The Village Manager shall appoint a recording secretary to serve the Community Relations Commission. The secretary shall keep minutes of all proceedings of the Commission, which minutes shall be a summary of all proceedings before the Commission, attested to by the secretary, and which shall include the vote of each member upon every question. The minutes shall be approved by a majority of the members of the Commission voting. In addition, the secretary shall maintain all records of Commission meetings, hearing and proceedings, the correspondence of the Commission, and a mailing list of persons wishing to receive notice of meetings, agenda or minutes and who have paid an annual fee set by the Board of Trustees to cover copying and mailing costs.