(A) Preparation. The agenda will be prepared by the City Clerk-Treasurer after consultation with the Mayor, members of the legislative body, and other appointed city officers.
(B) Notice.
(1) Agendas for regular meetings, including any supporting documents for items on the agenda, will be included in the individual legislative body member’s packet and delivered no later than Friday preceding the regular scheduled legislative body meeting on the third Monday of each month.
(2) If a special meeting is called in accordance with KRS 61.823, the agenda and written notice of the meeting will be delivered to each member at least 24 hours in advance of the special meeting. In addition, each member will be contacted by phone if possible and informed of the meeting and when the agenda will be delivered. All nonelected city officers (City Clerk-Treasurer, City Attorney, City Manager, and the like) will be notified of any special meetings that are scheduled and shall be advised if their presence is necessary.
(3) News media that has requested notification shall be notified of all meetings as required by statute. Regular and special meetings will be publicized as prescribed by the state statutes which shall take precedence over all other guidelines.
(C) Format.
(1) The regular meeting agenda must include the following sections, unless they are indicated as “optional.”
(a) Opening ceremonies (optional). This can include the pledge of allegiance and/or invocation. This section may be disregarded if a quorum clearly is not present.
(b) Roll call of attendance. A roll call vote must be taken of all legislative body members to identify which members are present and which members are absent.
(c) Review of minutes. Reading of the minutes may be dispensed with by motion and vote. Minutes will not be read in their entirety if they were distributed to the legislative body members at least 24 hours prior to the meeting’s scheduled call to order time. Minutes may be amended by the legislative body if desired.
(d) Approval of meeting agenda. The legislative body will review and approve the agenda, with any agreed upon amendments. Once the agenda is agreed to, its order can only be changed through suspension of the rules. (See § 35.32 of this subchapter.)
(e) Consent calendar (optional). Routine and noncontroversial matters are placed here. Any individual item that is objected to by a legislative body member must be moved to the appropriate regular business heading (reports of officers and committees, unfinished business, or new business) for further discussion. Consent calendar items are considered as a whole and without amendment.
(f) Reports of officers and committees. The Mayor, appointed city officials, and legislative body committee representatives may report. Items suggested for action by the Mayor or appointed city officials may be taken up at this time, as long as a motion has been made and seconded by members of the legislative body.
(g) Unfinished business. This includes any items that were under consideration at the time of adjournment of the previous meeting, any unfinished business from the previous meeting that was not acted upon, and any items that were postponed to the current meeting.
(h) New business. Legislative body members can introduce new items for consideration such as simple motions, resolutions, orders, and ordinances. Members may also take from the table any matter that is on the table. As long as any member claims the floor, the presiding officer may not close the floor from new business.
(i) Legislative body member comments. Legislative body members are permitted to offer comments or observations about the community and operations of city business.
(j) Open forum (optional). This allows members of the community to speak about any issue.
(k) Announcements. This is for any announcement to the legislative body or those in attendance.
(l) Adjournment. The meeting ends upon adjournment. Adjournment may happen one of the three following ways.
1. A motion may be made to adjourn. Upon approval by a vote of the legislative body, the presiding officer declares the meeting adjourned.
2. A time limit may be set by the legislative body. In this case, no motion or vote is required to adjourn. Instead, once the time limit has been reached the presiding officer announces the hour and declares the meeting adjourned.
3. The presiding officer may, on his or her own, declare the meeting adjourned as long as no business is pending, no legislative body member is attempting to claim the floor, there are no further announcements, and there are no objections from the legislative body.
(2) Action taken at special meetings is limited to items listed on the agenda in the notice. The special meeting agenda items must be limited to only address the specific purpose for which the meeting is called.
(Ord. 2021-01, passed 6-25-2021)