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HomeMy WebLinkAboutItem 4.03 AmendYouthAdvRules (2) .r. . . . .. CITY CLERK File # D[Z][2][i3J-b3][Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 18,1998 SUBJECT: Amendments to Youth Advisory Committee Bylaws and Rules of Procedure. Report by: Diane Lowart, Parks & Community Services Director A) Youth Advisory Committee Bylaws B) Resolution Amending Bylaws RECOMMENDATION: ffV Adopt Resolution amending Bylaws EXIDBITS ATTACHED: FINANCIAL STATEMENT: None DESCRIPTION: At the August 4, 1998 meeting of the Dublin City Council, the City Council confirmed the Mayor's appointments to the Youth Advisory Committee. The City Council deferred action on a proposed Bylaws change and directed Staff to prepare an additional change to the Bylaws which would provide for appointment of Alternates. Staff has prepared an amendment to the Youth Advisory Committee Bylaws and Rules of Procedure to add two alternates to the composition of the Committee, one representing middle school and one representing high school. This amendment is in addition to the previously recommended amendment which provides the Mayor with more flexibility in making appointments from other grades when insufficient applications are received. These changes are shown double underlined on page one and two of the Bylaws which are attached in Exhibit A. Staff would also like to inform the Council that a Business Representative has been found for the Youth Advisory Committee. The Dublin Chamber of Commerce has appointed Ted Hoffman, Jr. of Earl Anthony's Dublin Bowl, Inc. to represent the Chamber and the business community. Staff recommends that the City Council adopt the resolution (Exhibit B) Amending the Bylaws and Rules of Procedure for the Youth Advisory Committee. ------------------------------------------------------------------- COPIES TO: Youth Advisory Committee Parks and Community Services Commission ITEM NO. A4 G:\yac\agndstmt\818bylw.doc ... . 1. 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 eleven (11) youth members, aH4 four (4) non;.voting adult members (or advisors). and two (2) alternates as follows: . II Youth Members 1 - 6th Grade 1 - 7th Grade 1 - 8th Grade 2 - 9th Grade 2 . 10th Grade 2 - 11 th Grade 2 - 12th Grade 4 Adult Members I - Dublin Police Representative 1 - Dublin Unified School District Representative I - Business Representative 1 - At-Large Community Member 2 Alternates 1 - Middle School 1 - Hiih School The Mayor, with the approval of the City Council, shall appoint the eleven youth members, aH4 the one at-large adult member and the two alternates to the Advisory Committee. The remaining three adult members shall be appomted by theIr representing agency/body. In the event that there :,~j~:,ufficient applications from each j,p'ade. the Mayor may make &ppointments from other 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 September 1st and terminating on the following August 31st (or until their successors are appointed). 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. 1 .; ~ 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 three (3) consecutive meetings or fOl~ meetings during the term without permission from said Advisory Committee, or if a Comm-' 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. IV. VACANCIES Vacancies on the Youth Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. by the alternates. In the event that there are more than two vacancies on the Advisory Committee. vacancies shall be tilled in the same manner as the ori~inal 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 I-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 October meeting of the Advisory Committee. Elections, whether regular or to fill vacancies shall be held only if eleven (11) Advisory Committee members are present. 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 vac. shall be filled by an election held at the fIrst regular meeting after the occurrence of such vacancy. person so elected shall serve the balance of the term. C. Duties of Officers. The Chairperson performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints sub-committees and chairpersons of sub-committees as necessary. 3. Signs correspondence on behalf of the Advi~ory 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. D. The Sub-Committees. 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. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non-members to the Sub-Committee. Sub-Committees make recommendations directly to the Advisory Committee. A Sub-Committee may not represent the Advisory Committee before the Commission or Counci. other bodies unless it has first received the authorization of the Advisory Committee to do so. 2 VI. . J..fEETINGS 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. 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. VII. GENERAL RESPONSIBILITIES OF THE COMMITTEE . VIII. 1. Provide input on youth services and programming to the Parks and Community Services Commission, City Council and to City Staff. 2. Address issues that affect youth in the community. 3. Assist with the promotion and implementation of youth activities. 4. Generate an annual report status of youth in the community. Additionally, Committee members are expected to attend all regular meetings and sub-committee meetings as assigned; attend two-thirds of the activities planned and sponsored by the Advisory Committee; and promote youth activities and provide support for successful implementation of youth activities and programs. DUTIES OF COMMITTEE TO BE ADVISORY ONLY 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. IX. STAFF ASSISTANCE 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. X. AMENDMENTS . These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 3 I 'j I RESOLUTION NO. - 98 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* . ADOPTING AMENDED BYLA WS AND RULES OF PROCEDURE . FOR THE YOUTH ADVISORY COMMITTEE WHEREAS, the Youth Advisory Committee was approved by the City Council o.n October 21, 1997; and WHEREAS, the Bylaws and Rules of Procedure for the Youth Advisory Committee were adopted by the City Council on January 6, 1998; and WHEREAS, the Bylaws and Rules of Procedure specify the composition of the Youth Advisory Committee and, in particular, the number of youth members by grade that can be appointed to the Committee; and WHEREAS, it is not always possible to adhere to the approved composition due to the lack of applications from a particular grade; and WHEREAS, in order to provide the Mayor with the ability to make appointments to the Committee from other grades in the event that there are insufficient applications from each grade, and to also add two alternates to the composition of the Committee, it is necessary to amend the Bylaws and . Rules of Procedure; and WHEREAS, the sections of the Bylaws and Rules of Procedure dealing with Committee Composition and Method of Appointment and Vacancies has been modified to reflect this change. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Youth Advisory Committee as contained in Exhibit A, attached hereto. PASSED, APPROVED AND ADOPTED this day of , 1998. AYES: NOES: ABSENT: ABSTAIN: Mayor . ATTEST: City Clerk