Loading...
HomeMy WebLinkAbout09-28-2005 YAC Agenda PacketAGENDA CITY OF DL, —IN YOUTH ADVISORY COMMITTL_ NVIEETING WEDNESDAY, SEPTEMBER 28, 2005 7:30 P.M. DUBLIN CIVIC CENTER REGIONAL MEETING ROOM, 100 CIVIC PLAZA 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ORAL COMMUNICATIONS 3.1 Introductions and Ice Breaker Activity 3.2 Public Continent At this time, the public is permitted to address the Youth Advisory Committee on non-agendized items. The Committee Hurst, however, comply with all State Laws in regard to items not appearing on the posted agenda. The Committee may respond to statements made or questions asked, or ntay request Staff to report back at a future meeting concerning the natter. Any member of the public may contact the Office of the Parks and Community Services Manager related to the proper procedure to place an item on a future Youth Advisory Committee agenda. The exceptions under which the Youth Advisory Committee MAY discuss and/or take action on items not appearing on the agenda are contained in GC 54954.20)(1)(2)(3). 4. MINUTES OF THE REGULAR MEETING - NONE 5. WRITTEN COMMUNICATIONS - NONE 6. UNFINISHED BUSINESS - NONE 7. NEW BUSINESS 7.1 Advisory Committee Orientation Staff will review the Committee's Bylaws and other materials related to serving as a Committee Member. STAFF RECOMMENDATION: Receive report. 7.2 Overview of Teen Budget Staff will give a presentation about the operating budget for the City's teen programs. STAFF RECOMMENDATION: Receive report. 7.3 Teen Website As part of the Goals and Objectives Study Session for Fiscal Year 2005-2006, the Youth Advisory Committee and the City Council identified a high priority goal to establish a new website for Dublin teens. The Committee will begin discussions about the types of features that could be offered on the website. STAFF RECOMMENDATION: Receive report, provide input on potential website features, and appoint three Committee Members to serve on a subcommittee to help interview and select a website design consultant. 8. OTHER BUSINESS 8.1 Brief INFORMATIONAL ONLY Committee Reports from Youth Advisory Contntittee Members and/or Staff 9. ADJOURNMENT This NOTICE is posted in accordance with Government Code Section 54954(b)(3). If requested, this agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability -related modification or accommodation, please contact the Office of the Parks and Community Services Department (925) 833-6645 at least 72 hours in advance of the meeting. CITY OF DUBLIN YOUTH ADVISORY COMMITTEE AGENDA STATEMENT MEETING DATE: September 28, 2005 SUBJECT: Advisory Committee Orientation ATTACHMENTS: 1. Youth Advisory Committee Bylaws 2. Commissioner's Handbook (Committee Members Only) 3. Meeting Guide (Committee Members Only) RECOMMENDATION: Receive report FINANCIAL STATEMENT: None DESCRIPTION: In order to familiarize the Committee Members with their roles and responsibilities, Staff will review the attached materials. The Bylaws outline the Committee's purpose, policies and procedures. The Commissioner's Handbook offers an overview of the City of Dublin as it relates to serving as an appointed member of a Commission or Advisory Committee. The meeting guide explains how public meetings operate. For example how to conduct business, make motions and conduct voting. RECOMMENDATION Staff recommends the Advisory Committee receive the report. COPIES TO: ITEM NO. 7.1 \\FILESERVERI\pcs_I\Y.A.C\05-06 YAC\Agenda Statements\09-28-05 Orientation.DOC CITY OF D UBLIN YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Youth Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT A. The Youth Advisory Committee shall be composed of a minimum of nine (9) and a maximum of thirteen (13) youth members and two (2) alternates. At least three (3) of the Committee Members must be from Middle School and six (6) from High School. Additionally, there shall be four (4) non -voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce, and At -Large Community. The Mayor, with the approval of the City Council, shall appoint the youth members, the one at -large adult member and the two alternates to the Advisory Committee. The remaining three adult members shall be appointed by their representing agency/body. In the event that there are insufficient applications to meet the Middle School -High School ratio, the Mayor may make appointments from any of the grade levels. B. Committee Members may resign at any time by giving written notice to the Mayor, City Clerk, and Parks and Community Services Director or his/her designate. C. One member of the Parks and Community Services Commission shall serve as a non -voting member of the Advisory Committee. III. TERM OF OFFICE AND REMOVAL A. Youth Advisory Committee Members shall serve a one (1) year term, commencing September 1st and terminating on the following August 31 st (or until their successors are appointed). During the months of July and August meetings will be held as necessary. At the end of a Committee Member's term, the Committee Member may be reappointed to the Advisory Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee Member may serve. B. Advisory Committee Members may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Committee Members shall be made only at a regularly scheduled meeting of the City Council. C. If a member of the Advisory Committee is absent from two (2) consecutive meetings or three (3) meetings during the teu ii without permission from said Advisory Committee, or if a Committee Member ceases to reside in the City of Dublin or, in the case of youth members, ceases to be enrolled in school, said Committee Member's office shall be declared vacant. Additionally, if a Committee Member is late by more than 20 minutes to two meetings without permission from said Advisory Committee, this shall constitute one absence. ADOPTED 6/6/00 IV. VACANCIES Vacancies on the Youth Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term by the alternates. In the event that there are more than two vacancies on the Advisory Committee, vacancies shall be filled in the same manner as the original appointment. V . OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Youth Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as Members of the Advisory Committee expire. The officers are elected each year at the October meeting of the Advisory Committee. