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HomeMy WebLinkAboutAgenda_YAB_10.06.2020Notice of Meeting for the Youth Adv isory Board of the City of Georgetown October 6, 2020 at 6:30 P M at Virtual T he C ity of G eorgeto wn is committed to compliance with the Americans with Disab ilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assis tance, adaptations, or ac commodations will be provided upon reques t. P lease contact the C ity S ecretary's O ffice, at least three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 fo r additional information; T T Y users route through R elay Texas at 711. Consistent with Gove rnor Greg Abbott’s suspension of var ious pr ovisions of the O pen M ee tings Act, effective August 1, 2020 and until further notice , to re duce the chanc e of C O V I D -19 transmission, all City of George town Advisory B oard meetings will be held virtually. P ublic comment will be allowed via teleconfe renc e; no one will be allowed to appear in person. To participate , please copy and paste the following weblink into your br owser: We blink: https://teams.micr osoft.com/l/me etup- join/19%3amee ting_Y zdhN GY3N2E tM mU wZS00NjcwLWI5 N2 Et M GJ jN zI3YzJ jN j Uw%40thread.v2/0? context=%7b%22Tid%22%3a%22a1429869-9c66-47a7-9f6c- 115d9a1c 90d9%22%2c%22 O id%22%3a%220b4ff130-fae9-4e5d-83ba-14508cd9789c%22%7d +1 512-672-8405 United States, A ustin (Toll) C onference I D: 874 592 101# C itizen c omments are acce pted in three diffe rent formats: 1. S ubmit written comments to arica.kolb@ge orgetown.org 5:00 p.m. on the date of the me eting and the R e cording Secr etary will re ad your c omme nts into the re cording during the item that is being discussed. 2. L og onto the meeting at the link above and “raise your hand” during the ite m 3. U se your home/mobile phone to call the toll-free number To join a vir tual me eting, click on the link provided and join as an attendee. You will be asked to enter your name and email address (this is so we can identify you when you are called upon). To speak on an item, click on the “R aise your H and” option at the bottom of the virtual mee ting webpage onc e that item has opened. When you are called upon by the Recording Secretar y, your de vice will be re mote ly un-mute d by the A dministr ator and you may speak for three minutes. P lease state your name clearly, and whe n your time is over, your devic e will be mute d again. Use of profanity, thre atening language, slanderous r emarks or thr eats of harm are not allowed and will result in you being immediately r emoved fr om the meeting. Regular Session (T his R egular S ession may, at any time, be recessed to convene an Executive S ession for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A C all to O rder B R oll C all C Discussion on how this virtual conferenc e will be conducted, to inc lude options for public comments and how the public may addres s the C ommission – Aric a Kolb, R ecreation S upervisor D Introduction of new Youth Advisory Board members - Aric a Kolb , R ecreation S upervis o r E O verview of the Youth Advis o ry Board; ros ter and terms, attend ance policy, meeting pro cedures, bylaws, projec ts and purpose statement - Arica Kolb, R ecreation S upervisor F Upcoming events fo r 2020 / 2021 - Arica Kolb, R ec reation S upervis or Legislative Regular Agenda G C ons ideration and p ossible action to set date and time for the 2020- 2021 Yo uth Advisory Board meetings - Arica Kolb, R ec reation S up ervis or H C ons ideration and p ossible action to approve minutes from the F ebruary 4, 2020 Youth Advisory Bo ard meeting Page 1 of 19 Adjournment Adjournment Certificate of Posting I, R obyn Dens more, C ity S ecretary for the C ity of G eorgetown, Texas , do hereb y certify that this Notice of Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily access ible to the general public as required b y law, on the _____ day of _________________, 2020, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ R obyn Densmore, C ity S ecretary Page 2 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: C all to O rder IT E M S UMMARY: C all to O rder F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Arica Kolb Page 3 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: R oll C all IT E M S UMMARY: R oll C all F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Arica Kolb Page 4 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: Dis cus s ion on how this virtual conferenc e will be conduc ted, to include options for public comments and how the public may address the C ommission – Aric a Kolb, R ec reation S upervisor IT E M S UMMARY: Dis cus s ion on how this virtual conferenc e will be conduc ted, to include options for public comments and how the public may address the C ommission – Aric a Kolb, R ec reation S upervisor F IN AN C IAL IMPAC T: NO NE S UB MIT T E D B Y: Arica Kolb Page 5 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: Introduction of new Youth Advisory Board members - Arica Kolb, R ecreation S upervis or IT E M S UMMARY: Introduction of new Youth Advisory Board members - Arica Kolb, R ecreation S upervis or F IN AN C IAL IMPAC T: NO NE S UB MIT T E D B Y: Arica Kolb Page 6 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: O verview of the Youth Advis ory Board; roster and terms , attendance policy, meeting proc edures, bylaws, projects and purpos e statement - Arica Kolb, R ecreation S upervis or IT E M S UMMARY: O verview of the Youth Advis ory Board; roster and terms , attendance policy, meeting proc edures, bylaws and purpose s tatement - Aric a Kolb, R ec reation S upervisor F IN AN C IAL IMPAC T: NO NE S UB MIT T E D B Y: Arica Kolb AT TAC H ME N T S: Description Type Bylaws Cover Memo Page 7 of 19 Youth Advisory Board Bylaws Revised May 2017 Page 1 of 6 CITY OF GEORGETOWN YOUTH ADVISORY BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. 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. