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31.06 RULES OF PROCEDURE FOR MEETINGS OF THE CITY COUNCIL.
Meeting times and places.
(A) Regular meetings. Regular meetings of the City Council shall be conducted at the Erlanger Municipal Center, at 505 Commonwealth Avenue, Erlanger, Kentucky, at 7:00 p.m., prevailing time, on the first Tuesday of each calendar month, unless that day is a legal holiday, in which event the regular monthly meeting shall be conducted at the same time and place on the third Tuesday of the same calendar month.
(B) Special meetings. Special meetings of the City Council may be called by the Mayor or upon written request of a majority of the City Council. In the call, the Mayor or Council shall designate the purpose, time and place of the special meeting with sufficient notice for the attendance of Council members and for compliance with KRS Chapter 61. At a special meeting, no business may be considered other than that set forth in the designation of purpose.
(C) Regular caucus meetings. The City Council shall regularly meet on the third Tuesday of each calendar month, for the purpose of caucusing and having informal discussions on matters involving future legislative action of the City Council.
(D) Ad hoc committees (task forces). Ad hoc committees and task forces may be created either by the Mayor or by a majority of City Council members at any regular City Council meeting and regular caucus meeting for a limited or continuing purpose. Each committee shall consist of at least two Council members including a chairperson and vice-chairperson, with no limitation as to how many ad hoc committees a member of the City Council may serve. The chair shall work with the City Clerk to make sure all provisions of the Kentucky Open Meetings Act are properly followed.
(1) Each ad hoc committee shall be required to have a mission statement, or a clear-cut directive and goal.
(2) The benefit to the staff, residents, or businesses should be primary and comprehensible.
(3) Each ad hoc committee shall have regular meetings, no less than quarterly and at least three people should be in attendance at the meetings. This can include any combination of staff or Council members. If an ad hoc committee or task force routinely has less than three people in attendance, then it may be abolished by the Erlanger City Council.
(4) Each ad hoc committee should have a projected timeline to achieve its intended goal and should abolish it once the goal is met.
(5) All ad hoc committees’ meetings should be scheduled to avoid overlap with other city meetings and should be in the small Council Chambers.
(6) All minutes, including unapproved minutes shall be sent to the City Clerk within five calendar days of the ad hoc committee meeting. The City Clerk shall create a minutes template for uniformity for all meetings. The City Clerk shall collate minutes into one file, published monthly. If the minutes are unapproved, the City Clerk shall mark the minutes unapproved.
A Small Business Task Force Committee shall be created at the first regular caucus meeting of the members of the City Council in each calendar year. This Committee shall consist of at least two Council members including a Chairperson and Vice-Chairperson who are elected from existing council members and will meet at least twice a year to review grants awarded, grants in the pipeline, potential need for additional funds to be allocated and ideas for additional grant opportunities. The Chair shall work with the City Clerk to make sure all provisions of the Kentucky Open Meetings Act are properly followed. Minutes shall be taken by the Chair. All minutes, including unapproved minutes shall be sent to the City Clerk within five calendar days of the committee meeting. The Chair shall use the minutes template provided by the city clerk for uniformity for all meetings. The City Clerk shall collate minutes into one file, published monthly. If the minutes are unapproved, the City Clerk shall mark the minutes unapproved.
Alternatively, a discussion can take place at a regularly scheduled Caucus meeting at least twice a year to review grants awarded, grants in the pipeline, potential need for additional funds to be allocated and ideas for additional grant opportunities.
(E) Ad Hoc Budget Committee.
(1) An Ad Hoc Budget Committee shall be created at the first regular caucus meeting of the members of the City Council in each calendar year. This Committee can consist of at least two Council members including a Chairperson and Vice-Chairperson and will exist annually until the approval and passage of the next fiscal year budget. The Chair shall work with the City Clerk to make sure all provisions of the Kentucky Open Meetings Act are properly followed.
(2) Pursuant to KRS 91A.030, the Executive Authority of the city shall propose the budget and a budget message at least 30 days prior to the to the beginning of the fiscal year it covers. The Ad Hoc Budget Committee shall meet after the Executive Authority’s proposed budget and message and shall make a recommendation to the legislative body making appropriations for the fiscal year in such sums as the legislative body finds sufficient and proper, whether greater or less than the sums recommended in the budget proposal.