(A) Members. All members of the Commission shall:
(1) Regularly attend all scheduled meetings as well as special or called meetings.
(2) Prepare for each meeting by familiarizing themselves with the meeting agenda beforehand.
(3) Follow the rules of procedures and contribute to meetings in a constructive manner.
(4) Uphold the prestige of the office by conducting themselves in a respectful and ethical manner.
(5) Always seek to ascertain the public interest and how to further the interests of the community as a whole.
(B) Officers. The officers of the Commission are appointed members of the Commission and shall consist of a chairperson, vice-chairperson, and secretary.
(C) Duties of the Chairperson. The Chairperson shall preside at all meetings, appoint committees, and perform such duties as may be delegated by the Commission or Town Council. The Commission Chairperson shall have the right to appoint new committee members at any time to fill a vacancy, subject to confirmation by the Town Council.
(D) Duties of the Vice-Chairperson. The Vice-Chairperson shall act in the capacity of the Chairperson in his or her absence. In the absence of both the Chairperson and the Vice-Chairperson, the Commission shall elect one of its members as president pro tem to preside at the meeting.
(E) Duties of the Secretary. The Secretary shall serve as the liaison between the Commission and the Town Clerk who is responsible for the execution of documents in the name of the Commission, performing the duties hereinafter listed below, and performing such other duties as the Commission may determine.
(1) Minutes. Commission minutes shall be prepared by the Secretary of the Commission. The minutes shall contain a brief synopsis of the meeting, complete statement of the conditions or recommendations made on may action; and recording of attendance. All communications, actions, and resolutions shall be attached to the minutes. The official records shall be deposited with the Town Clerk. The Town Clerk shall be responsible for a permanent record of the minutes of each meeting and shall have them preserved in suitable permanent records.
(2) Correspondence. The Town Clerk shall be responsible for the issuance of formal written correspondence with other groups or persons, as directed by the Commission. All communications, petitions, reports, or other written materials received by the Town Clerk shall be brought to the attention of the Commission.
(3) Attendance. The Secretary shall be responsible for maintaining an attendance record for each Commission member and report those records annually to the Commission for inclusion in the Annual Report to the Town Council.
(4) Notices/agendas. The Town Clerk shall issue such notices and prepare the agendas for all meetings, as may be required by the Commission.
(F) Duties of the Town Council representative. The Town Council representative to the Commission shall report the actions of the Town Council to the Commission and update the Commission on actions by the Town Council that relate to the functions and duties of the Commission.
(G) Duties of the Architectural Review Board representative. The Architectural Review Board (ARB) representative to the Commission shall report the actions of the ARB to the Commission and update the Commission on actions by the ARB that relate to the functions and duties of the Commission.
(H) Elections.
(1) At the January meeting, the Commission shall select from its membership a chairperson, vice-chairperson, and secretary who shall serve for a 12-month period and who shall be eligible for re-election.
(2) A candidate receiving a majority vote shall be declared elected.
(3) Newly elected officers will assume their office immediately after the election.
(I) Terms. All officers shall serve a term of one year, or until their successors are selected and assume office. Officers may be re-elected.
(J) Vacancies. Vacancies in offices shall be filled immediately by regular election procedure with the term expiring in accordance with division (H)(1) above.
(Ord. O-2018-01, passed 5-2-2018; Ord. O-2023-15, passed 9-19-2023)