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Home My WebLink About3.3 Youth Advis Appoint & Bylaws~~~~ \ ~~ ~ ~~ \~ CITY CLERK File # ^~~ 0^-~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 2, 2008 SUBJECT: Youth Advisory Committee Appointments and Amendments to the Bylaws and Rules of Procedure for the Youth Advisory Committee Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: 1. Resolution Amending Bylaws and Rules of Procedure for the Youth Advisory Committee RECOMMENDATION: 1. Adopt Resolution Amending Bylaws and Rules of Procedure p 2. Confirm Mayor's appointments to Youth Advisory Committee ~,~ / ~ for the term of September 2008 through May 2009 FINANCIAL STATEMENT: None DESCRIPTION: The term of office for the Youth Advisory Committee expired in August 2008. The openings for the upcoming term were advertised at the local middle and high schools, on the City's website and press releases were sent to the Tri-Valley Herald, Valley Times and CTV. As per the Bylaws and Rules of Procedure for the Youth Advisory Committee, the composition of the Youth Advisory Committee is composed of a minimum of nine and a maximum of thirteen youth members and two alternates. At least three must be from Middle School and six from High School. 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. Additionally, there are four non-voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce, and the At-Large Community. The Mayor, with the approval of the City Council appoints the youth members, the one at-large adult member and the two alternates. The remaining three adult members are appointed by their representing agency/body. COPY TO: Applicants Page 1 of 2 ITEM NO. J• G:ACOUNCIL~Agenda Statements\2008\9-2 YAC Appointments.doc Fourteen applications were received for the youth member positions; all of which are high school students. No applications were received from Middle School students or for the adult At-Large Community member. As a result, the Mayor is proposing several amendments to the Bylaws and Rules of Procedure for the Youth Advisory Committee. First, it is proposed to increase the number of alternates from two to three. For the past few years, there has been more interest from high school students than available spots on the Committee. By increasing the number of alternates, more youth can be involved. Second, it is proposed to change the term of office for Committee members from September 1 through August 31 annually to June 1 through May 31 annually. This will allow Staff to recruit Committee members prior to summer break. For the second year in a row, the application period was extended due to insufficient applications. Changing the term of office to have the application period when school is in session may result in a greater number of applications, particularly from Middle School students. This will also allow Staff to recruit students on campus before the break for the summer. The proposed revisions are shown on Exhibit A to Attachment 1. The text to be deleted is shown as strikethrough text, and the text to be added is shown by double underline. Staff recommends that the City Council adopt the Resolution in Attachment 1 amending the Bylaws and Rules of Procedure for the Youth Advisory Committee. It is then recommended that the City Council consider the Mayor's appointments to the Youth Advisory Committee. As noted previously, there were 14 applications received. The Mayor recommends appointment of the following 11 high school students. 10"' 1 Oth 1 Oth i0th 10th 1 1 th 1 1 th 11th 11th 1 l th 1 1 th Members Aslan Brown Emily Edlund Christian Heinz Alex Rogers Cam Hhung Tran Annie Arcuri Daniel Heddy Taylor E. King Van Le Justin Minor Julia Pak School Dublin High School Dublin High School Dublin High School Dublin High School Dublin High School Dublin High School Dublin High School Venture School Dublin High School Dublin High School Dublin High School The recommended youth alternates are Bre'Auna Pontiflet (10th grade, DHS), Alka Pande (11th grade, DHS) and Isabella Europa (12th grade, DHS). The Mayor recommends that the application period remain open for the remaining two spots on the Youth Advisory Committee and that outreach is done at Wells Middle School and Fallon Middle School for applicants. Additionally, the application period for the adult at-large representative will remain open: RECOMMENDATION: Staff recommends that the City Council take the following action: 1) Adopt Resolution Amending Bylaws and Rules of Procedure; and 2) Confirm Mayor's appointments to Youth Advisory Committee for the term of September 2008 through May 2009. Page 2 of 2 ~~ RESOLUTION NO. - 08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE YOUTH ADVISORY COMMITTEE AND RESCINDING RESOLUTION NO.'S 7-98 AND 77-00 WHEREAS, the Youth Advisory Committee was approved by the City Council on October 21, 1997; and WHEREAS, Resolution 7-98 establishing Bylaws and Rules of Procedure for said Committee was adopted by the City Council on January 6, 1998; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No. 77-00; and WHEREAS, in order to involve more youth in the Committee, it is recommended that the number of alternates be increased from two (2) to three (3); and WHEREAS, Section II of the Bylaws and Rules of Procedure dealing with Committee Composition and Method of Appointment has been modified to reflect this change; and WHEREAS, it is desirable to change the term of office from September through August to June through May annually; and WHEREAS, Section III of the Bylaws and Rules of Procedure dealing with Term of Office and Removal has been modified to reflect this change. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Youth Advisory Committee contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in resolution No.'s 7-98 and 77-00 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 2nd day of September 2008. AYES: NOES: ABSENT: ABSTAIN: Janet Lockhart, Mayor ATTEST: Caroline Soto, City Clerk ATTACHMENT 1 ~~Ph~ CITY OF D UBLIN YOUTHADVISORY COMMITTEE BYLAWSAND 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) three 3 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 anon-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 c° -pst June 1 and terminating on the following -nom,,,.„s~~t Mav 3131 (or until their successors are appointed). During the months of June through ~ 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 maybe 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 term 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. Bylaws and Rules of Procedure Youth Advisory Committee EXHIBIT A Page 1 of 3 September 2, 2008 IV. VACANCIES 3~y 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 fora 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 9Eteber September 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 term. 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. Bylaws and Rules of Procedure Page 2 of 3 Youth Advisory Committee September 2, 2008 ~,, ~f B. A majority of the voting members of the Advisory Committee shall constitute a quorum or 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. 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 ADVISORY 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 maybe amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Youth Advisory Committee September 2, 2008 ~~ ~ ' !~ ~~.. . RESOLUTION NO. 77 - 00 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE YOUTH ADVISORY COMMITTEE WHEREAS, the Youth Advisory Committee was approved by the City Council on October 21, 1997; and WHEREAS, the Bylaws and Rules of Procedure for the Youth Advisory Committee were adopted by the City Council on January 6, 1998; and ~ ~~~ WHEREAS, the Youth Advisory Committee has reviewed the Bylaws and Rules of Procedure and is recommending modifications to the sections relating to Committee Composition and Method of Appointment, Term of Office and Removal, Officers, Meetings and General Responsibilities of the Committee; and WHEREAS, the proposed modifications have been reviewed by the Parks and Community Services Commission; and WHEREAS, the proposed modifications do not substantially change the initial charge of the Youth Advisory Committee. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Youth Advisory Committee as contained in Exhibit A, attached hereto. PASSED, APPROVED AND ADOPTED this 6th day of June, 2000. AYES: Councilmembers Howard, McCormick, Zika, Lockhart and Mayor Houston NOES: None ABSENT: None ABSTAIN: None Mayor ATTEST: City Clerk Kz/G/6-6-00/reso-yac-bylaws.doc (Item 4.2)