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CITY COUNCIL AGENDA ITEM NO. 4

Meeting Date: June 24, 2003

Subject/Title: Approve Recommendation for Revision of Youth Commission By-laws

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

Prepared by: Poldina Scherff, Recreation Services Manager

Approved by: John E. Stevenson, City Manager

RECOMMENDATION
Approve revision to the City of Brentwood Youth Commission, Youth Advisory Commission By-laws.

PREVIOUS ACTION
With the formation of the Youth Commission, on April 27, 1999 the Youth Advisory Commission By-laws were approved by City Council. On June 13, 2000 a revision was made to the Youth Advisory By-laws, adding a mission statement and goals, and was approved by City Council.

BACKGROUND
As the Youth Advisory Commission has matured, some slight changes have been made to the by-laws to better enhance the working commission. As it is a working document we are recommending that the age requirement be extended to twenty and one half years of age, slight changes in the responsibilities of the secretary and treasurer, and that the meeting date be changed to the first Wednesday of the month.

FISCAL IMPACT
None.

Thoman\wp\citycouncil2003\june2003\Youth Commission Bylaws – June 2003

“…adding joy to people’s lives”

Youth Advisory Commission
By-laws

Article I

PURPOSE

To create a safe, youth oriented environment that promotes motivation, interaction, and unity within the community.

Article II

GOALS

The Goals of this Commission are:

To promote healthy living and positive decision making among youth

To visibly and positively represent the youth of Brentwood

To assist youth in better understanding the relationships between business and government

To positively promote the Youth Commission through activities and promotions

To generate a larger voice for the youth in the Brentwood Area

To provide a forum for the youth to express there concerns and views

Article III

MEMBERSHIP and APPOINTMENT

MEMBERSHIP:

TheThe commission will consist of ten youth representatives and three adult advisors.
The first commission will be comprised of three youth holding terms of one year and the remaining four youth will hold terms of two years. The adult advisors on this forming Commission will hold terms as follows: 1-one-year term, 1-two-year term, and 1-three-year term. As the commission matures, all appointments will be two years in length. The minimum age of eleven years at the time of appointment, and to a maximum age of twenty and one half years of age. If the Commissioner turns twenty and a half during their term, they would be allowed to complete that term.

DISMISSAL AUTHORITY:

In accordance with these By-laws, the Brentwood City Council shall have the authority to affirm or deny the recommendation of the Executive Committee of the Commission of the Commission on dismissal of Youth Advisory Commission members.

APPLICATIONS:

The application for the Commission will be available at Edna Hill Middle School, Bristow Middle School, Liberty Union High School, and the Parks and Recreation Department Office.

The Executive Board will review all applications and this board will make the recommendations for appointment.

The recruitment for the Commission will be completed in the following manner to allow for a smooth transition from one group of members to another:

Recruitment will begin in the month of January. The Executive Board will review all applications in the month of February so that the recommendations for appointment can be made to the City Council for the first Council meeting in March. The new appointees will attend the April meeting along with outgoing Commission members. The new members will take their positions on the Commission in the May meeting.

APPOINTMENT:

The Brentwood City Council shall make appointments to the Commission.

VACANCIES ON THE COMMISSION:

In the event of a Commission vacancy prior to the completion of the term, the Commission will make a recommendation to the City Council of a replacement from any qualified applicants that are on file. If there are no applications to select from then a recruitment drive will begin throughout the City for qualified applicants.

Article IV

OFFICERS

The Officers of the Commission will be elected at the regular Commission meeting in May. The term of office will go a period of one year, beginning June 1st and ending May 31st.

The officers will be as follows:

Chairperson: The Chairperson will preside over all meetings and be responsible for official correspondence.

Vice-Chairperson: The Vice-Chairperson will take over the meetings in the case of the Chairperson’s absence.

Secretary: The Secretary will be responsible for taking minutes of all Youth Advisory Commission roll call at the meetings. The Secretary will provide a working set of minutes to the Recreation Department within to weeks of the next meeting insure that the minutes be taken when necessary. This will allow for duplication and distribution for the upcoming meetings.

Treasurer: The Treasurer will be responsible for reporting on all expenditures of the Commission and any monies that are earned or donated to the Commission. The Treasurer will provide a financial report at every meeting as needed.

Immediate Past Chairperson: When available the last Chairperson will remain on the board in an advisory capacity to the Chairperson and other Board members.

ADULT ADVISORS

Adult Advisors: There will be 3 adult members on the Commission that will act in an advisory capacity.

Article V

MEETINGS

The Brentwood Youth Commission will have regular monthly meetings on the first Monday Wednesday of every month at 7:00PM. The meetings will be held at a location within the City and that location will be supplied in the Commission will establish a meeting calendar for each year in December of the previous year.

The April meeting of each year will be for the orientation of new members.

A majority (50% + 1) of Commission members will be required to conduct a regular meeting and take action on agenda items.

All meetings of the Youth Commission shall be open and public and shall, in all respects, follow the Brown Act (Government Code Sections 54950 et. Seq.) All meetings will follow parliamentary procedures and follow Roberts’ Rules of Order.

Regular attendance of Commissioners and Advisors is necessary for a successful Youth Commission; therefore if any Commissioner or Advisor fails to attend 2 consecutive meetings without prior approval, that individual may be asked to leave the Commission. If a Commission member is unable to attend a meeting they will notify the Parks and Recreation Department. Reasons that are acceptable for missing meetings are: extra-curricular practice, school needs with parent note, illness, death in the family, or family vacation.

Article VI

AMENDMENTS TO BYLAWS

The By-laws may be amended by a majority vote of the Commission, with the final approval to be by the City Council.

Article VII

COMMITTEES

Committees shall be formed to accomplish the purpose and goals of the Commission. Each member of the Commission shall participate in a t least one committee during their tenure with the Commission. The Chairperson may make an appointment to a committee if there are no volunteers.

A member of the Youth Commission shall chair all committees. The remaining members of the committee may be Commission members or Youth Committee members.

STANDING COMMITTEES: The following committees shall be appointed annually:

The Executive Committee: This committee will be comprised of the Chairperson, Vice-Chairperson, Secretary, Treasurer, and the Immediate past Chairperson. They will act as a liaison with the Brentwood City Council and to mentor new appointees to the Commission.

The Recruitment Committee: This committee shall be appointed by the Chairperson from existing Commission members and shall be approved by the overall Youth Advisory Commission. It will be the responsibility of this Committee to actively seek representative from Edna Hill Middle School and Bristow Middle School and two representatives from Liberty Union High School.

City Administration
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