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee Members are present. The secretary to the Advisory Committee will be the City Manager or his/her designate. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the teiiii. C. Duties of Officers. The Chairperson performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints subcommittees and chairpersons of subcommittees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Community Services Commission and City Council. 5. Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining Members shall elect one of their Members to act as temporary Chairperson. VI. SUBCOMMITTEES A. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its Members, but fewer than a quorum, to serve as a Subcommittee. The Advisory Committee may appoint non -committee members to the Subcommittee in an effort to obtain additional public involvement as needed. Subcommittees make recommendations directly to the Advisory Committee. A Subcommittee may not represent the Advisory Committee before the Commission or Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. VII. MEETINGS A. The Youth Advisory Committee shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. 2 VIII. GENERAL RESPONSIBILITIES OF THE COMMITTEE A. Provide input on youth services and programming to the Parks and Community Services Commission, City Council and to City Staff. B. Address issues that affect youth in the community. C. Assist with the promotion and implementation of youth activities. D. Generate an annual report on the progress of the Youth Advisory Committee. Additionally, Committee Members are expected to attend all regular meetings and subcommittee meetings as assigned; attend the activities planned and sponsored by the Advisory Committee; and promote youth activities and provide support for successful implementation of youth activities and programs. IX. DUTIES OF COMMITTEE TO BE AD VISOR Y ONLY It is intended that the Youth Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. X. STAFF ASSISTANCE The City Manager shall provide the Youth Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. XI. AMENDMENTS These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 3 CITY OF DUBLIN YOUTH ADVISORY COMMITTEE AGENDA STATEMENT MEETING DATE: September 28, 2005 SUBJECT: Overview of Teen Budget ATTACHMENTS: None RECOMMENDATION: Receive report FINANCIAL STATEMENT: None DESCRIPTION: In June the City Council approved the Fiscal Year 2005-2006 Parks and Community Services Budget, which includes funding for operating the City's teen programs. The total Parks and Community Services expenditure budget is $3.2 million. This is partially offset by $1.3 million in user fees, resulting in a net cost of $1.9 million. The Teen operating budget for Fiscal Year 2005-2006 is $159,835. It is anticipated that $69,420 will be generated in revenue, resulting in a net cost of $90,415. This represents an increase of approximately $41,000 over the estimated net cost for Fiscal Year 2004-2005. The increase is primarily attributable to the addition of the new after school program at Fallon School and the creation of a new teen website. Staff will make a more in-depth presentation on the Teen operating budget and the City's Five -Year Capital Improvement budget at the meeting. RECOMMENDATION Staff recommends the Advisory Committee receive the report. COPIES TO: ITEM NO. 7.2 \\FILESERVER1\pcs_1\Y.A.C\05-06 YAC\Agenda Statements\09-28-05 Teen Budget Overview.DOC CITY OF DUBLIN YOUTH ADVISORY COMMITTEE AGENDA STATEMENT MEETING DATE: September 28, 2005 SUBJECT: Teen Website ATTACHMENTS: None RECOMMENDATION: Receive report, provide input on potential website features, and appoint three Committee Members to serve on a subcommittee to help interview and select a website design consultant. FINANCIAL STATEMENT: None DESCRIPTION: As part of the Goals and Objectives Study Session for Fiscal Year 2005-2006, the Youth Advisory Committee and the City Council identified a high priority goal to establish a new website for Dublin teens. The purpose of the website is to promote and support a high quality of life for teens in Dublin, and to improve communication with local teens regarding available programs, events, classes and services. This will be a significant project for the Advisory Committee this year. The Committee Members will be closely involved with providing input on the design, marketing and implementation of the website. Funds have been included in the budget to contract with a web design firm to create the website. Funds have also been included for ongoing maintenance of the website. The first step in the process will be to distribute a Request for Proposals (RFP) to website design firms in the area. The RFP will describe the scope of the project and include information about the types of features that the City may want to include on the website. The RFP will request interested firms to submit a written proposal outlining their qualifications and fees. The most qualified firms that submit a proposal will be asked to participate in an interview. The interview panel will include City staff and three members of the Youth Advisory Committee. After a design firm is selected the Youth Advisory Committee will provide more detailed input on the layout, design, colors, and content for the website. The Committee will also be involved in developing and implementing a marketing campaign to provide maximum exposure for the website in the community. Prior to this meeting it's suggested that the Committee Members visit some other teen websites to become familiar with the types of features that could be included on Dublin's website. Two local websites are the City of Pleasanton's at www.ptown411.com and the City of Walnut Creek's at www.realwc.org. Committee Members should also review other "private sector" websites that cater to teens to determine if there are other trends or features the City should consider when developing Dublin's website. RECOMMENDATION Staff recommends the Advisory Committee receive the report, provide input on potential website features, and appoint three Committee Members to serve on a subcommittee to help interview and select a website design consultant. COPIES TO: ITEM NO. 7.3 \\FILESERVER1\pcs_1\Y.A.C\05-06 YAC\Agenda Statements\09-28-05 Teen Website.DOC