The celebration committee shall consist of nine members.
(1976 Code, sec. 12-41; 1998 Code, sec. 42-121; 2013 Code, sec. 16-88)
The celebration committee members shall serve two-year terms expiring on May 31 of each year; provided, however, members shall serve until their successors are appointed.
(1976 Code, sec. 12-42; 1998 Code, sec. 42-122; Ordinance 2010-11-003, sec. 4, adopted 11/16/10; 2013 Code, sec. 16-89)
Committee members shall be appointed by the city council. Members may be reappointed by the council upon expiration of their terms and vacancies shall be filled for the unexpired terms thereof.
(1976 Code, sec. 12-43; 1998 Code, sec. 42-123; 2013 Code, sec. 16-90)
(a) 
Appointees shall include a member of the parks and recreation board, a representative of local schools, a representative of civic organizations, a senior citizens representative, a youth representative, a representative of local churches, and members at large, who shall be citizens who have demonstrated ability or interest in working for the city in supporting civic activities.
(b) 
If a decision or action of the committee will benefit a member in a manner distinguishable from that in which the public is affected, such member shall reveal this fact in writing to the city secretary and refrain from participating in the action before the committee.
(c) 
Members shall be bound by the provisions of article 2.05, dealing with ethics. The committee is bound by the provisions of the state open meetings law and will hold all of its meetings and workshops in public as therein provided.
(1976 Code, sec. 12-44; 1998 Code, sec. 42-124; 2013 Code, sec. 16-91)
The committee shall meet upon call of the chairperson or the city council. A quorum shall consist of those members attending a noticed meeting.
(1976 Code, sec. 12-45; 1998 Code, sec. 42-125; 2013 Code, sec. 16-92)
The committee shall elect a chairperson, vice-chairperson and secretary. One member shall be selected to act as historian, and one to act as publicity and news dispenser.
(1976 Code, sec. 12-46; 1998 Code, sec. 42-126; 2013 Code, sec. 16-93)
(a) 
Attendance requirements.
Should a member fail to attend at least three of four consecutive announced meetings (regular or otherwise) due to unexcused absences, that member’s office shall automatically be vacated and a vacancy declared in such member’s office.
(b) 
Excused absences.
Excused absences include those absences caused by illness of the member or his immediate family; those caused by employment, i.e., overtime, travel or vacations; and those caused by circumstances normally defined as unavoidable, i.e., “acts of nature or God.” Every reasonable attempt should be made by a member to notify the city secretary of an absence in advance to be considered excused.
(1976 Code, sec. 12-47; 1998 Code, sec. 42-127; 2013 Code, sec. 16-94)
The city manager shall cause city staff to:
(1) 
Provide necessary expertise and resources to assist the committee with budget preparation, and review of expenditures; and
(2) 
Request and seek to obtain from the committee, in a timely manner, their goals and budget information. The city shall provide funds and staff for agenda preparation and posting, typing of minutes, financial oversight, postage and mailing, copying and typing.
(1976 Code, sec. 12-48; 1998 Code, sec. 42-128; 2013 Code, sec. 16-95)
The city celebration committee shall be authorized to act as coordinator of civic, historic recognition and cultural promotion events sponsored or administered by the city. Its duties shall include:
(1) 
Scheduling of events on an annual basis, including revision and updating.
(2) 
Obtaining council approval prior to scheduling events. Events not approved will not be considered city events or activities.
(3) 
Maintaining an historic record of all city events and activities.
(4) 
Reporting to the city council requests from host groups, such as the parks and recreation board, which seek city sanction.
(5) 
Scheduling and overseeing of all fundraising in the name of the city.
(6) 
Publishing and advertising city events (along with host groups) in a manner which will promote the city and its citizens.
(7) 
Acting as host group for the annual Christmas tree lighting ceremony and employees’ Christmas party.
(8) 
Acting as host group for special events assigned by the city council.
(9) 
Budgeting and reporting expenditures and a proposed income for planning projects.
(10) 
Requiring that host groups budget adequate funds for the committee to provide service to the host group.
(11) 
Prepare and submit for council approval bylaws which provide for time and place of meetings and detailed procedures for approval of purchases and expenditures of funds.
(12) 
Prepare and submit to the city council for approval annual goals, programs, events and obligations of resources, complying with applicable codes and enabling documents; such goals, programs, events and obligations shall be supported with an annual budget prepared in accordance with the prescribed city budget process, and the budget shall detail the costs thereof in terms of people, money, buildings and any other required resources.
(13) 
Cause all funds received to be deposited with the city’s depository bank and to be expended only in accord with the city’s regular budgetary and fiscal restraints.
(14) 
Develop and present to the council for prior approval programs which clearly define goals, objectives, tasks, reports, timeframes and responsible members.
(15) 
The chairperson shall prepare and present to the city council a quarterly report of activities at the same time the city director of finance’s quarterly financial report is presented. Such report shall contain status and activity reports on programs, events, funds and personnel, and recommendations for improvement or change.
(16) 
The committee shall use standardized reports and reporting processes.
(1976 Code, sec. 12-49; 1998 Code, sec. 42-129; 2013 Code, sec. 16-96)