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Board will consist of seven Members representing eighth grade level through twelfth grade. Members should include a student from each of these grade levels. Section 2.2. Eligibility. Each Member shall reside within the Georgetown Independent School District. Members should represent a broad spectrum of students from all Georgetown schools including but not limited to public school, charter school, private school, and home school. Members should include students involved with extra- 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. Page 8 of 19 Youth Advisory Board Bylaws Revised May 2017 Page 2 of 6 Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board has no authority to expend funds or incur an obligation on behalf of the City unless approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. 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. ARTICLE III. BOARD OFFICERS 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. Section 3.3. Duties. 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. Page 9 of 19 Youth Advisory Board Bylaws Revised May 2017 Page 3 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. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on 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 place 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 included 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 writte n minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by any City Council Member, the Director of Parks and Recreation, the Chairman or by three (3) Members. 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. Page 10 of 19 Youth Advisory Board Bylaws Revised May 2017 Page 4 of 6 Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. 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 Policies. 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 m ust 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 of the Council concerning participation and general public comment a t public meetings. Sign-up sheets will be available and should be submitted to the Chair man 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 must file a written request with the Staff Liaison no later than one week before the Page 11 of 19 Youth Advisory Board Bylaws Revised May 2017 Page 5 of 6 scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may 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 by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES 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 Subcommittee, 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 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. Page 12 of 19 Youth Advisory Board Bylaws Revised May 2017 Page 6 of 6 ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board’s proposed amendments to the Bylaws must be approved by City Council at the next Council meeting after the Board’s approval. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the _____ day of ____________________, 2017. ATTEST: THE CITY OF GEORGETOWN _____ _____ City Secretary Mayor Approved and adopted at a meeting of the Board on the ______ day of _________________, 2017. ATTEST: BOARD _____ _____ Board Secretary Board Chairman Page 13 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: Upcoming events for 2020 / 2021 - Aric a Kolb, R ec reation S upervisor IT E M S UMMARY: Upcoming events for 2020 / 2021- Arica Kolb, R ecreation S upervis or F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Arica Kolb Page 14 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: C onsideration and pos s ible ac tion to set date and time for the 2020- 2021 Youth Advis ory Board meetings - Arica Kolb, R ecreation S upervis or IT E M S UMMARY: C onsideration and pos s ible ac tion to set date and time for the 2020-2021 Youth Advisory Board meetings - Arica Kolb, R ecreation S upervis or F IN AN C IAL IMPAC T: NO NE S UB MIT T E D B Y: Arica Kolb Page 15 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: C onsideration and pos s ible ac tion to approve minutes from the F ebruary 4, 2020 Youth Advisory Board meeting IT E M S UMMARY: C onsideration and pos s ible ac tion to approve minutes from the F ebruary 4, 2020 Youth Advisory Board meeting F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Arica Kolb AT TAC H ME N T S: Description Type Minutes 2.4.2020 Cover Memo Page 16 of 19 Georgetown Youth Advisory Board Minutes Tuesday February 4, 2020 Georgetown Recreation Center, 1003 N. Austin Ave Georgetown, Texas 78626 The Georgetown Youth Advisory Board met, Tuesday, February 4, 2020 at 6:30 pm at 1003 N. Austin Ave., Georgetown, TX 78626. This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary’s Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King Jr Street for additional information; TTY users route through Relay Texas at 711. Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A Call to Order Alvin Gusman called the meeting to order at 6:32 pm. B Roll Call Present: Jacob Bradley, Alvin Gusman, David Zambrano, Garrett Hevey Absent: Slayden Beneat, Lucas Friggle C Presentation, discussion and possible action on the draft 2030 Plan Update. – Sofia Nelson, Planning Director, Nat Waggoner, AICP, Long Range Planning Manager and Susan Watkins, AICP, Housing Coordinator. Sofia discussed the daft on the 2030 Comprehensive Plan. She talked about future planning and growth of Georgetown and how it will guide us as Georgetown grows. She also talked about how the comp plan will help other departments identify needs and plan for the future. D Upcoming events for 2020 - Arica Kolb, Recreation Supervisor Arica talked about upcoming events MLK Service Day, YAC Summit, Cupid’s 5K Race and Pop into Spring. MlK Youth Service day was a success with 150 students in attendance with over 11 different service projects for the youth to participate in. We will not be attending the YAC summit in February. Everyone verified that they would be at Cupid’s Chase 5K race in February and we reveiewed where they would be stationed. Page 17 of 19 Legislative Regular Agenda D Consideration and possible action to approve minutes from the January 7, 2020 Youth Advisory Board meeting Motion made to approve the minutes by Garrett Hevey and seconded by David Zambrano. Approved: 5- 0-2 Adjournment Meeting was adjourned at 7:30 _______________________________ Board Chair _______________________________ Secretary _______________________________ Arica Kolb, Board Liaison Page 18 of 19 City of Georgetown, Texas Youth Advisory Board October 6, 2020 S UB J E C T: Adjournment IT E M S UMMARY: Adjournment F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Arica Kolb Page 19 of 19