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2000-02-17 Friendship City Commission Bylaws..,_~^ _ ORGANIZATIONAL BYLAWS . AND PROCEDURAL GUIDELINES FRIENDSHIP CITY COMMISSION COMMISSION MEMBERS This Commission shall consist of nine members selected by the City Council through application and interview process. Each member shall serve for three years staggered so there-are three new members appointed each year. Two youth members shall be appointed to serve as members for a term of one year. OFFICERS Chairperson: A chairperson shall be elected at a meeting in February fora term of one year. The chairperson's duties shall be to: 1. Preside over meetings. 2. Prepare an agenda prior to each meeting. Mail out minutes with agenda one week before the next meeting. 3. Supervise the writing, distribution of minutes and other reports. 4. Represent the Friendship City Commission in dealings with the City Council, civic organizations, and other matters pertaining to the Commission. 5. Maintain attendance records of Commission members throughout the year. 6. Carry out those additional duties which the Commission may from time to time recommend. Vice-Chairperson: Avice-chairperson shall be elected at a meeting in February for a term of one year. The vice-chairperson's duties shall be to: 1. Represent the chairperson in the chairperson's absence, and assist the chairperson in carrying out his/her duties. 2. Establish liaisons from the Commission to work with other city organizations and activities as appropriate. 3. Carry out those additional duties which the Commission may from time to time recommend. Secretary: A .secretary shall be elected at a meeting in February for a term of one year. The secretary's duties shall be to: 1. Take minutes at each meeting of the Friendship City Commission. 2. Submit minutes to chairperson for review within two weeks of meeting. 3. Carry out those additional duties which the Commission may from time to time recommend. . Treasurer: A treasurer shall be elected at a meeting in February for a term of one year. The treasurer's duties shall be to: 1. Prepare the Commission's financial reports, to include reconciliation with city records. 2. Maintain a log of items belonging to the Commission as well as their locations. 3. Maintain the inventory and coordinate the sale of pins. 4. Carry out those additional duties which the Commission may from time to time recommend. Historian: A historian shall be elected at a meeting in February for a term. of one year. The historian's duties shall be to: 1. Keep a scrapbook and records of activities of the Commission. 2. Carry out those additional duties which the Commission may from time to time recommend. Public Relations Officer A public relations officer shall be elected at a meeting in February for a term of one year. The public relations officer's duties shall be to: 1. 1.Arrange for publicity and press releases regarding activities of the Commission, to include cable TV; Sun Newspaper, Your City & Schools, and other media as appropriate. 2. Maintain an up-to-date list of all media contacts. 3. Carry out those additional duties which the Commission may from time to time recommend. RESIGNATION OF OFFICERS If the chairperson of the Friendship City Commission resigns or retires from the Commission before the next regular organizational meeting, the vice-chairperson shall automatically become acting chairperson and a new officer will be elected to the vacated position. at the next regular meeting of the Commission. If the vice-chairperson, secretary or historian/public relations officer resigns or retires from the Commission before the next regular organizational meeting; a new officer shall be elected to the vacated position at the next regular meeting of the Commission. .CITY COUNCIUCITY STAFF SUPPORT The Mayor and City Manager shall represent the City of Richfield as ex-officio members to the Commission. They shall act in an advisory capacity, and. have no voting powers. Meeting notice mailings, copies of minutes and all other information for the Commission shall be prepared and mailed by a City staff member. MEETINGS 1. -There shall be at least one regular meeting in each calendar month unless of quorum of the members agree otherwise. 2. The meetings shaii be heid on the third Thursday of each month at 7:vu p.m. 3. All regular meetings shall be open to the public. 4. The Commission may hold special meetings to complete or initiate business at the call of the chairperson, or upon the request of three (3) members of-the Commission. 5. Each member shall be notified by telephone at least 48 hours previous to any special meeting, of the time, place and purpose of same. 6. The Commission shall follow the most recent issue of Robert Rules of Order (Revised Edition). 7. A quorum shall consist of a simple majority of the approved members of the Commission. Students should not be included when determining a quorum. 8. Students shall have the same voting rights as other members. ATTENDANCE 1. In the event that a member misses three consecutive nonexcused meetings or 1/4 of the meetings in any 12 month period, the Commission may request the City Council to replace that member. The person shall be given written notice regarding his/her absenteeism by the chairperson prior to the Commission requesting that the Council replace the member. Ample time of 30 days shall be given to the member for a response to the Commission before an action is taken. 2. The chairperson shall be notified prior to a meeting if a member will be unable to attend the meeting. COMMITTEES 1. Various subcommittees may be established from time to time if the need arises. The duties and responsibilities of the committee shall be defined at the time of their formation. AMENDING BYLAWS . 1. These articles can be amended by approval of 2/3 of the Commission membership. 2. Proposed amendments shall be mailed to Commission membership at least five (5) days prior to the meeting at which they are to be voted upon. Approved this 11th day of April, 1985 Amended this 16th day of February, 1989. Amended this 18th day of July, 1991. Amended this 15th day of April, 1993. Amended this 17th day of February, 2000.