HomeMy WebLinkAbout7.1 Review of YAC Bylaws & Rules of Procedure
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STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: August 22, 2018
TO: Honorable Chair and Commissioners
FROM:
Lisa McPherson, Recreation Manager
SUBJECT:
Review of Youth Advisory Committee Bylaws and Rules of Procedure
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The Advisory Committee will receive a report on the Youth Advisory Committee Bylaws
and Rules of Procedure.
STAFF RECOMMENDATION:
Receive the Report.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The Youth Advisory Committee is charged with the purpose of providing input on youth
services, assisting with implementation and promotion of youth activities and addressing
issues that affect youth in the Community. The Bylaws and Rules of Procedure govern
the meetings and activities of the Advisory Committee, and include the following
sections:
· General Provisions
· Committee Composition and Method of Appointment
· Term of Office and Removal
· Vacancies
· Officers
· Sub-Committees
· Meetings
· General Responsibilities of the Committee
· Duties of Committee to be Advisory Only
· Staff Assistance
· Amendments
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Staff will review the Youth Advisory Committee Bylaws and Rules of Procedure with the
Advisory Committee Members.
In addition, Staff will provide the Advisory Committee with information on the
Commissioner Resource Handbook, which provides background information on the City
of Dublin, as well as government and general operating guidelines for all
Commissioners and Advisory Committee Members. The Commissioner Resource
Handbook is available online at the link provided in Attachment 2.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Youth Advisory Committee Bylaws
2. Commissioners Resource Handbook (Link)
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Bylaws and Rules of Procedure Page 1 of 4
Youth Advisory Committee July 18, 2017
CITY OF DUBLIN
YOUTH ADVISORY COMMITTEE
BYLAWS AND RULES OF PROCEDURE
ARTICLE I
GENERAL PROVISIONS
Section 1. 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.
Section 2. 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.
ARTICLE II
COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT
Section 1. The Youth Advisory Committee shall be composed of a minimum of nine
(9) and a maximum of thirteen (13) youth members and three (3) youth 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 the At-large
Community.
Section 2. 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 designee.
Section 3. One member of the Parks and Community Services Commission shall
serve as a non-voting member to the Advisory Committee.
ARTICLE III
TERM OF OFFICE AND REMOVAL
Section 1. 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.
Section 2. Any member of the 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.
Section 3. Committee Members should endeavor to attend all regular and special
meetings of the Advisory Committee. The Secretary to the Advisory Committee shall provide
the Mayor with quarterly attendance reports by Committee members. After the third absence
from a regularly scheduled Committee meeting within any twelve (12) month period, said
Committee Member’s office shall be automatically declared vacant. Additionally, if a
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Bylaws and Rules of Procedure Page 2 of 4
Youth Advisory Committee July 18, 2017
Committee Member is late by more than twenty (20) minutes to two meetings without
permission from said Advisory Committee, this shall constitute one absence.
Section 4. 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 automatically declared vacant.
ARTICLE IV
VACANCIES
Section 1. 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.
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 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 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 Committee.
(d) Performs other duties necessary or customary to the office.
(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 inability
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Bylaws and Rules of Procedure Page 3 of 4
Youth Advisory Committee July 18, 2017
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 Committee, may appoint several of its members, but fewer than a quorum, to serve as
a Sub-Committee. The Advisory Committee may appoint non-members to the Sub-Committee
in an effort to obtain additional public involvement as needed. Sub-Committees make
recommendations directly to the Advisory Committee.
Section 2. A Sub-Committee 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.
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
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.
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 administrative officers in advance of the meeting in which they are to be
approved.
Section 3. Committee Members shall attend all regular and special Committee
meetings in person. Committee Members will not be permitted to use teleconference as an
option to attend any Committee meetings.
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 Staff.
Section 2. Address issues that affect youth in the community.
Section 3. Assist with the promotion and implementation of youth activities.
Section 4. Generate an annual report on the progress of the Youth Advisory
Committee.
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Bylaws and Rules of Procedure Page 4 of 4
Youth Advisory Committee July 18, 2017
Additionally, Committee members are expected to attend all regular meeting 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.
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 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. Each Committee 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 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.
ARTICLE XI
AMENDMENTS
Section 1. These Bylaws and Rules of Procedure may be amended in the same
manner as originally adopted.
2585294.2
2808792.1
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Youth Advisory Committee Meeting
Commissioners Resource Handbook
www.dublin.ca.gov/ArchiveCenter/ViewFile/Item/573
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