Duties fo the Secretary Amundsen

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Charter Commission of Mounds View, MN Secretary Duties Duties of Secretary •Prepare the records of the Commission as necessary and directed by the Commission. •Prepare a draft of the minutes from Commission meetings. ◦include votes ◦excluding what was said. •Submit to the Chief Judge the Commission resolution to declare a commission position open, due to a member failing to attend four consecutive meetings, without being excused by the Commission. •Submit to Chief Judge the Commission Chair Annual Report per the bylaws and statute date. •Submit to City Administrator the Commission Chair Annual Report •Communicate to the Court the election of officers and any bylaw changes, every other year. Practical Implementation At the meeting take notes for each agenda item, recording who made and seconded a motion, Ask for clarification of motion if not written and presented. Record the vote of the motion. About three weeks prior to next meeting prepare the draft minutes from meeting notes and compare to the video stream to capture any missing important information you feel should be included..Correct the previous months draft minutes, as directed by the Commission, mark as “APPROVED” and send to City Administrator, for archive and posting. Be sure to apply attestation to the bottom of the documents as necessary. Prepare other documents the Commission may have requested, unless the task was assigned to another Commission member. Example, the resolution for meeting dates, a resolution to change charter or by- laws language, Use document change control for revision documentation. Communicate, via email, with city attorney for assistance with resolution and ordinance language changes. Send to the commission chair the preliminary agenda, if set at previous meeting by Commission, and other meeting documents for review, apply any modifications you and chair agree are needed to the documents. Receive any documents the Chair is preparing for the meeting. If revisions of charter language are prepared by legal, then they are also sent to the chair for review. No later than one week prior to the meeting, send the draft documents (minimum of agenda and minutes) and previously “approved” minutes to all Commission members and the City Administrator, for posting on the website and making a public copy available. Sending means by email or mail. The Commission members should have the documents in sufficient time to review and research, if they desire to, prior to meeting. All Commission approved resolutions need the chair's signature and secretary's attestation, then scanned for electronic archive, prior to sending to City Administrator, for archive and posting as needed. Communicate with city attorney as directed by the Commission, or the commission chair. Updated: 03/02/23 Page 1 of 1