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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 7

Meeting Date: October 25, 2005

Subject/Title: Approve revision to City of Brentwood Youth Advisory Commission By-laws

Prepared by: Tom Burt, Recreation Supervisor

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

RECOMMENDATION
Approve revision to the City of Brentwood Youth 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. As the Youth Advisory Commission matured the need for some slight changes occurred again in June, 2003. Council approved the recommended changes to the By-laws at the June 24, 2003 City Council Meeting.

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 changes specifically in the areas under membership, applications, officers, meetings and standing committees.

FISCAL IMPACT
None

ATTACHMENT
City of Brentwood Youth Advisory Commission By-laws Draft
City of Brentwood Youth Advisory Commission By-laws

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:
The commission will consist of ten youth representatives and three adult advisors who shall be residents of the City of Brentwood. 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 on dismissal of Youth Advisory Commission members.

 Applications:
The application for the Commission will be available at Edna Hill Middle School, Bristow Middle School, Doug Adams Middle School, Liberty Union High School, Heritage High School and the City of Brentwood Parks and Recreation Department Office.

The Executive Board Committee 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 February January. The Executive Board Committee will review all applications in the month of April February so that the recommendations for appointment can be made to the City Council at the first second Council meeting in May March. The new appointees will attend the June Youth Commission meeting to get familiar with how the Advisory Commission operates. The new members will take their positions on the Commission in the July 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 sworn in at the regular Commission meeting in May July. The term of office will go a period of one year, beginning June 30th July 1st and ending June 30th.

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 roll call at the meetings. The Secretary will provide a working set of minutes to the Recreation Department within two weeks of the next meeting. Insure that the minutes be taken when necessary.

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 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: 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 Wednesday of every month at 7:00 p.m. The meetings will be held at a location within the City and that location will be announced on the agenda. 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 at 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 Sub-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 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 Doug Adams Middle School, Edna Hill Middle School, Bristow Middle School and two representatives from Heritage High School and Liberty Union High Schools.

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:
The commission will consist of ten youth representatives and three adult advisors who shall be residents of the City of Brentwood. 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 on dismissal of Youth Advisory Commission members.

 Applications:
The application for the Commission will be available at Edna Hill Middle School, Bristow Middle School, Doug Adams Middle School, Liberty Union High School, Heritage High School and the City of Brentwood Parks and Recreation Department Office.

The Executive Committee 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 February. The Executive Committee will review all applications in the month of April so that the recommendations for appointment can be made to the City Council at the second Council meeting in May. The new appointees will attend the June Youth Commission meeting to get familiar with how the Advisory Commission operates. The new members will take their positions on the Commission in the July 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 sworn in at the regular Commission meeting in July. The term of office will go a period of one year, beginning July 1st and ending June 30th.

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 roll call at the meetings. The Secretary will provide a working set of minutes to the Recreation Department within two weeks of the next meeting. Insure that the minutes be taken when necessary.

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 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: 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 Wednesday of every month at 7:00 p.m. The meetings will be held at a location within the City and that location will be announced on the agenda. The Commission will establish a meeting calendar for each year in December of the previous year.

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 at 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 Sub-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 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 Doug Adams Middle School, Edna Hill Middle School, Bristow Middle School and two representatives from Heritage High School and Liberty Union High Schools.
 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
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Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov