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<br />(1) In the event of a vacancy, the respective department will be <br />responsible for choosing another representative within thirty (30) <br />days. <br /> <br />(2) In the event that any member is absent from three (3) meetings in <br />one year (from March to February), as recorded in the meeting <br />minutes, without an excuse accepted by the Committee or without <br />sending the member's alternate, the Committee will advise the <br />Assistant City Manager who may choose to declare the position <br />vacant or recommend other action. <br /> <br />ORGANIZATION <br /> <br />The EIA shall be organized as a standing committee of all permanent City of Minnetonka <br />employees. <br /> <br />A. The EIA will meet monthly. It is expected that committee members will <br />attend the monthly meetings. If a member cannot attend, the member <br />should send a replacement. A scheduled meeting can be canceled by <br />action of either the Chairperson or the Committee when there is lack of <br />sufficient agenda items or members to warrant the meeting. The <br />Chairperson or Vice Chairperson may also call special meetings as needed <br />provided sufficient notice is given to members. <br /> <br />B. The committee members shall select a Chairperson and Vice Chairperson <br />in the following manner: The Vice Chairperson shall be chosen each year <br />within the first three meetings. The Vice Chairperson must be a <br />Committee member serving the first year of a two-year term. At the first <br />meeting in the following March, the Vice Chairperson shall automatically <br />succeed to the position of Chairperson. A vacancy in the position of <br />Chairperson shall be filled by a committee member who has already <br />served one year on the committee. Both positions will be for a term of one <br />year. <br /> <br />C. The committee members shall select a secretary at the first meeting in <br />March who will serve a one-year term. <br /> <br />D. An employee outside of the EIA maybe requested to serve on a <br />subcommittee or to advise the Committee on a particular subject of <br />interest or area of expertise. Sub-committees for the major events will be <br />decided in March and include two to three EIA members plus other <br />employees who do not serve on the EIA. <br /> <br />E. The Committee should conduct a strategic planning session annually at its <br />first meeting in March to review the budget and allocate costs for planned <br />events and employee recognition. <br />