1) Committee chairs are responsible for working with the core staff member assigned to their committee to perform the following tasks:
a. Set committee agenda, in consultation with the core staff member assigned to the committee, at least one month in advance of the meeting date, in order to allow staff to work with department/division personnel to gather presentation materials by the required deadline (one week prior to meeting where item is to be heard);
b. Review summaries and recommend edits as necessary;
c. Approve committee packet no later than close of business on the Thursday prior to the meeting, in order to meet the Friday distribution deadline. In the event that the chair is unavailable to approve the packet (or is unresponsive to requests), the vice chair may approve materials for distribution;
d. Manage meeting flow: recognize committee members and non-members to speak, keep debate within the rules of order in accordance with Robert's Rules of Order and Council Rules and Procedures, maintain and preserve decorum during the meeting;
e. Restate and put to vote all action before the committee and announce the mover, seconder and the result of the vote;
f. Provide a committee report out summary at the council work session, typically at the next meeting after the committee approves the summary. Exceptions to this may be made via motion in committee to report out on a different schedule;
g. The chair may call a special meeting of their committee to consider items referred to it, in compliance with rule 3.103 Special Meetings and KRS 61.823.
2) The chair of a committee is a voting member of the committee and may make or second motions at a meeting of the committee.
3) Committee chairs should be attentive and responsive to the staff member assigned to their committee in order to meet required deadlines.
4) Committee chairs should not attempt to prevent items from being presented once referred or change presentation materials submitted for items on the agenda.
5) In absence of the chair, the vice-chair will adhere to the above responsibilities and serve as chair of the committee as needed.
(Res. No. 599-2023, § 2, 11-2-23)