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specify the time and place of the special meeting and the business to be transacted at the meeting The Council may take final action only concerning matters identified in the meeting notice. The agenda for meetings shall be prepared by the Chair and Co -Chair, with prior input from Council members, either in writing or from input at a prior meeting. The Recording Secretary shall distribute meeting agendas along with the minutes of the prior meeting. Minutes shall be taken and reproduced by the Recording Secretary. In order for the Council to function properly, all members need to actively participate. If a non -statutory member is absent three (3) or more times in any given year, the Council may, at their option, seek a replacement for such member in accordance with the appointment procedures established previously. A member shall not be deemed to have been absent if they had an alternate attend in their place. E. VOTING; QUORUM Each member shall have one vote to cast on any business to be conducted by the Council. Voting shall be by a member or his/her alternate, and proxy voting will not be allowed. At all meetings of the Council nine members of the Council shall be necessary to constitute a quorum for the conduct of business. Once a quorum is established, any business may be authorized by a simple majority of the members present; provided however, any amendment of the mission statement and by-laws by the Council shall be subject to further approval by the Board of County Commissioners. F. RECORDS RETENTION: The records of the Kittitas County Law and Justice Council shall be housed in the Office of the Board of County Commissioners. The Board of County Commissioners shall be responsible for addressing any and all requests for public disclosure, creation of an index of documents, a filing system, and other necessary operations for records retention. G. COMMITTEES: Committees shall be created from time -to -time as deemed necessary by the Council. The Chair and Co -Chair shall be responsible for staffing such committees with sufficient numbers of volunteers to complete the task assigned. There shall be certain standing committees, and such other committees as are created by the Council. A 2/3 majority of members shall be required to create or eliminate a standing committee. A simple majority vote shall be necessary to establish or eliminate any other committee. STANDING COMMITTEES: a. EXECUTIVE COMMITTEE: A five -member Executive Committee, composed of the Chair, Co -Chair, chair of the Budget Committee, and two members of the Council chosen annually by the members of the Council, responsible for determining priorities; identifying the nature of priorities for projects