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HomeMy WebLinkAbout7.1 YAC Responsibilities AGENDA STATEMENT CITY of YOUTH ADVISORY COMMITTEE DUBLIN MEETING DATE: June 25, 2014 SUBJECT: Youth Advisory Committee Responsibilities Prepared by Frank Luna, Recreation Supervisor ATTACHMENTS: Adopted Bylaws and Rules of Procedure RECOMMENDATION: Receive Report and review the responsibilities of the Committee as contained in the Bylaws and Rules of Procedure. FINANCIAL STATEMENT: None DESCRIPTION: Staff will review the Youth Advisory Committee Bylaws and Rules of Procedure with the Committee Members. The general responsibilities of the Youth Advisory Committee as included in the Bylaws and Rules of Procedure are as follows: VII. 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, Youth Advisory Committee Members are expected to attend all regular meetings and subcommittee meetings as assigned; attend the activities planned and sponsored by the Youth Advisory Committee; and promote youth activities and provide support for successful implementation of youth activities and programs. The responsibilities of the Youth Advisory Committee are fairly broadly defined. Staff suggests that the Youth Advisory Committee Members discuss the responsibilities outlined above and if changes are suggested, inform Staff. RECOMMENDATION: Staff recommends that the Youth Advisory Committee Members receive the Report and review the responsibilities of the Committee as contained in the Bylaws and Rules of Procedure. COPIES TO: G:\COMMISSIONS&COMMITTEES\YAC\14-15 Agenda Statements\YAC agenda statement 6-25-7.2 ITEM NO: 7.1 C'LTY OF DUBLIN YOUTHADVISORY COMMITTEM B'YLAWSANp RULES OFPROCEDURE 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 COMPOSITIONAND METHOD OFAPPOINTMENT A. The Youth Advisory Committee shall be composed of a minimum of nine (9) and a maximum of thirteen (13) youth members and 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. Y C. One member of the Parks and Community Services Commission shall serve as a non-voting member of the Advisory Committee. I11. TERM OF OFFICE AND REMOVAL A. Youth Advisory Committee Members shall serve a one (1) year term, commencing June 1 and terminating on the following May 31 (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 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 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 Page 1 of 3 Youth Advisory Committee September 1, 2009 ATTACHMENT 1 IV. VACANCIES A. 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 twe vacancies on the Advisory Committee, vacancies shall be filled in the same manner as the original appointment. V. OFFICERS A. Election and Tern of Office. The Chairperson and Vice Chairperson are elected by the majority of the Youth Advisory Committee for a one-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 June 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 Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for two consecutive years. 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 or 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. V 11. 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. Bylaws and Rules of Procedrre Page 2 of 3 Youth Advisoiy Committee September 1, 2009 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. VI11. 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 A. 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. STAFFASSISTANCE A. 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 A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Youth Advisory Committee September 1, 2009