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HomeMy WebLinkAboutRES 082515-R - Youth Advisory Board BylawsA RESOLUTION OF THE CITY COUNCIL OF THE CITY OF i GEORGETOWN, TEXAS APPROVING AND ADOPTING THE ATTACHED BYLAWS AS AMENDED FOR CITY OF GEORGETOWN BOARDS AND CT CL&16cE"-F SEVETEAWLT-W WIWV� WHEREAS, on March 22, 2011, the City Council reviewed and approved the provisions included in a bylaw template and directed staff to amend the bylaws for all the boards and commissions, and related ordinances, as necessary; and WHEREAS, the Code of Ordirlances regarding certain advisory boards and commissions has been amended to update their purpose statement and update the board ordinance language for clarity and functionality; and WHEREAS, on August 11, 2015 the City Council approved revisions to Chapter 2.108 regarding the Youth Advisory Board; and WHEREAS, the attached Bylaws have been amended pursuant to City Council direction. NOW THEREFORE BE IT RESOLVED: SECTION ONE. Tlae facts and recitations contained in the preamble of this resolution are hereby found and declared to be true and correct, and are incorporated by reference herein and expressly made a part hereof, as if copied verbatim. SECTION TWO. The following Bylaws, attached to this Resolution, are approved and adopted: SECTION THREE. If any provision of this Resolution or application thereof to any person or circumstance, shall be held invalid, such invalidity shall not affect the other provisions, or application thereof, of this Resolution which can be given effect without the invalid provision or application, and to this end the provisions of this Resolution are hereby declared to be severable. SECTION FOUR. This Resolution shall be effective immediately. SECTION FIVE. The Mayor is hereby authorized to sign this Resolution and the City Secretary to attest. This Resolution shall become effective upon its adoption. Amending Youth Advisory Board Bylaws Page I of 2 Resolution No. X CA FL I S — P— Attachment: Exhibit A — YAB Bylaws ATTEST: "irettle, Ci Jes V ecretary -a a ROM d M I ®Al Wa K" t 101 N 0 A -J Bridget Chapin aA Ci Attorney r------ By: --A Dale Ross, Mayor Amending Youth Advisory Board Bylaws Page 2 of 2 Resolution No. O&Nalsl—pl Attachment: Exhibit A - YAB Bylaws •jr#FXf-Tt7;Ff RIM Sectionl.l. Name. The Youth Advisory Board (the "'Board" or "GYAB"). Section 1.2. Purpose. The Board is established for the purpose of working, in its advisory capacity, within the community to promote healthy decisions, leadership skills, and community involvement among the youth in the community. See Ordinance Chapter 2.108. Section 2.1. Number of Members. The Board will consist of nine Members representing eighth grade through twelfth grade. Members should include a student from each of these grade levels. Section 7.2. Ebty. Each Member shall reside within the Georgeto Independent School District. Members should represent a broad spectrum of stu Oil den 'I from all Georgetown schools including but not limited to public school, charter scho private school, and home school. Members should include students 'involved wi P—.y.tr.2-,-curricular activities and hobbies. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed pursuant to and in accordance with the City Charter. Section 2.4. Terms of Office. Terms of office for each Member shall be two (2) years, except for graduating seniors. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office.. Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. An appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Youth Advisory Board Bylaws Revised August 2015 Page I of 6 Section 2.6. Compensation and Expenditure of Funds.Members serve Witho compensation. The Board has no authority to expend funds or incur an obligation behalf of the City unless approved by the City Council. Members may be reimburse for expenses authorized and approved by the City Council and the Board. I Section 2.7. Compliance with City Policy. Members will comply with Citm Ordinances, Rules and Policies applicable to the Board and the Members, including b not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees a Boards Ordinance Chapter 2.36. 1 Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. See Ordinance Section 2.36.070. Section 3.1. Officers. The Board Officers are Chairman, Vice -Chairman and Secretary. The Chairman is recommended by the Mayor and the City Council shall approve the recommendation by a vote of the majority of the Council during the annual appointment process. Should the Mayor fail to recommend a Chairman for the board, committee, or commission, and/or the Council fails to approve any Chairman recommended by the Mayor, a majority of the Council plus one may approve appointment of a Chairman to serve as Chairman without a recommendation of the Mayor. The other Board Officers are elected by a majority vote of the members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, an officer shall continue to serve until the vacancy is filled. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. Youth Advisory Board Bylaws Revised August 2015 Page 2 of 6 b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman by the Board. The Vice -Chairman presides at Board meetings in the Chairman's absence. The Vice -Chairman shall perform the duties of the Chairman in the Chairman's absence of disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month #;n the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and is of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items inclu ed on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets •for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by any City Coun Member, the Director of Parks and Recreation, the Chairman or by three (3) Membersi Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice -Chairman. In the absence of both the Chairman and Vice - Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Youth Advisory Board Bylaws Revised August 2015 Page 3 of 6 Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordan'". w i h these Bylaws and City Council Meeting Rules and Procedures, as applicable to t it I fioard. See Ordinance Chapter 2.24. 0 Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City's Ethics Ordinance, or other applicable Laws, Rules and P•licies. in such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member's option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council Policy and may result in the member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy ofthe Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they Youth Advisory Board Bylaws Revised August 2015 Page 4 of 6 must file a written request with the Staff Liaison no later than one week before t scheduled meeting. g The written request must state the specific toI pic to be address and include sufficient information to inform the Board and the public. A person w disrupts the meetinmay be asked to leave and be removed. Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed law, on properly noticed closed session matters, such as consultation with attorney legal matters, deliberation regarding the value of real property, competitive utili matters, and economic development negotiations. A recording or certified agenda sh be made of all closed sessions of Board meetings. I The Board shall meet with City Council, as requested, to determine how the Board mam best serve and assist City Council. City Council shall hear reports from the Board regularly scheduled Council meetings. Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non -Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcomn-dttee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be op-,Iq- to the public, except for properly noticed closed session matters, and shall be conduct in accordance with the provisions of the Texas pen MeetinRs Act. I Youth Advisory Board Bylaws Revised August 2015 Page 5 of 6 These Bylaws may be amended by majority vote of the Board Members at any • • of the Board. The Board's proposed amendments to the Bylaws must approved by City Council at the next Council meeting after the Board's approv Bylaw amendments are not effective until approved by City Counc . . I Approved and adopted at a meeting of the City Council on the day of ,2015. U-9 I -Mel I W Wei X" X61 W" yJ I NI W 0 1 City Secretary Mayor Approved and adopted at a meeting of the Board on the -- -----12015. ATTEST: BOARD Board Secretary Youth Advisory Board Bylaws Revised August 2015 Page 6 of 6