Historical Commission Agenda and Packet 2020 03 18

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10 Secretary Quasi-Judicial boards have a City staff person to serve as secretary for meeting minutes. Advisory boards shall appoint a member to serve as the secretary to take meeting minutes. The secretary is responsible for the minutes of the meeting, and keeps a record of the proceedings of the board. City staff will deposit a copy of the approved minutes from each meeting in Central Records for permanent retention. APPOINTMENTS AND VACANCIES You MUST meet the following criteria to serve on ANY Louisville Board or Commission:  You must reside in the City of Louisville.  You may not be an employee of the City of Louisville. Each member is appointed to a specific term of office. Annually in the fall, the City will advertise for interested applicants for vacancies in the upcoming year. The City Council will review all applications and may interview applicants prior to making appointments at a City Council meeting. The application process for the position is required for all applicants, including existing board or commission members seeking reappointment to a new term on the same board or commission. This application process does not apply to the Youth Advisory Board which maintains a separate application process. Mid-year vacancies can be filled if there is an interested applicant or may be left vacant until the annual appointment process. Those interested in a mid-year appointment will complete an application to be reviewed by the City Council. Mid-year appointments last until the end of the calendar year and appointees may apply for a full term during the annual appointment process. The City Clerk’s Office shall send an email of appointment to each new member including a copy of the Code of Ethics and the Handbook for Boards and Commissions. The City’s Open Government Pamphlet is provided to each board member at the first meeting of every year. LIABILITY When performing authorized functions, board members and the City’s volunteers are entitled to the protection of the Governmental Immunity Act. The Act, generally speaking, protects the board member from personal liability for any action within the scope of such appointment, except where the act is willful or wanton. The City Clerk’s Office staff is available for further discussions regarding liability. To minimize risk of liability to themselves, the City, and their board, board members should keep in mind that they are members of a collective body and therefore should avoid acting individually on a matter unless clearly authorized to do so. Also, board members should stay within their authorized activities and not act in cases where a conflict of interest exists.