Charter of the Bethlehem-Tondabayashi Sister City Commission

ARTICLE ONE

NAME

SECTION 1.

This organization shall be known as the Bethlehem —Tondabayashi Sister City Commission. Article 141, Ordinance 2327, Sister City Commission, established this organization in 1972.

ARTICLE TWO

PURPOSE

SECTION 1.

The purpose of this organization shall be to promote friendship and understanding between Bethlehem and Tondabayashi. To fulfill this purpose, the Commission shall:

(a) work with the Sister City Commission of Tondabayashi, Japan, to promote better understanding, exchange cultural interests, promote trade interests and tourism, and exchange general ideas.

(b) prepare and submit periodic reports of its activities to the Mayor and Council and make recommendations to the Mayor and Council in connection with the achievement of its objectives.

(c) oversee a Student Exchange Program between Bethlehem and its Japanese Sister City of Tondabayashi. The Bethlehem Sister City Commission will interview the applicants and select the students, a majority of whom shall be residents of the City of Bethlehem.

ARTICLE THREE

MEMBERSHIP

SECTION 1.

The Commission shall be composed of no more than twenty members, a majority of whom shall be residents of the City of Bethlehem, to be appointed by the Mayor subject to the approval and confirmation of Council. They shall serve without compensation. Commission members shall primarily be individuals who have visited Tondabayashi, Japan, or who have demonstrated a personal interest in developing a stronger relationship between Bethlehem and its Japanese Sister City.

SECTION 2.

Appointments shall be for three-year terms. Commission members may propose candidates for membership. These will be reviewed by the Nominating Committee, and their names will be submitted to the Mayor by the Commission Chairman. Commission members will be expected to actively serve on committees and attend two-thirds of all general meetings.

SECTION 3.

An honorary membership may be conferred, by a majority vote of the membership, upon a person who has contributed meritorious service. Honorary members will not have voting privileges.

ARTICLE FOUR

OFFICERS

SECTION 1.

The officers of the Commission shall be a Chairman, a Vice-Chairman, a Secretary, and a Treasurer.

SECTION 2.

All officers shall be elected at the October annual meeting in odd-numbered years.

SECTION 3.

Each officer shall hold office for a term of two (2) years or until a successor shall have been elected.

SECTION 4.

Transfer of authority shall take place upon election of the new officer. Retiring or outgoing officers shall deliver to their successors all books, papers, records, and materials pertaining to said office within one (1) month after the expiration of their term of office.

SECTION 5.

Any vacancy occurring in any office shall be filled by two-thirds vote of the Executive Board. The member so elected by the Executive Board shall serve for the remainder of the term of the officer originally elected to said office, or until a successor shall have been elected.

ARTICLE FIVE

MEETINGS

SECTION 1.

The annual meeting of the Commission shall be held in October unless otherwise determined by action of the Board.

SECTION 2.

The Board will, as it deems necessary, call general meetings of the membership in order to conduct business consistent with the aims of the Commission. Written notification shall go out to the membership at least one (1) week prior to the meeting. Emergency meetings may be called at the discretion of the Chairman, without written notification.

SECTION 3.

The Chairman will call meetings of the Board as needed.

SECTION 4.

Fifty percent (50%) of the total membership of the Commission shall constitute a quorum for the transaction of business at any meeting. A majority of such quorum shall decide any questions that may come before the meeting.

ARTICLE SIX

DUTIES OF OFFICERS

SECTION 1.

The Chairman shall preside at all meetings of the Commission as well as all meetings of the Executive Board; shall approve for payment all bills, if proper and correct, incurred by the Board and its committees; and shall sign all necessary legal papers. The Chairman shall have general supervision over the work of the Commission and perform such duties as are incident to the office. Reports shall be made to the Commission as may be necessary.

SECTION 2.

The Vice-Chairman shall preside when the Chairman is absent or otherwise unable to carry out the duties of his office.

SECTION 3.

The Secretary shall keep the minutes of the Commission and the Executive Board meetings, keep a corrected list of members, send notices of meetings, and send and file correspondence and other official documents. The Secretary shall send minutes of all Commission meetings to the Mayor's office.

SECTION 4.

The Treasurer shall be responsible for all funds received by the Commission, deposit said funds in a bank account approved by the Executive Board, and keep written account of all funds received and all expenditures of funds. A treasurer's report shall he given at all official general meetings.

ARTICLE SEVEN

EXECUTIVE BOARD

SECTION 1.

The Executive Board shall consist of all elected officers.

SECTION 2.

The Chairman shall convene the Executive Board when needed in order to conduct business related to the aims of the Commission.

ARTICLE EIGHT

COMMITTEES

SECTION 1.

The Nominating Committee shall consist of three (3) members. The Board shall appoint the Nominating Committee. One person shall be designated to act as Director. The Nominating Committee shall nominate a candidate for each office. The slate of officers shall be presented in writing to the Commission at least one (1) week prior to the election. Additional nominations may be made from the floor at the election meeting.

SECTION 2.

An Auditing Committee, consisting of three (3) members, shall be appointed by the Chairman three (3) months prior to the election of new officers. This Committee shall audit the Treasurer's books and submit their report to the Board.

ARTICLE 141

SISTER CITY COMMISSION

141.01 Establishment; appointment, term and vacancy.

141.02 Officers and rules of procedure.

141.03 Duties.

141.01 ESTABLISHMENT; APPOINTMENT, TERM AND VACANCY.

There is hereby established the Sister City Commission of the City of Bethlehem to be composed of no more than twenty members, to be appointed by the Mayor subject to the approval and confirmation of Council, and who shall serve without compensation. Members of the Commission are required to be residents of the City of Bethlehem; provided, however, that up to five (5) members shall not be required to be residents of the City. Commission members shall primarily be individuals who have visited Tondabayashi, Japan or who have demonstrated a personal interest in developing a stronger relationship between Bethlehem and its Japanese Sister City. Of the original appointees to the Commission, one-third shall serve for terms of three years, one-third for two years and one-third for one year, respectively. Thereafter, all appointments shall be for three-year terms, which will expire on October 1 of the third year of the term. Any vacancy shall be filled for the unexpired term in the same manner as original appointments. The Mayor, with the approval of Council, may remove any member without cause assigned. (Ord. 3032 §1. Passed 10/22/85; Ord. 3271. Passed 6/6i'89; Ord. 3617. Passed 5/17/94; Ord. 4046 Passed 12/5/00)

141.02 OFFICERS AND RULES OF PROCEDURE.

The Sister City Commission shall elect one of its members as Chairman, may elect such other officers within their group as it may deem necessary, and may adopt such rules of procedure as are necessary to accomplish the duties prescribed in Section 141.03. (Ord. 2327 §2. Passed 11 28/72.)

141.03 DUTIES.

The Sister City Commission shall:

(a) Work with the Sister City Commission of Tondabayashi, Japan to promote better understanding, exchange cultural interests, promote trade interest, tourism, and exchange general ideas.

(b) Prepare and submit periodic reports of its activities to the Mayor and Council and from time to time to make recommendations to the Mayor and Council in connection with the achievement of its objectives. (Ord. 2327 §3. Passed 11/28/72.)

(c) Oversee a Student Exchange Program between Bethlehem and its Japanese Sister City of Tondabayashi. The Bethlehem Sister City Commission will interview the applicants and select the students. Students residing outside the City of Bethlehem may be selected only when the list of students who reside within the limits of the City of Bethlehem and who meet the criteria for selection has been exhausted. (Ord. 3271. Passed 6/6/89.)