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HomeMy WebLinkAbout102961 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 RESOLUTION NO. 10.296 A RESOLUTION APPROVING THE BYLAWS FOR THE LITTLE ROCK SISTER CITIES COMMISSION. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF LITTLE ROCK, ARKANSAS: SECTION 1. The City Manager is authorized to approve the Bylaws for the Little Rock Sister Cities Commission as written and attached is Exhibit A to this Resolution. SECTION 2. This resolution shall be in full force and effect from and after its adoption. ADOPTED: June 16, 1998 ATTEST: Robbie Hancock City Clerk Approved as to Legal Form: Thomas M. Carpenter City Attorney (Rec. 6- 25 -98.) APPROVED: Jim D it y Mayor • M M M 6 BYLAWS FOR THE LITTLE ROCK SISTER CITIES COMMISSION CITY OF LITTLE ROCK, ARKANSAS ARTICLE I. EXHIBIT "A" NAME. The name of this organization shall be The Little Rock Sister Cities Commission (hereafter referred to as the Commission). ARTICLE Il. PURPOSE. The purpose of the Commission shall be to encourage public awareness and participation in Sister City activities. ARTICLE III. MEMBERSHIP. Section 1. The commission shall consist of thirteen (13) members who shall be qualified electors of the City of Little Rock, appointed by the City of Little Rock Board of Directors upon recommendation of the commission. Section 2. The initial appointments to the Commission shall be for one, two, three, four, and five year terms, and thereafter all appointments shall be for a term of five years or until a successor is qualified; provided no person shall be appointed for more than two consecutive full terms. Section 3. Vacancies shall be filled for the unexpired term in the same manner as the original appointment. Section 4. As per Little Rock City Ordinance number 14,492, when a member of a board or commission has missed more than 25% of all regular meetings of that particular board or commission in one (1) calendar year or more than three (3) consecutive regularly scheduled meetings, then such person is automatically removed from such position. Unless, prior to the next scheduled meetings of the City Board of Directors, the member submits in wring his desire to remain on the board of commission, then the City board of directors, by a majority vote, shall allow the member to continue to serve. ARTICLE IV. MEETINGS. Section 1. Official meetings of the Commission shall be held on the first Wednesday of every month at 11:30 a.m., in the Sister Cities Conference Room, 2nd floor, City Hall. Section 2. Special meetings of the Commission may be called by the Chair, or in the absence of the Chair, by the Vice - Chair; or upon written request of six or more Commissioners. Special meetings must have written notice at least five (5) days prior to the meeting day or with a twenty -four (24) hour telephone or facsimile notice to members and written notice to the press. Section 3. All meetings of the Commission shall be conducted according to the latest revision of Roberts' Rules of Order, but it shall be necessary in any event for a quorum to the present for the 309 310 Commission to act. A quorum shall be defined as a simple majority of the members of the Commission. Section 4. An agenda for each regularly scheduled meeting and the minutes of the last meetings shall be sent to each Commission member one week in advance of the meeting. The chair shall approve the agenda for each meeting and additional items may be proposed by any member of the Commission. Section 5. The Commission shall act as a body in making its decision and announcing them. No member other than the Chair shall speak or act for the Commission without prior authorization. Section 6. All meetings of the Commission shall be open to the public, and notice of these meetings shall be given to the press. Section 7. Provided there is a quorum present, a majority of those present shall be required to adopt any item of business. ARTICLE V. OFFICERS. Section 1. The officers of the Commission shall consist of a Chair, Vice - Chair, Secretary, and Treasurer, each of whom shall be elected by the Commission. Section 2. Terms of officers shall be for one (1) year and officers may succeed themselves. Section 3. The duties of the officers shall be a follows: CHAIR. The Chair shall preside over all meetings. The Chair shall appoint all standing and ad hoc committees. The Chair shall have the authority to call special meetings provided the proper notices are given. The Chair shall be responsible for establishing the monthly meeting agenda. The Chair shall be considered an ex- officio member of all committees. VICE - CHAIR. In the event of the absences of the Chair, the Vice -Chair shall assume the duties of the Chair. SECRETARY. The Secretary shall keep accurate records of all proceedings of the Commission. Minutes of all Commission meetings shall be promptly recorded and maintained and shall be open for public inspection. The secretary shall keep an accurate record of attendance. The Secretary may be assisted in the execution of these duties by a member of the City Manager's Staff. TREASURER. The Treasurer shall keep an accurate record of all monies received and disbursed by the Commission and make a monthly written financial report to the Commission. ARTICLE VI. DUTIES AND POWERS. Section 1. As per Little Rock Ordinance number 16,306, the Commission shall have the following duties and powers. M M M M M M M M 0 6 )311 a. To draft a set of bylaws for such a Commission and to periodically review said bylaws for any necessary changes; b. To develop guidelines and a program for a Sister City relationship with other cities throughout the world; C. To prepare an annual report of the activities of the Commission for the City of Little Rock and to compare the Commission's activities to those similar commissions in comparable cities throughout the Country; d. To develop a budget as necessary for Commission projects to be considered by the Little Rock Board of Directors; e. To initiate, sponsor, or conduct, alone or in conjunction with other cities or agencies, public programs to further public awareness of and interest in communities throughout the world emphasizing such things as the cultural, historical, and economic aspects of the City's adopted sister cites; f. To advise and assist the City in connection with such other activities as may be referred to the Commission by the Little Rock Board of Directors. g. To generally stimulate, facilitate, coordinate, and cooperate with existing organizations throughout the Country for the promotion and development of Sister City relationships. Section 2. Fundraising Activities. To generally stimulate, facilitate and coordinate fund- raising activities as needed. ARTICLE VII. COMMITTEES. The Commission may include the following standing committees and other committees as deemed necessary and appropriate: A. Membership Committee B. Public Relations /Outreach Committee C. Cultural Exchange Committee D. Trade /Commerce/Professional /Technical Committee E. Hosting Committee F. Education Committee G. Finance Committee ARTICLE VIII. AMENDMENTS OF BYLAWS. These bylaws may be amended at any regular business meeting of the Commission by a two - thirds vote of the entire membership, provided the amendment has been submitted in writing at the previous regular business meeting and shall become effective when approved by the Little Rock Board of Directors. Approved this 16th day of June , 1998, by the Little Rock Board of Directors.