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HomeMy WebLinkAbout8.3 Youth Advisory Committee Alternatives or 19 82 STAFF REPORT CITY CLERK ` CITY COUNCIL File #110-30 DATE: June 16, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager " SUBJECT: Potential Alternatives for Youth Advisory Committee Prepared by Rhonda Franklin, Administrative Analyst 1 EXECUTIVE SUMMARY: At the May 19, 2015 City Council meeting, the City Council requested Staff investigate potential alternatives for the appointment process and composition of the Youth Advisory Committee. Staff has prepared information on several options for the City Council's consideration. FINANCIAL IMPACT: Expanding the number of Youth Advisory Committee Members would likely result in additional Staff time dedicated to the Advisory Committee by up to 30 hours per month. Additional evaluation would be necessary to determine whether additional resources are needed to augment existing Staff or whether a re-prioritization of current programs and services would be required. RECOMMENDATION: Staff recommends that the City Council receive the report and provide direction. � r Submitted By l Reviewed By Parks and Community Services Director Assistant City Manager DESCRIPTION: At the May 19, 2015 meeting, the City Council requested Staff review the current composition of the Youth Advisory Committee and present potential alternatives to the composition and appointment process of the Youth Advisory Committee. Background The formation of the Youth Advisory Committee was approved by City Council on October 21, 1997. Prior to its formation, in June 1995 the City Council appointed 13 teens representing grades 9 to 12 to a Teen Task Force for a period of one school year. Staff assessed the Task Force and found that Task Force members felt that a more formal body with established goals Page 1 of 5 ITEM NO. 8.3 and objectives would provide more structure and permanency to the group, and increase member participation. As a result, and upon recommendation of the Parks and Community Services Commission, the City Council formally approved the formation of the Youth Advisory Committee. The Youth Advisory Committee was originally formed of 11 youth members; one from each grade of middle school and two from each grade of high school; and four adult members. Appointment of the Advisory Committee was made by the City Council upon recommendation of the Parks and Community Services Commission, which reviewed the applications and interviewed the candidates. On June 6, 2000, the City Council approved an amendment to the Youth Advisory Committee Bylaws and Rules of Procedure by consent which increased the number of youth members from 11 to 13 in order to provide for more flexibility in appointing and maintaining representation on the Advisory Committee. The composition of the Advisory Committee was also amended from requiring a specific number from each grade level to at least three middle school and six high school students. The quantity of applications received for the Youth Advisory Committee can vary widely from year to year. This year, 60 applications were received by the application deadline. The table below shows the number of applications received over the past five years. Year Number of Youth Applicants 2015-2016 60 (current year) (current year) 2014 - 2015 29 2013 - 2014 20 2012 - 2013 47 2011 - 2012 17 2010 - 2011 16 Survey of Tri-Valley Agencies Staff looked into the structure and composition of other youth advisory bodies in the Tri-Valley area. Agencies surveyed were the Town of Danville, and the cities of Livermore, Pleasanton, and San Ramon. The table below provides a summary of the information obtained: City Members Alternates Composition Members Appointment Process Dublin 13 3 Middle School (3) 4 Mayor recommendation subject to High School (6) City Council approval Danville 15 None Grades 6 to 12 None Town Staff Livermore 15 None Ages 12 to 20 3 Subcommittee recommendation subject to City Council approval Middle School (3) Pleasanton 11 3 High School (3) 1 Mayor recommendation subject to City Council approval Grades 6 to 12 (4) Page 2 of 5 City Members Alternates Composition Members Appointment Process San Ramon 17 2 Grades 9 to 12 None Parks Commission recommendation subject to City Council approval Potential Alternatives Staff developed the following alternatives for the composition and structure of the Advisory Committee. Composition Options Alternative 1: No change The current Youth Advisory Committee Bylaws and Rules of Procedure provide for a composition of up to 16 members: nine to 13 regular members and three alternates. At least three of the Advisory Committee must be from middle school and six from High School. Additionally there shall be four non-voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce, and At-Large Community. This composition of youth members provides for efficiency and manageability while maintaining a high level of participation from each member, thereby increasing the effectiveness of the group. This size allows for Committee Members to form subcommittees of small groups that are dedicated and effective, and provide meaningful roles for each Member. Alternative 2: Expand the Size of the Advisory Committee Expanding the size of the Youth Advisory Committee would allow more youth to participate on the Advisory Committee. With a larger group, consensus and group management could present increased challenges that take away from the focus and productivity of the group. The length of meetings could increase and thus decrease overall member participation. Meetings are currently held during a weekday evening throughout the year, with meetings in July and August held as necessary. The City of San Ramon recently reduced the number of members on the Teen Council from 21 to 17 to provide for a more "efficient, streamlined committee process that would make a more positive impact on teen issues..." In addition to reducing the number of members, San Ramon also changed the composition of the Teen Council from middle school and high school to high school only. The Teen Council felt that "middle school students could be better represented through either a sub-committee, by the Teen Council having direct dialogue with the middle school's