(A) General.
(1) Regular meetings of the Commission will be held on the third Tuesday of each month, at 10:00 a.m., unless there is no pending business requiring Commission action. Anyone with business to be brought before the Commission should notify the Secretary, in writing, by 5:00 p.m. on the first Tuesday of the month. If there is business to be conducted, the Secretary will post the meeting agenda via e-mail and shall notify the Commission members by phone and e-mail by noon on the Wednesday following the first Tuesday of the month. The Secretary shall mail to the Commission members the notification of the meeting, including a list of the agenda items to be taken up no later than the Monday following the first Tuesday of each month that a Commission meeting is to be held. If there is no business to be conducted, the Secretary will post a notice via phone and e-mail to the Commission members that the meeting is cancelled. Said notice of no meeting shall be posted by noon on the Wednesday following the first Tuesday of each month.
(2) All Commission meetings are open to the public; however, the Commission may elect, in appropriate circumstances, to convene in executive session. Special meetings of the Commission may be held from time to time as needed. A special meeting of the Commission may be called by a majority of the Commission members or by the Chairperson of the Commission.
(3) In the event that a special meeting is called, the Secretary, upon receiving appropriate notice, shall notify each member of the Commission and The Pioneer News, as well as any other media outlet that has a written request for notification on file with the city in accordance with the open meetings law of the commonwealth. Said notice shall include the place, date and time of the special meetings, as well as the specific business to be considered at the meeting.
(4) Notice shall be given no less than 24 hours in advance of the meeting.
(B) Quorums. The presence of two Commissioners shall constitute a quorum and the votes of any two Commissioners concurring shall be sufficient for the decision of all matters and the transaction of all business by the Commission.
(C) Minutes. The Secretary shall be responsible for preparing the minutes of all meetings of the Commission. The minutes shall be submitted for approval at the next regular meeting of the Commission. The minutes shall be signed by the Secretary or Secretary’s designee and the Chairperson of the Civil Service Commission. In the absence of the Chairperson of the Civil Service Commission, the Vice-Chairperson of the Commission may sign the minutes.
(D) Executive session. The Commission may convene in executive session at any time, subject to the provisions of the Kentucky Revised Statutes concerning open meetings; upon motion duly made, seconded and approved by a majority of the members of the Commission present, and after stating the purpose for convening an executive session, the Commission members may retire to executive session and discuss any appropriate matters therein. Any and all action taken in regard to matters discussed in executive session shall be taken up in an open session of the Commission and voted upon in open session.
(E) Procedural rules.
(1) Robert’s Rules of Order shall guide the Commission in its proceedings, except as otherwise provided herein.
(2) All Commission members, including the Chairperson, shall have a vote and each may have recorded in the minutes said individual’s approval or dissent from any action of the Commission together with the reason therefor.
(Ord. 013-145, passed 9-23-2013)