.

1. Meetings Covered by This Policy

This policy applies to all CIRC Inc. meetings designated as “public meetings,” including but not limited to:

• Regular or special Board of Directors meetings designated as open to the public;
  

• Community forums, resource fairs, town halls and other engagement sessions; and
  

• Any meeting where public attendance is invited by CIRC Inc. for participation, observation, or input.
  

Internal or executive sessions of the Board are not subject to this policy.

2. Public Notice of Meetings

• Public meetings will be announced at least seven (7) days in advance via the organization’s website, social media, and/or email distribution list.
  

• Notices will include the date, time, location, meeting purpose, and any registration requirements (if applicable).
  

• CIRC Inc. will strive to provide agendas or a summary of topics in advance, following transparency practices similar to the Illinois Open Meetings Act.
  
  

3. Public Attendance and Participation

• Members of the public are welcome to attend designated public meetings.
  

• A sign-in sheet may be required for attendance tracking.
  

• Public participants may observe all proceedings and may speak only during the Public Comment Period (see Section 5).
  

• Disruptive behavior, including shouting, harassment, threats, or refusal to follow meeting rules, will not be tolerated. Individuals who violate this policy may be asked to leave by the Chair or designated representative.
  
  
  

4. Decorum for Board Members and the Public

• All participants, including board members and the public, must treat one another with courtesy and respect.
  

• Side conversations, interruptions, or derogatory remarks are prohibited.
  

• Board members must conduct themselves professionally and avoid engaging in debates or conflicts outside the designated discussion process.
  

• The meeting Chair may issue warnings or remove anyone—public or board member—who refuses to comply with decorum standards.
  
  

5. Public Comment Period

• Public comment will be held at a designated time during each public meeting.
  

• Individuals wishing to comment must sign up before the meeting or before the comment period begins.
  

• Each speaker will be allotted up to three (3) minutes, unless additional time is granted by the Chair.
  

• Comments must be relevant to the organization’s mission, services, or agenda items. Personal attacks, inflammatory language, or unrelated issues will not be permitted.
  
  

6. Recording and Media

• CIRC Inc. may record or livestream public meetings for transparency and public access.
  

• Members of the public and media may also record or livestream, provided that such activities do not disrupt the meeting.

7. Confidentiality and Executive Session

• Portions of meetings may be closed to the public (executive session) when discussing personnel matters, legal issues, contracts, or other confidential information as permitted under Illinois law.

• Public attendees will be asked to exit the meeting during such sessions.
  
  

8. Enforcement of Policy

• The presiding officer (Board President, Vice President, or designated meeting Chair) has the authority to enforce this policy and ensure orderly conduct.
  

• Violations may result in removal from the meeting and, if necessary, referral to law enforcement for trespass or disorderly conduct.
  

• The Board may also censure or take disciplinary action against any board member who fails to comply with this policy.
  
  

9. Amendments

This policy may be amended by a majority vote of the Board of Directors at any regular or special meeting.