Leadership, or through other events or communication." They also felt that "the age differential, maturity level and communication level between a 10-year old and an 18-year old is not effective on the committee" and that this would "assist in limiting the number of applications received and reviewed each year." As mentioned above, the number of applications received for the Advisory Committee can vary widely from year to year. This year 60 applications were received; however, last year a much smaller number of 29 applications was received. Over the five-year history, a low of 16 applications were received in 2010, which matches the current maximum size allowance of the Advisory Committee. Maintaining a moderate size allows for more flexibility in the selection process and could also allow the Advisory Committee to continue as a full body when applications submittal numbers are low. Page 3 of 5 It is estimated that expanding the size of the Advisory Committee would increase Staff time. The increase is somewhat dependent on the number of new Committee members, so a range of five to 30 hours of additional Staff time is estimated for purposes of this discussion. Additionally, should the City Council direct Staff to increase the size of the Committee, Staff would need to further evaluate whether the impacts could be absorbed with existing Staff resources, whether an augmentation is needed or a re-prioritization of current programs or services would be required. Alternative 3: Create Two Youth Advisory Committees (Middle School and High School) Creating two Youth Advisory Committees would also allow for more youth to participate in the Advisory Committee process. As mentioned above, when the number of application submittals is high, there may be enough to fill both Committees; however, low application submittals could present a challenge in filling both Committees. In addition to the variation in the number of applications received, there is also a wide variation in the grade levels that apply. This year the applications were as follows: three from 7th grade, eight from 8th grade, 15 from 9th grade, 18 from 10th grade, seven from 11th grade, and nine from 12th grade. However each year presents a different set of applications which can include zero submittals from some grade levels. With respect to Staff support, two Committees would increase Staff's time commitment. And similar to Alternative 2, the increase is somewhat dependent on the number of new Committee members per Committee. Staff would need to further evaluate whether the impacts could be absorbed with existing Staff resources, whether an augmentation is needed or a re-prioritization of current programs or services would be required. The current combined composition of the Advisory Committee allows for the different age groups to listen to and inform each other on issues affecting each of their age groups. If maintaining middle school representation on the Advisory Committee is preferred, creating two separate Advisory Committees may disjoin the comradery and teamwork the two age groups have achieved by participating on the Committee together. Appointment Alternatives Alternative 1: No Change Currently, the Mayor, with the approval of the City Council, appoints the youth members, the one at-large adult member, and the three alternates to the Advisory Committee. The remaining three adult members are appointed by their representing agency. Once the application period ends, applications are forwarded to the Mayor and City Council and the Mayor makes the recommendation to the City Council. The appointment recommendations are typically announced at the second City Council meeting of May. Alternative 2: Staff Recommends Appointments to the City Council Due to the varied number of applications received from year to year, Staff could streamline the application review process by evaluating each application and recommending the top candidates to the City Council. This process would reduce the quantity of applications that need to be reviewed by the City Council. Alternative 3: City Councilmembers Recommend Up to Four Members Each If the size of the Advisory Committee remains the same or expands, allowing the City Councilmembers to select a proportionate number of candidates would share the appointment responsibility and reflect input from each Councilmember. All appointments would remain subject to the confirmation of the full City Council. This, however, does not reduce the amount Page 4 of 5 of time the City Council would spend on reviewing and considering all of the applications received. Summary The Youth Advisory Committee provides a positive and creative youth driven forum that gives Dublin youth a way to provide input on programs and activities offered by the City. The Advisory Committee requires a dedicated and solid group of youth in order to be effective and accomplish the goals and objectives set each year. An appointment process that is efficient and streamlined would benefit the overall process and shorten the time between the application deadline and the appointment announcement date. Staff recommends that the City Council receive the report and provide direction. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this Staff Report was sent to the current Youth Advisory Committee Members. ATTACHMENTS: 1. Youth Advisory Committee Bylaws Page 5 of 5 CITY OF DUBLIN YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE L 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 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 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 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 I of 3 Youth Advisory Committee September 1, 2009 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 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 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 of Officers. The Chairperson performs the following duties: I. 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. Bylaws and Rules of Procedure Page 2 of 3 Youth Advisory 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. 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 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. STAFF ASSISTANCE 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