§ 2-263. Organization and meetings.

(a)

Organizational meeting.

(1)

The Okra Strut Commission shall hold its first meeting for the coming festival year prior to November 15 of each year. This meeting shall be at the call of the mayor or his designee. The mayor, or his designee, shall preside over this meeting and shall bring forth action regarding the following administrative duties:

a.

Discuss specific projects and/or needs within the town which the town council will recommend be emphasized in its fundraising and promotional efforts for that year.

b.

Returning members, shall elect one of their number as chairperson, one as vice-chairperson, one as secretary, and one as comptroller who shall be responsible for cash receipts during the festival. Those elected shall serve one year terms, or until officers are selected the following year.

c.

Determine which, if any, vacancies exist on the commission and notify the town administrator of the number of vacancies. The town administrator will advertise for the vacancies through all available media sources and provide the list to council for their approval.

(2)

The commission chairperson shall report in writing to the town council the results of the annual organizational meeting, to include suggestions for appointment to the commission by the council, projects to be sponsored by the commission's fundraising efforts, and such other matters as are appropriate. This report shall be made no later than the first regular council meeting in December. The commission chairperson shall be in attendance at this meeting of the council and all council meetings that have agenda items pertaining to the Okra Strut.

(b)

Subsequent meetings.

(1)

Except as otherwise provided, the commission shall meet at the call of the chairperson or on the call of a majority of the membership. The commission shall keep records of its proceedings to comply with the state Freedom of Information Act, and shall adopt rules of procedure to govern the conduct of its proceedings consistent with the state and local laws.

(2)

The commission chairperson shall name all committees and subcommittees necessary and make appointments from both voting and nonvoting members.

(3)

If at any time the chairperson cannot perform the duties of his position, the vice-chairperson shall assume those duties until such time, if any, that the chairperson can resume those duties. If at any time, any other elected positions within the commission become vacant, the chairperson shall call for a special election to fill said vacancies. Any changes in the elected officers of the commission shall be immediately reported in writing to the council.

(4)

The Okra Strut Commission shall hold an "exit" and/or "lessons learned" meeting within 30 days of the completion of the Okra Strut Festival. This meeting will identify all the positive and negative issues that occurred during the festival. The commission will discuss these issues, prepare recommendations and the chairman and/or coordinator will present a final report to the town council at the first regular scheduled council meeting in November following the festival. This report will include the Okra Strut Festival's final budget.

(Code 1985, § 11-103; Ord. No. 15-09, 7-21-2015; Ord. No. 15-20, 1-19-2016)