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Section 4. Secretary. The Secretary shall maintain the records, record the minutes and votes at each meeting, and submit approved minutes and relevant materials to the City Manager for the purpose of maintaining a permanent record for public review. The Secretary shall be the primary liaison with City staff. On or before December 31 of each year, the Secretary shall submit to the Chief Judge of the District Court, the City Manager and the Commission members, the Chair's annual report. The commission may designate by majority voice vote an Assistant Secretary from the Charter Commission membership whose duties shall be to assist the Secretary in the event of the temporary absence or vacation of office by the Secretary until such time as the Commission elects a new Secretary. Section 5. Compensation; Expenses. The members of the Commission shall receive no compensation, but the Commission may employ an attorney and other personnel to assist in creating, amending or revising the City Charter. The amount of reasonable and necessary Commission expenses shall be paid by the City, which expenses cannot exceed $1,500 in any one year unless the City Council authorizes additional expenses pursuant to Minnesota Statutes, Section 410.06, as amended. Section 6. Additional Duties. The officers of the commission shall perform such other duties and functions as may from time to time be required by the Commission or its by-laws or rules. Section 7. Elections. The Chair, Vice-Chair, and the Secretary shall be elected from among the members of the Commission at the first meeting after October 1St in odd numbered years, and shall hold office for two years or until their successor are elected and qualified. The Chair shall conduct the election. Officers shall be declared elected and qualified by a simple majority vote of those present and voting. Newly elected officers shall take office at the close of the meeting in which the election is held. No officer shall be eligible to hold more than two consecutive terms in the same office. In filling vacancies for unexpired terms, an officer who has served more than half of a term is considered to have served a full term in that office. Section 8. Vacancies. A vacancy in the office of Chair, Vice-Chair, or Secretary, including a vacancy pursuant to Minnesota Statutes Section 410.05, as amended, or other provisions of state law or these by-laws, shall be filled by a special election by the Commission at its next meeting with the elected successor serving the unexpired term of office. Section 9. Appointments. The Chair shall notify the Chief Judge of Ramsey County and the City Manager at least three months prior to the expiration of any seat on the Commission, of the names of the incumbents and their expiration of office date so that the Chief Judge and City Manager may publicize the availability of openings on the Commission together with a summary of the application process. The Chair shall also notify members eligible for re- appointment at this time. ARTICLE III -MEETINGS Section 1. Regular Meetings. The Commission shall meet on the third Wednesday of each month. When the business of the Commission cannot be appropriately handled at the -2-