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December for Council review. <br />Article 4. Officers, Elections, Duties <br />A. As outlined in the city ordinance, a chair and vice chair must be selected. At the first regular <br />meeting in each year, the members shall elect a chair and vice chair who shall hold the office for <br />a period of _______ year(s). The city ordinance states a member must have one year of <br />experience before being elected to serve as chair. If both the chair and vice chair are absent, the <br />remaining quorum shall appoint one member to preside at that meeting. <br />B. Each voting member has a right to make a nomination for an officer. <br />C. A vacancy for an officer shall be filled by a vote at the next regularly scheduled meeting of the <br />______ Commission after the vacancy occurs. <br />D. The chair shall preside at all meetings. <br />E. The vice chair shall act for the chair in his/her absence. <br />F. Any member of the Commission may request to add items to the Regular Meeting agenda. <br />Requests must be submitted to the staff liaison, in writing, no less than seven (7) days prior to <br />the scheduled Regular Meeting. <br />Article 5. Staff Roles <br />The city shall provide the commission necessary technical and administrative assistance as follows: <br />A. Preparation of and posting of public notices as required by law. <br />B. Preparation of all meeting materials, such as agendas, reports, reference materials, and <br />presentation materials. <br />C. Preparation of meeting minutes. <br />D. Retention of and public access to all commission records. <br />Article 6. Training <br />Members are expected to complete recommended training to meaningfully participate and make <br />informed decisions on matters coming before the commission. <br />Article 7. Reporting <br />The ________ Commission shall provide reports to the City Council as outlined in city ordinance. <br />Article 8. Public Records <br />A. All commissions receive and create public records while conducting business. Members may also <br />produce public records in their official capacity as a board member. All board-related <br />communications are subject to public disclosure. <br />B. Examples of public records include papers, notes, photographs, videos, maps, emails, voicemail <br />messages, instant messages, and text messages. Email and text messages are public records when <br />created by appointed officials and employees for the purpose of conducting official city <br />business. Social media posts may also be considered a public record. <br />Article 9. Conflict of Interest/Ethics <br />A. Members may not, in their private capacity, negotiate, bid for, or enter into a contract on behalf <br />of or with the City of Elk River in which they have a direct or indirect financial interest or <br />perceived financial interest. <br />