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Section 5. Secretary. The Secretary shall prepare the records, record the minutes and votes at each meeting stating what was done, not what was said, and submit them to the Chair before the next regularly scheduled meeting. On, or before, December 31st of each year, the Secretary shall submit to the Chief Judge of the District Court the Chair’s approved annual report outlining the Commission’s activities and accomplishments. The Secretary shall forward a copy of the report to the City Administrator. The Commission may designate by majority voice vote an Assistant Secretary from the Charter Commission membership whose duties shall be to assist the Secretary, and to perform the duties of Secretary in the event of the absence or vacation of office by the Secretary until such time as the Commission elects a new Secretary. Section 6. Additional Duties. The officers of the Commission shall perform such other duties and functions as may from time to time be required by the Commission or its bylaws or rules. Section 7. Compensation; Expenses. The members of the Commission shall receive no compensation, but the Commission may employ an attorney and other personnel to assist in amending or revising the City Charter, and the reasonable compensation and the cost of printing such charter, or any amendment or revision thereof, when so directed by the Commission shall be paid by the City. The amount of reasonable and necessary Commission expenses shall be so paid by the City in accordance with Minnesota Statutes Section 410.06, as amended. Section 8. Elections. The Chair, Vice-Chair, Second Vice-Chair and Secretary shall be elected from among the members of the Commission within 90 days after November 1st of even-numbered years, and shall hold office for two years or until their successors are elected and qualified. The Chair shall conduct the election. Officers shall be declared elected and qualified by a simple majority vote of those present and voting. Nomination for the position of Chair requires one year of service on the commission to be eligible. No officer shall be eligible to hold more than six consecutive terms in the same office. In filling vacancies for unexpired terms, an officer who has served more than half of a term is considered to have served a full term in that office. Newly elected officers shall take office at the close of the meeting in which the election is held. Section 9. Vacancies. Vacancy in an office is declared by a motion brought before the Commission by any Commissioner when a member resigns or a member is absent from four consecutive regular Commission meetings without being excused by the Commission. A vacancy in the office of Chair, Vice-Chair, Second Vice-Chair or Secretary shall be filled by a special election by the Commission within 90 days of the vacancy. The elected successor shall serve the unexpired term of office starting at the close of the meeting in which the election is held. Section 10. Appointments. It is the responsibility of each individual member that is eligible for re- appointment to submit to the Judicial District Court Chief Judge the appropriate paper work for re- appointment consideration. A qualified and acting member shall be defined as a person who has been appointed by the Judicial District Court Chief Judge and has confirmed their acceptance of that appointment by signing and returning a notarized oath of acceptance. Mounds View Charter Commission By-laws March 19, 2024 Page 2