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r <br />4 <br />11 <br />responsibilities of the Chair (phone calls, letter writing, <br />preparation for meetings). He or she shall also handle whatever <br />other duties the Chair and Vice -Chair mutually agree upon. <br />Secretary: The Secretary shall be responsible for seeing <br />that accurate records are kept of all proceedings of the <br />Commission, that meeting notices are sent out and that minutes are <br />distributed. <br />SECTION IV: MEETINGS <br />(1) Regular meetings of the Commission shall be held on the <br />second Monday evening of each month except when, by majority vote <br />of a quorum present at any previous meeting, a regular meeting date <br />may be changed or a meeting cancelled. <br />(2) The Commission shall follow suitable rules and <br />regulations for the conduct of its internal operations, including <br />those set forth in "Suggested Rules of Procedure for Small <br />Governing Boards" by Bonnie E. Davis, Institute of Government. <br />(3) The Commission shall designate and appoint such <br />committees as it may from time to time deem appropriate. <br />(a) Written agendas for all committee meetings should <br />be prepared by the committee Chair and mailed to <br />committee members at least one week prior to said <br />meetings. <br />(b) Minutes of all committee, meetings should be recorded <br />by a member chosen by a majority vote of the <br />committee members. The minutes should be <br />distributed, at the direction of the Chair, to <br />members of the committee prior to the next committee <br />meeting. <br />(4) Special meetings may be called by the chair at any time <br />and /or by six (6) members. Notice by letter or by telephone given <br />24 hours prior to the scheduled time shall be considered proper <br />notice of the special meeting. <br />(5) The last regularly scheduled meeting in each year shall <br />be the annual meeting. During this annual meeting, the following <br />activities shall take place: <br />(a) A. summation of progress made and work accomplished shall <br />be prepared for delivery to the Board of County <br />Commissioners. <br />(b) Officers for the coming year shall be elected. <br />SECTION VI: AMENDMENT <br />(1) These by -laws may be amended by vote of the Commission <br />