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HomeMy WebLinkAboutO-1503ORDINANCE NO. 1503 AN ORDINANCE REPEALING ORDINANCE NO. 1218 AND ESTABLISHING THE SISTER CITIES COMMITTEE OF FAIRHOPE, ALABAMA ARTICLE ONE NAME, PURPOSE, AND NATURE OF THE COMMITTEE 1.1 Name of the Committee. The name of this Committee shall be the Sister Cities Committee of Fairhope, Alabama. The association shall be referred to in these by-laws as the Committee. 1.2 Purpose(s) of the Committee. The purpose of the Committee is to provide an organization of volunteer citizens interested in fostering and establishing a sister city relationship(s) with other countries to promote a cultural exchange for the Arts and Economic Development Opportunities. These efforts will be coordinated in partnership with Sister City International. 1.3 Relationship of the Committee to Individual Sister City Societies. Additionally, the Committee shall act and serve as the parent organization through which the individual Sister City Societies ("Society") will function. Individual Sister City Societies' relationships shall be selected with due regard to compatibility with Fairhope, Alabama, in such matters as demographics, arts, cultural interests, educational opportunities, and economic activities; and with a majority vote of the Committee. Political views and/or political platforms of proposed sister cities shall not be a consideration. Each Sister City Society shall acknowledge and recognize that it is part of the Committee, and it shall adopt as one of its guiding policies its intent to work closely with the Committee. Each Society shall keep the Committee informed of its activities and work; and it shall include the Committee in coordinating its local activities. ARTICLE TWO MEETINGS 2.1 Types of Meetings. Meetings shall be held in January, February, April, June, August, and October, on the 4t' Tuesday, at 4 p.m. Special meetings may be called as needed by the Chairman of the Committee or by the Council Liaison. 2.2 Any member who is absent from more than three consecutive meetings without notice may be declared terminated by the Committee, which will seek another Committee appointment from the Mayor and City Council. 2.3 Fifty percent of the Committee members present shall constitute a quorum of regular and special meetings. 2.4 Roberts Rules of Order shall be the parliamentary authority for all meetings. ARTICLE THREE COMMITTEE MEMBERS 3.1. Number of Committee Members. The business of the Committee shall be exercised, conducted, and controlled by a Committee consisting of no fewer than nine (9) members, one of which will be a member of the Fairhope City Council and will be a voting member. Additionally, three ex-officio members (non -voting) will be a representative and/or member of the Fairhope Educational Enrichment Foundation ("FEEF"), and of the Eastern Shore Art Center Board of Directors, plus a city representative designated by the Mayor and City Council. Ordinance No. 1503 Page -2- 3.2 Classes and Terms of Service (a) The members of the Committee shall be divided into three (3) classes, namely Class I, II and III. Classes I, II and III shall have no more than five (5) members each. The only differences among the Classes I, II and III, Committee members, shall be the time of expiration of the respective initial term of service. (b) Terms of Service of Members. Class I, II and III shall service three (3) year terms except for the initial Class members of Class I and II who shall serve terms as follows: 1) The initial term of service of members in Class I shall expire on the anniversary date of Ordinance 1218 in 2014. 2) The initial term of service of members in Class II shall expire on the anniversary date of Ordinance 1218 in 2015. 3) The initial term of service of members in Class III shall expire on the anniversary date of Ordinance 1218 in 2016. 3.2 No Compensation to be Paid. Committee members shall receive no compensation for their services in serving on the Sister Cities Committee. 3.3 Vacancies. A vacancy(ies) on the Committee shall be filled upon recommendation of the Committee to the Mayor and approved by the Fairhope City Council. ARTICLE FOUR OFFICERS 4.1. Officer Positions. The Officers of the Sister City Committee shall be a Committee Chair, Vice Chair, and Secretary. Officers are selected by a majority vote of the Committee. 4.2 Duties of Chairman. The Chairman shall preside at all meetings of the Committee. 4.3 Duties of Vice Chairman. The Vice Chairman shall preside at all meetings not attended by the chairman. 4.3 Duties of Secretary. The Secretary shall keep the records and minutes of all meetings and provide a copy to the City of Fairhope City Clerk's office. The Secretary will also be responsible for filling out annual membership forms with Sister City International and notifying members and the City Clerk's office of meeting at least 14 days in advance of the meeting. The Secretary shall be responsible for depositing all donated funds with the City Treasurer and requesting any necessary funds through the City Treasurer's office. The Secretary and Chairman will also work with the City Council liaison to request any funds in the City budget each June. ARTICLE FIVE FISCAL MATTERS 5.1 Membership Fee to Sister Cities International ("SCI"). The City of Fairhope, Alabama will be responsible for the payment of the Committee's annual membership fee to SCI. Payment will be requested by the Secretary to the City Treasurer each year. Additionally, the City of Fairhope, Alabama shall not be responsible for any other expenses, including but not limited to travel expenses associated with the Committee, without the expressed consent and prior approval of the City Council. 2 Ordinance No. 1503 Page -3- 5.2 Annual Budget. The Committee Chair, with the assistance of the Secretary, may request allocations in the City budget each year in June. Request should be submitted to the Council Liaison for consideration in the budget and approval by the City Council. 5.3 Reimbursement of Reasonable Expenses. Any member of the Committee shall be reimbursed by the City Treasurer for any expenses incurred for Sister City business that has been budgeted and authorized in advance by the Fairhope City Council. A detailed receipt of the expenses; approved by the City Council Liaison must submitted to the City Treasurer for reimbursement. Severability Clause - The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional by a court of competent jurisdiction, then such ruling shall not affect any other paragraphs and sections, since the same would have been enacted by the municipality council without the incorporation of any such unconstitutional phrase, clause, sentence, paragraph or section. Effective Date — This ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS THE 14TH DAY OF OCTOBER, 2013 Attest: Lisa A. nk , MNfC City Clerk 3