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Home My WebLink About4.02 YouthAdvisoryBylaws/Rules . . . ., >!k-~7 ...... CITY CLERK File # Df9l~[Q]-[8J~ AGENDA STATE'MENT CITY COUNCIL MEETING DATE: January 20,1998 SUBJECT: Youth Advisory Committee Bylaws and Rules of Procedure Report by: Diane Lowart, Parks & Community Services Director EXlllBITS ATTACHED: A. Proposed Bylaws and Rules of Procedure B. Resolution Adopting Bylaws and Rules of Procedure RECOMMENDATION: ~ Adopt Resolution FINANCIAL STATEMENT: None DESCRIPTION: At the January 6, 1998 meeting of the Dublin City Council, the Council appointed representatives to the newly formed Youth Advisory Committee. The formation of the committee was pursuant to the recommendations of the Parks and Community Services Commission which were accepted by the City Council on October 21, 1997. The purpose of the Youth Advisory Committee is to provide input on youth services and programming to the Parks and Community Services Commission, the City Council and to City Staff. The Youth Advisory Committee shall be composed of eleven (11) youth members and four (4) non-voting adult members (or advisors). In addition, a representative from the Parks and Community Services Commission serves as a non-voting member of the Committee. As with other City Committees and Commissions, it is necessary to have established rules and operating procedures. Attached are the proposed Bylaws and Rules of Procedure for the Youth Advisory Committee. The bylaws are patterned after the bylaws for the Heritage Center and Senior Center Advisory Committees and have been reviewed and approved by the Youth Advisory Committee as well as the Parks and Community Services Commission. Attached in Exhibit B is a resolution adopting the Bylaws and Rules of Procedure for the Youth Advisory Committee. It is recommended that the City Council adopt the Resolution. ------------------------------------------------------------------- COPIES TO: Youth Advisory Committee 4.2 ITEM NO. G :\yac\by laws\cc 120by .doc . . I. 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 e}Cl'lmination 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 APPOTNTMENT A. The Youth Advisory Committee shall be composed of eleven (11) youth members and four (4) non-voting adult members (or advisors) as follows: 11 Youth Members 1 - 6th Grade 1 - 7th Grade 1 - 8th Grade 2 - 9th Grade 2 - 10th Grade 2 - 11th Grade 2 - 12th Grade 4 Adult Members 1 - Dublin Police Representative 1 - Dublin Unified School District Representative 1 - Business Representative 1- At-Large Community Member The Mayor, with the approval of the City Council, shall appoint the eleven youth members and the one at-large adult member to the Advisory Committee. The remaining three adult members shall be appointed by their representing agencylbody. 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. TERMOFOFFICEANDREMOVAL A. Youth Advisory Committee members shall serve a one (1) year term, commencing September 1 st and terminating on the following August 31st (or until their successors are appointed). (Initial appointments to the Youth Advisory Committee shall be for eight months from January through August, 1998.) 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. 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. B. 1 EXHIBIT A C. If a member of the Advisory Committee is absent from three (3) consecutive meetings or four-(4) 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. Committee member is late by more than 20 minutes to two meetings without permission fro 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. 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 for Advisory Committee members who were appointed in January, 1998 will be held at the second meeting of the Advisory Committee following appointment and officers will serve through August, 1998.) 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 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: 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 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. 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 Councilor other bodies unless it has first received the authorization of the Advisory Committee to do so. VI. . VII. .IX. . . 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. GENERAL RESPONSIBILITIES OF THE COMMITTEE 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. , VIll. 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 Anminimative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. 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 RESOLUTION NO. ~ 98 .. .. ",i. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* . ADOPTING BYLAWS AND RULES OF PROCEDURE FOR THE YOUTH ADVISORY COMMlTIEE WHEREAS, on January 6, 1998 the City Council made appointments to the newly formed Youth Advisory Committee; and WHEREAS, the purpose of the Youth Advisory Committee is to provide input on youth services and prOgTl'lmming to the Parks and Community Services Commission, the City Council and to City Staff; and WHEREAS, the City Council has deemed it necessary to have Bylaws and Rules of Procedure for the operation of the Youth Advisory Committee. NOW, THEREFORE, BE IT RESOL VED that the City Council of the City of Dublin hereby adopts the attached Bylaws and Rules of Procedure for the Youth Advisory Committee. PASSED, APPROVED AND ADOPTED this day of , 1998. AYES: NOES: . ABSENT: ABSTAIN: Mayor A TIEST: City Clerk G:\yac\by laws\reso.doc . EXHIBIT B