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HomeMy WebLinkAbout7.2 REview of YAC Bylaws & Rules of Procedure �`�C�F I���lt� 'y�V��,� T FF EP T � 1 S A R OR ��'1��t���`rJ YOUTH ADVISORY COMMITTEE DATE: August 24, 2016 T�: Honorable Chair and Committee Members FROM: Lisa McPherson, Recreation Supervisor l�evieaved Gy Micki Cronin,�.rsi.rtant Director of Park.r and Community Seruices SUBJECT: Review of Youth Advisory Coininittee Bylaws and Rules of Procedure EXECUTIVE SUMMARY: The Advisory Committee will review the Youth Advisory Committee Bylaws and Rules of Procedure. FINANCIAL IMPACT: None. RECOMMENDATION: Receive the Report. DESCRIPTION: The Bylaws and Rules of Procedure govern the meetings and activities of the Advisory Coininittee, and include the following sections: � General Provisions • Committee Composition and Method of Appointment • Term of Office and Removal ` • Vacancies • O fficers • Sub-Committees • Meetings • General Responsibilities of the Committee • Duties of Coinmittee to be Advisory Only • Staff Assistance • Amendments _ 3,�.�.�. .�..� �,. �o ._�� . _ .a� ��aao_r �,,._ . .�. �.a_ ITEM NO: 7.2 Page 1 of 2 Staff will review the Youth Advisory Committee Bylaws and Rules of Procedure with the Advisory Committee Members and invite the AdvisoLy Committee Members to ask quesrions or comment on the document Staff will advise the Youth Advisory Coinrnittee to contact Staff by email three days prior to a meeting when Committee Members are unable to attend the meeting. In addirion, Staff will provide the Advisory Coinmittee with information on the Cominissioner Resource ' Handbook,which provides background information on the City of Dublin,as well as government and general operating guidelines for all Commissioners and Advisory Coininittee Members. The Coininissioner Resource Handbook is available online at`vw�v.dublin.ca.�-�v/ArchiveCcnter/Vie�vFile/Itecn/573. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACH M ENTS: 1. Youth Advisory Comtnittee Bylaws and Rules of Procedure Adopted 2-2-16 Page 2 of 2 ATTACHMENT 1 CITY OF DUBLIN YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Proceduxe shall be known as the Bylaws and Rules of Procedure of the Youth Advisory Cominittee 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. Section 2. These Rules and any amendments hereto shall be effecrive on the date of the adoprion hereof, and shall govern the meetings and activities of the Advisory Committee. ARTICLE II COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Youth Advisory Committee shall be composed of a ininiinum of nine (9) and a maxirrium 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 CommuYiry. Section 2. Committee members may resign at any time by giving written norice to the Mayor, Ciry Clerk, and Parks and Community Services Director or his/her designee. Section 3. One member of the Parks and Community Services Cominission shall serve as a non-voting member to the Advisory Committee. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Youth Advisory Coininittee 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 numbeY of terms a Committee membeY may serve. Section 2. Advisory Committee members may be removed from office 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. Bylaws and Rules ojProcedure Page 1 of 4 Youth Advisory Committee February 2, 2016 Section 3. If a member of the Advisory Committee is absent from two (2) consecutive meerings or three (3) meetings during the term without permission from said Advisory Committee, or if a Coininittee member ceases to reside in the City of Dublin or, in the case of youth members, ceases to be enrolled in school, said Cominittee member's office shall be declared vacant. Addirionally, if a Committee member is late by more than twenty (20) minutes to two meetings without permission from said Advisory Committee, this shall constitute one absence. ARTICLE IV VACANCIES Section 1. Vacancies on the Youth Advisory Cominittee occurring other than by expiration of term shall be filled for the unexpired porrion of the term by the alternates. In the event that there are more than two vacancies on the Advisory Coininittee, vacancies shall be filled in the same manner as the original appointment. ARTICLE V OFFICERS Section 1. 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 theiY terms as members of the Advisory Committee expire. The officers are elected each year at the June meeting of the Advisory Con�unittee. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Cotninittee members are present. The Advisory Cominittee shall, unless no Committee members meet the criteria, elect Coinmittee 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 posirion for more than two (2) consecutive years. The secretary to the Advisory Committee will be the City Manager or his/her designee. ' Section 2. 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. Section 3. Duties of Officers. The Chairman performs the following duties: (a) Presides at all meetings of the Advisory Committee. (b) Appoints sub-committees and chairpersons of sub-committees as necessary. (c) Signs correspondence on behalf of the Advisory Coinmittee. (d) Performs other duries necessary or customary to the office. Bylaws and Rules of Procedure Page 2 of 4 Youth Advisory Committee February 2, 2016 (e) Serves the City Council and the residents of the City of Dublin with professionalism and respect. 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 inabiliry to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. : ARTICLE VI SUB-COMMITTEES Section 1. The Advisory Committee or the Chairperson, upon direction of the Advisory Cominittee, may appoint several of its membeYS, but fewer than a quorum, to serve as a Sub-Committee. The Advisory Comx�iittee may appoint non-members to the Sub-Con�uzzittee in an effort to obtain additional public involvement as needed. Sub-Coinmittees make recommendations direcdy to the Advisory Cominittee. Section 2. A Sub-Committee may not represent the Advisory Committee before the Coi�n.mission or Council or other bodies unless it has first received the authorization of the Advisory Coininittee to do so. ARTICLE VII MEETINGS Section 1. 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 Coininittee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Cominittee 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. Section 2. 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 adinuiistrarive officers in advance of the meeting in which they are to be approved. ARTICLE VIII GENERAL RESPONSIBILITIES OF THE COMMITTEE Section 1. Provide input on youth services and programming to the Parks and Community Services Commission, City Council and to City Staf£ Section 2. Address issues that affect youth in the community. Section 3. Assist with the promotion and unplementation of youth activities. Bylaws and Rules of Procedure Page 3 of 4 Youth Advisory Committee February 2, 2016 Section 4. Generate an annual report on the progYess of the Youth Advisory Coinmittee. Addirionally, Committee members are expected to attend all regular meeting and subcoinmittee meetings as assigned; attend the activiries planned and sponsored by the Advisory Coininittee; and promote youth activities and provide support for successful implementarion of youth acriviries and programs. ARTICLE IX DUTIES OF COMMITTEE TO BE ADVISORY ONLY Section 1. 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 powex of the City Council or the Adininistrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. Each Cominittee Member is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE X STAFF ASSISTANCE Section 1. The City Manager shall provide the Youth Advisory Coininittee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitarions imposed by the City Council. ARTICLE XI AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 2585294.2 Bylaws and Rules of Procedure Page 4 of 4 Youth Advisory Committee February 2, 2016