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1989-02-16 Friendship City Commission BylawsORGANIZATIONAL BY-LAWS AND PROCEDURAL GUIDELINES SISTER CITY LNTERNATIONAL COMMITTEE OFFICERS • CHAIRPERSON: A chairperson shall be elected at a meeting in February for a term of one year. The chairperson's duties s12a11 ,: 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 Sister City International Committee in dealings with the city council, civic organizations, and other matters pertaining to .the Committee. - 5 ,- - C,a-r-r• y -o u-t - -t-ho-s-e- -a d d t-ion-a-]: d-u-t e-s- -wh- c h- -t-~ e- e o mm t t e e- may from time to time recommend, VICE-CHAIRPERSON: A vice-chairperson shall be elected at a meeting in February for a term of one year. The vc:e- ehairperson's duties shall. be to: 1. Represent the chairperson in the chairperson's absence. 2. Assist the chairperson in carrying out his/her duties. 3. Carry out those additional .duties which the committee may from time to time recommend... SECRETARY A secretary shall be elected at a meeting in February for a term of one year. The secretaryrs duties shall. be to: 1. Take minutes at each meeting of the Sister City International Committee. 2. Submit minutes to Chairperson for review withir. two weeks of meeting. 3. Carry out those additional duties which the committee may from time to time recommend. ~~ -2- HISTORIAN/PUBLIC RELATIONS OFFICER A historian/public relations officer sY:all be elected at a meeting in February for a term of one year. The duties of this office shall be to: 1, Keep a scrapbook and records of activities of the committee, 2. Arrange .for publicity and press releases regarding activities of the committee. 3. Carry out those additional duties which the committee may from time to time recommend. RESIGNATION OF OFFICERS: If the Chairperson of the Sister City International Committee resigns or retires from, the commission before the next regular organizational meeting, the nice-chairperson shawl automatically become acting chairperson and. a new officer will be elected to the vacated position at the next regular meeting of the committee. -If-th-e -V-is-e--Chair--person; -Beene-tar-y -o r- H--stor-i-an/-Pu-ble Rela-t ions Officer resigns or retires from the committee before the next regular organizational meeting, a new officer shall be elected to the vacated position at the next regular meeting of the committee, CITY COUNCIL./CITY STAFF SUPPORT The Mayor and City Manager shall represent the City of Richfield as ex-officio members to the committee.. They shall act in an advisory capacity, and have na voting powers. Meeting notice mailings, copies of minutes and alI other information for the committee 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 a quorum of the members agree otherwise. 2. The meetings shall be held on the`~hird~=~~Thursday of each month at 7:00 p.m. 3, All regular meetings shall be open to the public, ~4. The committee 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 committee. 5. Each member shall be notified by telephone at least 4$ hours previous to any special meeting, of the time, place and purpose of same. J 6, The committee shall follow the most recent issue of Robert Rules of Order. (Revised Edition). 7. A quorum shall consist of five (5) members. ATTENDANCE 1. In the event. that a member misses three consecutive nonexcused meetings or 1I4 of the meetings in any 12 month period, the committee 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 committee requesting that the council replace the member. Ample time of 30 days shall be given to the member for a response to the committee 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. COMMIfiTEES 1 . - ~ ar i ou-s- _s:u-b-- c_omm_i-t t-e-e-s- m a-y -b-e- -e-s t-ab.1_ s-h-ed f-r om - t im-e -t o -t _m-e if the need arises.. The duties and respansiblities of the committee shall be defined at the time of tier formation. AMENDING ~Y-LAti1S 1. These articles can be amended. by approval of 2I3 of the commit ee membership. 2. Proposed amendments shall be mailed to committee 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. Ammended this 16th day of February, 1989.