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year. The annual report to the Commission may contain the Chair's recommendation for <br /> Commission activities for the ensuing year. <br /> NOTE: This section sets forth the duties of the chair as presiding officer at meetings but <br /> substantially reserves decision making authority to the Commission as a body in the adoption <br /> and implementation of Commission works. Reasonable. albeit limited. enumeration of duties <br /> for the Officers can be helpful in avoiding innocent "assumption" of unintended authority. This <br /> also affords potential officers the courtesy of certain notice on what is expected of them before <br /> taking on relevant responsibilities. The suggested October presentation of a draft annual report, <br /> allows sufficient time for Commissioners to substantially contribute to. or review, the report <br /> before the Dec. 31 due date. <br /> Section 3. Vice-Chair. The Vice-Chair shall perform the duties of the Chair <br /> during the Chair's temporary absence, and shall perform such duties during any vacancy of that <br /> office, until the Commission elects a new Chair. <br /> NOTE: Specifics regarding absence from office eg. excused or vacated, are set forth in <br /> Section 10 of this Article and state law. Repetition here is unnecessarily redundant . <br /> Section 4. Secretary. The secretary is the recording officer of the Commission <br /> and the custodian of its records except such as are specifically assigned to others. In addition to <br /> keeping the records of the Commission and the minutes of Commission meetings, it is the duty of <br /> the secretary to keep a register, or roll, of the members and to call the roll when required. <br /> The secretary shall record minutes of the proceedings of the Commission, stating what was done <br /> and not what was said, unless it is to be published, including motions of the Commission and the <br /> vote results thereof. The Secretary shall also keep one book in which the Bylaws and standing <br /> rules should all be written, leaving every other page blank; and whenever an amendment is <br /> made to the Bylaws or Rules, in addition to being recorded in the minutes it should be <br /> immediately entered on the page opposite to the article amended, with a reference, in red ink, to <br /> the date and page of the minutes where it is recorded. The secretary shall submit approved <br /> minutes and relevant materials to the City Clerk Administrator for the purpose of maintaining a <br /> permanent record for public review. On or before December 31 of each year, the Secretary <br /> shall submit the annual report approved under section 2 above to the Chief Judge of the District <br /> Court, outlining the activities and accomplishments of the Commission for the preceding <br /> calendar year. The Secretary shall forward a copy of the report to the members of the <br /> Commission and to the City Clerk-Administrator. The Commission may designate by majority <br /> voice vote an Assistant Secretary from the Charter Commission membership whose duties shall <br /> be to assist the Secretary, and to perform the duties of Secretary in the event of the absence or <br /> vacation of office by the Secretary until such time as the Commission elects a new Secretary. <br /> NOTE: The Secretary holds some of the most critical responsibilities in a deliberative <br /> body. Accordingly. Roberts Rules of order lists detailed duties for the secretary in recognition <br /> of that importance. Policies for accurate reporting and dissemination of Commission work. plus <br /> important document preservation, are set forth by this office. Therefore it is essential that we <br /> thoroughly understand and agree on the parameters of those duties, to ensure the best methods <br /> possible in public disclosure and historical preservation of Charter Commission activities. <br /> Draft By-Laws Page 2 <br />