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HomeMy WebLinkAbout7.1 Review of YAC Bylaws and Rules of Procedure AGB�IDA STA-THVI B�1T c i T Y o F YOUZI-I ADVI�RY O�M M I TT� DUBLIN M�TING DATE August 26, 2015 �g,�-�: F�view of Youth Advisory Committee Bylaws and f3.iles of Prooedure Prepared by Lisa McPherson, (�creation �pervisor ATTACHM B�ITS Youth Advisory Committee Bylaws and Fd.iles of Prooedure RE-0OMMB�1DAl10N: F�ceive report Fl NANCJAL STATHVI B�IT: None DE�RIF�110N: The Bylaws and Fdales of Procedure govern the meetings and activities of the A�dvisory Committee, and indude the following sections: � Committee Composition and Method of Appointment � Term of OFfice and F�moval � Vacanaes � Officers I� 3ibcommittees � Meetings � General F�sponsibilitiesof the Committee I� Dutiesof Committee to be A�dvisory Only 3aff will review the Youth A�ivisory Commiitee Bylaws and Fd.�les of Proc�dure with the Advisory Committee Members and invite the Advisory Committee members to ask questions or comment on the document. :�aff will advise the Youth Advisory Committee to contact staff by email three days prior to a meeting when Committee members are unable to attend the meetings. In addition, �aff will provide the Advisory Committee with information on the Commissioner F�source Handbook which provides badcground information on the aty of Dublin and it government and general operating guidelines for all Commissioners and Advisory Committee Members. The Commissioner F�souroe Handbook is available online at www.dublin.ca.qov/ArchiveCenter/�/ewFle/Item/573. OOPI ES TO: ITBVI NO: 7.1 \\ccFileserver1\Departments\Parks&Community�rrvices\�M M 1590NS&OJM M ITT�S,Y.AQ 15-16 YAQ 1�16 Pgenda 3 atements\YAC agenda statement 8-26-15-7.1.doc CITY OI�DUBLIN YO U7 H AD 6'ISORY COM�l7ITTE� BYLAWSAND RULES OFPROC�DURE f. GENERAI PROVI,SIONS A. These Rules of P►-ocedure shall be known as thc Bylaws and Ru(cs of Procedure of the Youth Advisory ComiYlittee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for exam�nation by the public. E3. These Rules and any amendments hcreto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisoiy Committee. I1. COMN117'TEE COMPOSIT70NAND�11ETIfOD OFAPPOIN7�7LNT A. The Youth Advisorv Coii�mittee sl��all be composed of a ir�inimum of nine (9) and a maxiit�um of thirteen (13) youth meinbers and three (3) alternates. At least three (3) of tlle Con�mittee Members must be froi7� Middle School and six (6) from 1{igh SchooL fldditionally, there shall be four (4) non-voting adult members representing Dublin Police Services, Dublin Unitied School District, Dublin Chamber of Commerce, and At-Large Community. The Mayor, with the approval ot�thc Cily Cour�cil, shall appoint th� youth membcrs, the one at- large adult membec and thc two alternates to the Advisory Committee. Thc remaining three adult members shall bc appointed by thcir rcpresenting 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 tlle grade levels. B. Committee Members may resign at any timc by giving �vritten notice to the Mayor, City Clerk, and Parks and Commuility Services Dirccror 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. I II. TERM OF OFFICE AND RLMOVAI. A. Youth Advisory Committee Members shall serve a one (1) year term, commencing June 1 and terminating on the follo�ving May 31 (oc �u�til theic successors arc appointed). Dtiring the months of June through August meetings will be hcld as necessary. At the end of a Committee Member's terin, the Committce Member may be reappointed to the Advisory Committee in the same manner as the initial appointment. 'I'here shall be no limit to the number of terms a Commiuee Member may serve. B. Advisory Committee Membcrs may bc reiY�oved from office by the Mayor, with thc approval of a majority of the Ciry 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 Adviso►-y Comn�ittee is absent from two (2) consccutive meetings or three (3) meetings during the term witllout permission from said Advisory Committee, or if a Committee Member ceases to reside in the City of Dublin or, in the case of youtll members, ceases to be enrolled in scliool, said Committee Member's offiee 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. __—_— _--- - - _ _ 6ylcnvs and Rules of Procedure Pa�re l qf 3 Youth Advisory Committee