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City of Hastings Charter Commission July 9, 1987 Page 2 of 5 Council or the Charter Commission and is distributed to members of that body, to be considered at that meeting, a copy of that material must be available to the public. Chairperson Hartman then asked Shawn Moynihan, Assistant City Attorney, if one copy was sufficient to satisfy the law. Mr. Moynihan stated the law reads "a copy" therefore, one copy is sufficient. Chairperson Dobrick continued with "Quorum" stating that it should consist of a majority. Discus- sion was held on the section concerning "Election of Officers". Janice Johnson suggested that each officer should serve no more than two consecutive one year terms in place of "no limitation". Chairperson Hartman instructed that John- son's suggestion and any changes that are discussed here be Hated and at the next meeting, when there is a quorum, they be voted upon. Chairperson Dobrick then went on with "Minutes" proposal being that the Minutes shall be prepared, distributed before the next meeting of the Commission and a copy maintained in a file at City Hall per Minnesota Statute. The Committee suggested adding a new section to be insetted in this position in the Proposed By-haws called, "F. Non-Attendance", Chairperson Dobrick then stated that the contents of this section is a direct quote from Minnesota Statutes "When any member has failed to perform the duties of office and has failed to attend four consecutive meet- ings without being excused by the commission, the secretary of the charter commission shall file a certificate with the court setting forth those facts and the district court shall thereupon make its order of removal and the chief judge shall fill the vacancy created thereby." The Committee also suggested adding another new section called "Annual Report". It should follow F. Non-At- tendance. It shall state "The commission shall submit to the chief judge of the district court, on or before December 31 of each year, and annual report out- lining its activities and accomplishments far the preceding calendar year", according to Minnesota Statute. Chairperson Dobrick continued with "H. Rules of Procedure" It was. proposed that in the absense of the Chairperson and the Vice- Chairperson the members of the Commission present shall elect a Chairperson pro tem. Except as otherwise provided by Minnesota Statutes, the Hastings City Charter, or these rules, the proceedings of the Commission sha11 be conducted in accordance with "the current" edition of Robert's Rules of Order, Revised. Section "I" Order of Business shall be as follows: Ca11 to order, ro11 call, determination of quorum, minutes of previous meeting, reports of committees, unfinished business, new business, intxoduction of business for future meet- ings, announcements and adjournment. The last section "J. Committees" states that the Chairperson or other presiding officer may appoint committees as deemed necessary from time to time. Chairperson Hartman then asked the Gommittee if there should be any changes or additions to the by-laws. He asked Chairperson Dobrick to prepare a revised copy of the by-laws and Rules of Procedure so that they may be presented at the next meeting of the Commission or preferably, be sent out right away. Chairperson Dobrick and his committee recommends that the charter NOT be chang- ed to require publication of those items on the consent calendar because of change in the state statute no longer requiring cities to publish. A copy of the "packet", which includes items covering miscellaneous payments are given to members of the City Gauncil prior to the Council Meeting and are available to the public who attend the meeting. They are also available at the City Ha11.