September l, 2009 ATTACHMENT 1 IV. VACANCIES A. Vacancies on the Youth Advisory Committce occurring other than by eapiration of term sh�ll be filled for the unexpired portion of the term by the alternates. ln the event that there arc morc than two vacancies on the Advisory Committee, vacancies shall bc filled in the same manner as the original appointment. V. OFFICERS A. Election and Ter�n ofOCfice. ��he Chairperson and Vice Chairperson 3re elected by the majority of the Youth Advisory Committee f��r a one-vear ter�l� and hold o{�iice until their successors arc elected, or Lmtil their terms as Members of the Advisorv C��mmittce expire. The ot�ficecs are elected each year at the June meetii�g of the Advisory Committee. Elections, whether re�ular or to fill vacancies shall bc lield only if a simple majority of the Advisory Committee Members arc present. The Advisory Committcc shall, �u�less no Cornmittee Membecs u�eet the criteria, elect Committee Members to the positions that have not pceviously served in the position and that have not declined the appointment, with the inlent that no one should serve in thc position for two consecutive years. The secretary to the Advisory Committee will be the City Manager or his/her designate. E3. Vacancies. In case of �ny vacai�cv ii1 the Oftice of Cilairperson oc Vice Cllairperson, tlle vacancy shall be filled by an election hcld at the first regular meeting aCter the occurrence of such vaeancy. The person so elected shall serve the balancc of the term. C. Duties of Offiicers. The ChairE�crsc�n performs the i�ollowing duties: 1. Presides at all mectin�s of ihc nclvisury Committec. 2. Appoints subcommittces and chairpersons of subcommillees as necessaiy. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Com►r�unity Services Commission and Ciry Co�mcii. 5. Performs other duties necessary or customary to the oCtice. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairpers�n. In tlie evcnt or thc absence of or the inability to act of both the Chairpecson and the Vice Chairperson, the remaining Members sllall elect one of their Members to act as temporary Chairperson. Vl. SUI3C01�1MIT7L'ES A. The Advisory Committec or the Ch�irperson, upon direction of the Advisory Committee, may appoinl several of its Mcmbers, but fe�ver than a quorum, to serve as a Subco�nmittee. The Advisory Committee may appoint non-committee members ro the Subcommittee in a�1 ei�fort to obtain additional public involvement as needed. Subcommittees make recommendations directly to the Advisory Committee. A Subcommittee may not cepresent the Advisory Committee before the Comn�ission or Council or other bodies unless it has first received the authorization of the Advisoiy Committee to do so. V l l. MEETINGS A. The Youth Advisory Con�lmittec shall hold regular mectings at least once per month at a designated time and place whicl� 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. /3y/cnvs and Rules qf Yrocedc��•e . Page 2 of 3 Youth�1 dvisory Committee Septenrber 1, 2009 Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson tihereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Advisoiy Committee shall constitute a quocum 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. V i I I. GENERAL RESPONSIBILI7IES OF T�fE COMMITTEL A. Provide input on youth serviccs 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, Committce Members are c�pected to attend all regular meetings and subcommittee meetings as assigned; attend the activitics planned and sponsorcd by the Advisory Committee; and pron�ote youth activities and provide support for successful implementation of youth activities and programs. IX. DUTIESOFCOMMITTEETOI3EAD6'ISOKYONLY A. [t is intended thal tlle Youth Advisory Committee shall be an advisory body to tlle Parks and Comn�unity Services Commission and City Council. Nothing IZerein 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 a�ithority over property or personnel which are under their respective jurisdictions. X. STAFFASSISTf1NCE A. The City Manager shall provide the Youth Advisory Committee with such information and Staff assistance as the Advisory Committee may, from tiine 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. Bylmvs and Rules of Procedure Page 3 of 3 ]'outh Advisory Commiltee September 1, 2009